University of Michigan Library Special Collections Library Exhibit Loan Guidelines - Outgoing Loans: Step by Step

Sep 16, 2026

Outgoing exhibit loans follow a structured process designed for special collections materials. The procedure begins when a potential borrower requests an item for exhibitions, classes, or study outside the library and when staff confirm whether the item can be borrowed. Responsibilities then shift through SPCOLL coordination, conservation consultation, facility and security review, and determination of travel safety, stabilization needs, packing and shipping options, display requirements, and conservation-related cost factors.

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Outgoing Loans: Step by Step

Request and initial screening

SPCOLL contact review and clarification

Conservation consultation

Insurance value, costs, and risk management

Outgoing Loan Agreement preparation

Updated January 16, 2018, by Shannon Zachary Reference: ACRL/RBMS Guidelines for Interlibrary and Exhibition Loan of Special Collections Materials. January 2012. [http://www.ala.org/acrl/standards/specialcollections](http://www.ala.org/acrl/standards/specialcollections) Outgoing Loans: Step by Step 1. Potential borrower asks about borrowing an item for an exhibit (or for a class, study, etc., outside the Library and when Library staff will not have the items in their control throughout) . ● Identify a primary U-M Library contact person for the loan—usually the SPCOLL curator for the relevant material. As much as possible all communication should go through (or at least copy) that person. ● If there is an immediate reason to say no to the loan, say so; for example o Curator confirms with Reader Services Coordinator that the title is not in an Aeon queue: o If the item is needed for a U-M class: o Item was already on exhibit within the previous 3 years; o If the curator already knows the item is too fragile or too valuable to travel; o etc. ● Otherwise, for an exhibit loan, ask the Borrower to answer the questions on the Request to Borrow Worksheet. A loan for a class, study, etc. outside the library may not fit the Request to Borrow Worksheet; gather as much detail about the proposed use as possible. ● If the date the item is needed is less than six months out, alert the Borrower that time may be too short to negotiate and organize a loan. A simple loan may be possible, depending on the time available; a complex one probably will not. 2. SPCOLL contact person reviews the responses to the Request to Borrow form and gets clarification from the Borrower as needed. ● Is the Borrower asking for specific items, or do they need help with the selection? What sort of time commitment does that help involve? ● Has the Borrower provided adequate information about their facilities and security? Consult with Conservation and ask for more information as needed. ● Does the borrower need images for publicity, catalogue, or display? Are there potential copyright issues with such images (e.g., is the original in the public domain, or still under copyright, so far as is known?) 3. SPCOLL contact consults with Conservation. ● A conservator reviews the facilities report; are the safety and security arrangements adequate for the object(s) requested? ● In a preliminary examination of the object(s) requested (often can happen at Special Collections rather than at the Conservation Lab) the conservator will determine whether the objects are safe to travel. Do they need stabilization or conservation University of Michigan Library Special Collections Library Exhibit Loan Guidelines -1- work prior to the loan? Has the item been displayed within the previous 3 years?(General rule: limit light exposure on exhibit of a specific item to a maximum of 3 months in a 3 year period) . ● The conservator will establish requirements regarding packing and shipping. While details will need to be agreed for each specific loan, typical specification options for shipping are described below; the selection is based on value of the item, fragility, and acceptable risk: o U-M courier drives item to venue and picks up; it is usual to require two people traveling with the vehicle (at stops, one person leaves the car, one stays with the vehicle and the loan object) . o Borrower drives to U-M and picks up; it is usual to specify that there should be two people traveling with the vehicle (at stops, one person may leave the car, one stays with the vehicle and the loan object) . o Ship via UPS or Fed-Ex, with tracking; prefer next-day delivery. o Ship via reputable fine-arts shipping company using a climate-controlled, dual driver, air-ride exclusive use vehicle. o U-M couriers escort via air; either two couriers for the whole trip or two couriers to/from the airport and one courier from airport security check into airport s

FAQs

Who should be identified as the primary contact for an outgoing exhibit loan?

A primary U-M Library contact person should be identified, usually the SPCOLL curator for the relevant material. Communications should go through that person or at least copy them.

What information does the SPCOLL contact review when assessing a borrow request?

The SPCOLL contact reviews the Request to Borrow responses and clarifies with the borrower as needed, including whether specific items are requested, facility and security details, and whether images are needed for publicity with potential copyright considerations.

What additional steps occur after conservation reviews the request?

Conservation establishes travel safety and whether the object needs stabilization or conservation work, then sets requirements for packing, shipping, and display conditions such as mounts/supports and environmental controls. It also identifies potential cost factors and coordinates with preservation and conservation leadership when needed.

Sep 16, 2026

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