SAMPLE DOCUMENT USE STATEMENT & COPYRIGHT NOTICE

Transcription

1 SAMPLE DOCUMENT Type of Document: Courier Policies Date: 2002 Museum Name: University of Pennsylvania Museum of Archaeology & Anthropology Type: Natural History Budget Size: $5 million to $9.9 million Budget Year: 2003 Governance Type: College/University Accredited: Yes Notes on strengths or special features: The document includes both policies and procedures. The policies address the need for a courier, the responsibilities, requirements, selection, and arrangements. The procedures address communication, general rules by type of trip, and paperwork. USE STATEMENT & COPYRIGHT NOTICE The AAM Information Center has provided this sample document. It serves as an example of how one museum addresses a particular issue. Museums should compose original materials based on their unique circumstances. Any document produced by the recipient should not substantially use the contents of this sample as the basis. Materials in the AAM Information Center are provided "as is," without any guarantee or warranty of any kind, expressed or implied. NOTICE CONCERNING COPYRIGHT RESTRICTIONS Under certain conditions specified in the copyright law of the United States (Title 17, United States Code), libraries and archives may furnish a photocopy or other reproduction. The photocopy or reproduction may not be used for any purpose other than private study, scholarship or research. If a user makes a request for, or later uses, a photocopy or reproduction for purposes in excess of fair use, that user may be liable for copyright infringement.

2 University of Pennsylvania Museum Courier Policy & Procedures October University of Pennsylvania Museum Courier Policy and Procedures I. COURIER POLICY A. Need for a Courier 1. The UPMAA may require couriers for an outgoing loan or traveling exhibition for the safety of the object(s). 2. The need for a courier is determined by the Curatorial Section, the Registrar's Office, and/or the Conservation Department. If there is any disagreement, the matter should be referred to the Deputy Director for resolution. 3. Although sending a courier can be expensive, this requirement should not be dropped solely for financial considerations once the decision has been made. B. Responsibilities of a Courier 1. The primary responsibility of a courier is to ensure the safety of the object(s). This may involve overseeing the installation/deinstallation, the unpacking/repacking, and/or checking the condition reports as required. The courier may also be required to hand-carry or accompany the object during air or ground transit. 2. The courier is the representative of the UPMAA, and must oversee and/or enforce the implementation of the Museum's Loan Agreement, traveling exhibition contract, and/or other pertinent policies. The courier must also be sensitive to the needs and expectations of the borrower. 3. The courier must be present for all aspects of the trip as specified in the pertinent documents and/or by agreement with the Registrar's Office/Traveling Exhibition's office. 4. The courier must follow appropriate procedures as outlined in the UPMAA "Procedures for Couriers." C. Courier Requirements 1. The courier must understand and uphold the Museum's professional practices and standards. He/she must be capable of making intelligent decisions under pressure and in emergencies. He/she may contact the Museum for instructions as needed. 2. The courier must familiarize him/herself with each object's condition report, packing system and with any other special requirements as set out in the Loan Agreement or Traveling Exhibition contract before the object departs the Museum. 3. The courier must also be familiar with standard practices for handling Museum objects and checking the condition of objects. He/she must understand the conservation concerns for the objects and common types of object damage, as well as packing and transport procedures. 4. The courier may not have any conflicting obligations or reasons for couriering the object(s) and his/her schedule must be sufficiently flexible to allow for potential unforeseen changes. The schedule of the trip must not be forced to meet appointments or to ease the courier's trip at the expense of the object. 5. The courier should also be familiar with general courier practices as laid out in A Code of Practice for Couriering Museum Objects published by the Registrar's Sub-Committee for Professional Practices of the American Association of Museums, June 1986.

