Institutional Loan Policy
Because of the unique and irreplaceable nature of many items in the collections of the University of Virginia Library, especially those held by the Special Collections Department, and because of the public trust in which its collections are held, permission to borrow items for exhibition from the Special Collections Department and other Departments of the University of Virginia Library is offered subject to the following considerations:
- request complies with donor agreements and copyright restrictions
- nature and number of items requested
- physical condition of the items
- items are to be displayed in a secure area under stable environmental conditions with respect to light, temperature, humidity, etc.
- borrowers will supply a standard facilities report
- borrowing institution provide and demonstrate proof of insurance on the material to be lent at values assigned by the University of Virginia Library, and that if a current appraisal of the material is required to determine insurance values, the borrowing institution is responsible for any appraisal fees; acertificate of insurance coverage must be supplied to the University of Virginia before the requested items will be released
- mode of transportation is approved by the University of Virginia Library
- all aspects of the loan must be documented on a loan agreement form supplied by the University of Virgnia Library or the borrowing institution and must be signed by appropriate representatives of both parties
- loan requests must be received at least four months in advance of the exhibition opening to be considered
Conservation Treatments: the Special Collections or appropriate staff will determine if conservation treatments for items to be borrowed are required. If requested, the Borrower will be provided with a condition report and a treatment analysis report prior to treatment. On occasion, the Borrower may be given permission to carry out specific conservation treatments, pending written approval by the University of Virginia Library Special Collections Department or appropriate department or be required to pay the expense of needed conservation treatments.
Borrowers Fees: Borrowers agree to bear all costs for items loaned for exhibition including transportation, appraisals, insurance, security, and conservation reports and treatments.
| Number of items | Fee |
|---|---|
| 1 - 5 items loaned | $ 250.00 per transaction |
| each additional item over 5 | $ 50.00 per item |
| each additional item over 10 | $ 25.00 per item |
Fees must be pre-paid and are non-refundable. In the case of traveling exhibitions, each site will be charged the fees listed above. If several University of Virginia libraries are involved in one loan request, a fee will be paid to each participating unit based upon the number of items loaned. Fees will not be applied to public (state-supported) Virginia institutions requesting loans for exhibition.
The borrowing institution must agree to abide by any other regulations concerning the security of the materials lent by the University of Virginia as may hereafter be established by the latter.
Please contact us if you have questions about our loan policies.