Wakefield Museums and Castles

Name of museum: Wakefield Museums & Castles

Name of governing body: Wakefield Council

Policy review procedure:  This policy will be reviewed at least once every five years.

Deadline for next review: April 2028

1.1     This policy covers Loans Out (lending objects) from Wakefield Museums and Castles’ collections, and Loans In (borrowing objects), for any duration.

1.2     This Policy should be read in conjunction with the following documents:

• Wakefield Museums and Castles Business Plan 2023-2026

• Collections Access Policy 2023-2028

• Wakefield Museums and Castles Documentation Procedures for Loans.

2.1     Wakefield Museums and Castles have a duty to share our collections. One way that we do this is by lending objects from our collections to other museums, public venues, and educational organisations. We welcome requests to borrow objects from our collection.  

2.2     Wakefield Museums and Castles makes and receives loans for the following reasons:

• to make collections more widely accessible, both physically and intellectually, to new and diverse audiences.

• to aid research and to further knowledge, understanding and scholarship relating to the objects in our care.

• to foster strong, inclusive relationships with other museums, galleries, heritage and community organisations.

• to enhance the reputation of Wakefield Museums and Castles, locally and nationally.  

2.3     The procedures by which Loans In and Loans Out are handled are intended to ensure that Wakefield Museums and Castles acts in a professional and responsible way: agreeing to loan only appropriate objects to appropriate borrowers; minimising all risks and protecting objects whilst out of our direct control; managing all loan arrangements in a consistent and efficient manner; and providing full documentation to support loan activities.

2.4     Wakefield Museums and Castles will follow the Museums Association’s Code of Ethics and the SPECTRUM 5.1 procedures, when dealing with Loans In and Loans Out.

2.5     The Museums Development Manager is responsible for approving all loans. Responsibility for the day-to-day administration of loans is delegated to the Registrar who may seek the appropriate specialist advice from relevant curators. Every request to borrow or lend an object or objects is considered on its own merit.

3.1     In deciding whether to lend an object from our collection, Wakefield Museums and Castles will take account of:

• The object being requested, it’s significance, rarity, condition, stability and general suitability for the request being made.

• If being loaned for display, the suitability of the venue, method of display and the borrower’s ability to provide consistent security and environmental conditions for the duration of the loan.

• If being loaned for research, whether a significant publication is involved, as this increases access to and interpretation of collections in the longer term.

•  The resources available within Wakefield Museums and Castles to administer the loan and the notice period (at least 6 months is preferred).

• Whether the request would conflict with Wakefield Museums and Castles’ own display plans or detract from the coherence of an existing display.

3.2     We will not agree to loans for an indefinite period or as a ‘permanent loan’. All loans will be for a fixed term, up to a maximum of three years. At the end of the three-year period, the loan can be reviewed and, if agreed by both parties, extended for a further three years. At the end of the loan, it is the borrower’s responsibility to return the objects to Wakefield Museums and Castles by the agreed return date.

3.3     Wakefield Museums and Castles will only lend to UK museum and galleries, which have been granted full or provisional Accredited status by Arts Council England (or equivalent) or can otherwise provide proof that they are able to meet the required standards of security and environmental care required for Accreditation. We will usually only lend objects to exhibitions or displays that are open to the public. Display methods should meet the Government Indemnity Scheme standards.

3.4     Wakefield Museums and Castles will lend objects to educational or research institutions for the purposes of research and scholarship.

3.5     The borrower must agree to comply with the conditions set out in the loan terms and conditions and must sign the loan agreement. The borrower must notify Wakefield Museums and Castles immediately if these conditions cannot be met. Failure to comply with the terms & conditions of the loan may result in the objects being recalled.

3.6     Wakefield Museums and Castles does not profit from loans. We may, however, charge parts of the loan costs to borrowers, for example conservation or transport costs.

3.7     Wakefield Museums and Castles will not lend to any exhibition which includes objects where there is any suspicion that they may have been stolen, illegally excavated or illegally exported from their country of origin or any intermediate country, in violation of that country’s laws or any national and international treaties, including the 1970 UNESCO Convention.

3.8     The condition of all loan material will be checked on departure and arrival by the Collections team.

3.9     The cost of any conservation work required on the object will fall to the borrower. No conservation work should be carried out on any objects in Wakefield Museums and Castles’ collection without the written permission of the Museums Development Manager.

3.10   The borrower will be required to provide appropriate insurance or indemnity cover on a nail-to-nail basis. The borrower will be asked to supply proof of insurance or indemnity to the Registrar.

3.11   Transport of large or multiple objects should be carried out by a Government Indemnity Scheme standard shipping agent. Hand-carrying of small objects via train, taxi or private car will be considered if Government Indemnity Scheme standards are met. The cost of transport falls to the borrower.

4.1     Wakefield Museums and Castles will only borrow objects for the purposes of display or research. We will not agree to long-term storage of loaned objects.

4.2     In deciding whether to borrow an object, Wakefield Museums and Castles will take account of:

• Whether there is a clear rationale as to how the object fits into and supports the aims of Wakefield Museums and Castles’, including our exhibition themes and narratives.

• Whether the object is in a suitable condition to be displayed for the entirety of the loan period, and the proposed cost of any required conservation work.

4.3     Wakefield Museums and Castles will ensure that all key arrangements are agreed in writing, that a signed loan agreement is in place prior to the commencement of the loan, and that each loan is adequately recorded within our collections management systems.

4.4     We will not borrow objects for an indefinite period or as a ‘permanent loan’. All loans will be for a fixed term, up to a maximum of three years. At the end of the three-year period, the loan can be reviewed and, if agreed by both parties, extended for a further period. At the end of the loan, the objects will be returned to the lender within the timescale set out in the loan agreement.

4.5     We will make every effort to return an object to the lender but if no other arrangement or contact can be made with the lender within the return period set out in the loan agreement, ownership of the object will be assumed, and the object will be accessioned into the collection or disposed of.

4.6     The condition of all loan material will be checked on arrival and departure by the Collections team.

4.7     If an object is not in a condition to be safely displayed, we may offer to arrange for a conservator to carry out conservation work, the cost of which would fall to us. In the unlikely event that an object is damaged or deteriorates during the loan period, we will inform the lender and, in discussion with them, arrange for remedial conservation work to take place.

4.8     Wakefield Museums and Castles will verify the ownership of all incoming loans to ensure that the current owner is legitimately able to lend the items and will apply the same strict ethical criteria to loans as to acquisitions.

4.9     All objects on loan to us are insured by us on a nail-to-nail basis.

4.10  We will arrange the collection and return transport of loaned objects with the lender. Transport will meet Government Indemnity Scheme standards.