Loan Policy

Waring Loan Policy (Collections Management Policy, Section IV)

  • A loan is a transfer of an object(s) from one institution (Lender) to another (Borrower) that does not include a transfer of title. The purpose of this policy is to set forth the conditions for conducting a loan and to define the circumstances under which a loan may be granted at the Antonio J. Waring, Jr. Archaeological Laboratory (Waring Laboratory). A loan is permissible only if the object(s) are needed for exhibit or if the research cannot be undertaken in-house with the resources available at the Waring Laboratory.  Furthermore, only object(s) that are archivally stable may be released through loan. The Laboratory Director, in consultation with the Laboratory Coordinator, has the sole authority to approve a loan and may grant exceptions to any of these circumstances as long as all parties agree to it in writing. Approval of the Collection Owner also is required for a loan of any collection(s) Held-in-Trust by the Waring Laboratory and the Collection Owner may impose additional loan conditions. An object(s) will be released on loan only with prior written approval from the Laboratory Director and the Collection Owner.
  • Both incoming and outgoing loans are permitted for a loan period of either 6 months or 12 months.  The loan terminates no later than the due date for the return of the loan.  A loan may be renewed with the completion and approval of a Loan Renewal Request.  The Waring Laboratory reserves the right at any time to terminate a loan and to request a written evaluation (Condition Report) stating the stability and condition of an object(s).
  • An object(s) may be loaned for exhibit, conservation, education, acquisition assessment, identification, religious uses, or scientific research.  Object(s) eligible for a loan are those that are stable, able to withstand acceptable methods of transportation, and legally and ethically obtained.  Type specimens and human skeletal remains are not eligible for loan except as outlined in 36 CFR 79.10.  At no time may an object(s) be loaned for commercial purposes or private pecuniary gain except where specifically authorized by the Copyright Law (US Title Code 17 Chapter 1).  A loan may only be made to an institution that is able to care for the object(s) as defined in 36 CFR 79.9(b)(3)-(5).  Any and all exceptions must be stated on the Loan Agreement Form and agreed to by the Collection Owner. The Loan Agreement Form must be signed by the Collection Owner, Borrower, and Laboratory Director, or duly authorized agents thereof.
  • Before a loan can be granted, the Borrower must provide a written statement that describes how the safety of the object(s) will be maintained during the loan period against damage, loss, or deterioration due to theft, vandalism, fire, smoke, water, insects, pests, mold, light, pollutants, and extreme changes in temperature and relative humidity .  The Borrower must agree to not repair, restore, or in any way alter a loaned object(s) without the Lender’s written permission.  Damage to any loaned object(s) must be reported immediately to the Lender.  Reproductions (including photographs, casts, molds, etc.) of a loaned object(s) covered by the Copyright U.S. Title Code 17 are permissible if allowed by local law and authorized by the true owner of the copyright title.
  • The Borrower is not permitted to make third-party loans.
  • It is the responsibility of the Lender to inform all parties involved of change of collection ownership.  If change of ownership occurs through death, dissolution of the collection owner’s organization, or transfer of title, a new loan agreement may be executed or the loaned object(s) shall be returned.
  • The Borrower agrees to assume full responsibility for insuring the material(s) on loan or for providing funds as specified by the Waring Laboratory for the repair, replacement, and handling of an object(s) that is damaged or lost during transit or while in the Borrower’s possession. The terms of the insurance and a list of exclusions must be stated on the Loan Agreement Form.  If either party makes changes in the terms or adjustments on the insurance values, it must notify all of the other parties involved.  Each object is considered to be in stable condition unless otherwise noted.  All parties must agree in writing to waive insurance, if necessary.  The Laboratory Coordinator of the Waring Laboratory has the authority to process loans and to negotiate claims.
  • The Laboratory Coordinator will send a written notification to the Borrower stating that the loan term is about to end.  The Laboratory Coordinator will acknowledge the condition of the collection object(s) by giving the Borrower a receipt within 30 days after the return of the loan.
  • In the event that the Waring Laboratory is functioning as Borrower, the Laboratory Coordinator will send a written notification to the Lender stating that the loan term is about to end.  A receipt must be signed by the lending institution within 30 days to acknowledge the return and condition of the object(s) or any claim for damage or loss will be forfeited.
  • The Waring Laboratory as borrower assumes no responsibility to search for a Lender who cannot be reached at the address of record.  If material cannot be returned to the owner at the termination of a loan, it will be maintained at the Waring Laboratory at the Lender’s expense and risk for a period of seven (7) years.  A notice of intent to terminate will be sent to the last known address, following Georgia’s Museum Property Act (O.C.G.A. Chapter1 of Title 10, Article 17B).  If no claim has been made to the property within 60 days, a second notice will be given of the abandoned property by publication once a week for two consecutive weeks in the official county organs of the county in which the museum or archives repository is situated and the county of the owner’s last known address. After an additional 60 days from the date of the 2nd published notice, the property will be deemed abandoned and shall become the property of the Board of Regents of the University System of Georgia on behalf of the University of West Georgia and the Antonio J. Waring, Jr. Archaeological Laboratory. The Waring Laboratory acknowledges that other provisions of Georgia State Law may supersede this policy.