3 University of Pennsylvania Museum Courier Policy & Procedure 2 D. Courier Selection 1. The courier must be a qualified Museum staff member, as determined by the Registrar's Office. Normally couriers are selected from directors, curators, keepers, registrars, and conservators who are familiar with the loan or exhibition and can fulfill the couriering requirements. Other staff members may be considered when appropriate. 2. Several potential couriers should be familiarized with the object, its condition report, and its packing and transportation to allow for an alternate courier if the primary courier is unavailable for any reason. This is essential in the case of long term or multi-venue loans or traveling exhibitions. 3. The Curatorial Section, the Registrar's Office, or the Conservation Department may suggest qualified candidates; however the final selection of the courier and alternate couriers is made by the Senior Registrar. If there is any disagreement, the matter should be referred to the Deputy Director for resolution. 4. In rare instances, the use of an external co-courier (preferably a museum professional) may be acceptable at the discretion of the Deputy Director or Senior Registrar. E. Courier Arrangements 1. The Registrar's Office will ensure that a written agreement or contract is on file stating which party will be responsible for the courier's expenses (usually the borrower's responsibility). 2. The Registrar's Office or Traveling Exhibition's office is responsible for coordinating with the borrower and/or its designated agents the shipments of objects, including method of shipment, schedules and customs (when necessary), and for the courier's travel arrangements including transportation, lodging, per diem, etc. 3. The Registrar's Office or Traveling Exhibition's office will supply the courier with all necessary paperwork and information related to the loan or exhibition. II. PROCEDURES FOR COURIERS A. Communication with the Registrar's Office/Traveling Exhibitions office before, during and after the courier trip 1. Before the courier departs, the Registrar's Office will: a. Provide all the appropriate paperwork that should accompany the courier b. Clarify/reconfirm the specific responsibilities for each assignment with the courier c. Verify with the courier the expectations and procedures for contacting the borrower and for communicating with UPMAA during the trip d. Whenever possible, provide the courier with a cellular phone to ease communication e. Provide any other useful tips related to the trip 2. During the trip the courier should: a. Contact the Registrar's Office or Traveling Exhibitions office if any questions or problems arise about which he/she is unsure, or feels the Museum should know about immediately b. Contact the Registrar's Office or Traveling Exhibitions office if there is any damage to the object(s) or the crate(s)

4 University of Pennsylvania Museum Courier Policy & Procedure 3 c. Contact the Registrar's Office or Traveling Exhibitions office if he/she will be changing either the itinerary or return date 3. After the assignment is completed the courier should contact the Registrar's Office or Traveling Exhibitions office to: a. Inform the office of his/her safe return immediately b. Return all paperwork within five working days c. Report the fulfillment/problems with the assignment within five working days (including an additional written report for the loan or exhibitions file when necessary) B. General Rules for Various Types of Courier Trips 1. Ground Transportation: a. For ground transportation of a museum object or objects at least two people must accompany the shipment, unless special approval is given by the Senior Registrar b. One person must stay with the object at all times. Once the object is received by the courier, he/she must keep it in his/her possession/sight until the destination is reached and the object is turned over to the responsible party c. In the case of an overnight shipment, more complex arrangements may need to be made to guarantee the safety of the object, but the same basic principles apply 2. Air Transportation: a. Air courier flights (hand carry or cargo shipment) should be non-stop flights when possible. If a non-stop flight is not possible, the flight plans should be made with the least number of stops/transfers possible b. When an object is being hand-carried by a courier on an airplane, the box containing it must either travel under the seat in front of the courier, or in a separate adjoining seat that must be booked for the artifact. A box containing an object must never be placed in the overhead bins or the closet. In some cases, travel in business or firstclass may be necessary to ensure the safety of the object c. When an object is being hand-carried the courier must keep his/her personal carry-on luggage to a minimum of one shoulder bag so that both hands are free to protect the object. The safety and needs of the object is the first priority except in the case of a life threatening situation d. Once an object to be hand carried is received by the courier he/she must keep it in his/her possession until the destination museum is reached and the object is turned over to the responsible party e. When going through terminal security checks, the box with the object should not be opened in public. If it will not fit through or should not go through the security x-ray scanner and/or if the courier is asked to show a security officer the contents of the box, he/she must ask to be taken to a private area to do so. The courier should also have photos of the object available to show to a security officer if requested. If at all possible, security personnel should be notified in advance that an object is being hand carried, or arrangements should be made with the customs broker due to increased security after September 11, 2001

5 University of Pennsylvania Museum Courier Policy & Procedure 4 f. For accompanied air cargo transport, the courier is responsible, in conjunction with the customs agent, for seeing the crate properly palletized and placed on the plane. The courier also must have the necessary information (container number, pallet location, etc.) and paperwork in hand before boarding the plane. More detailed information on responsibilities for this type of courier assignment is given in A Code of Practice for Couriering Museum Objects. The guidelines found there should be reviewed and followed by the courier C. Paperwork That Should Accompany Courier 1. Paperwork That Should Accompany Courier is listed below: a. A copy of the Loan Agreement or Traveling Exhibitions contract for the object(s) involved b. A copy of the Certificate of Insurance for the object involved c. Receipts (pre-prepared by Registrar's Office) d. Copies of the Object Condition Report(s) e. Copies of the Object Packing Instructions. f. Copies of any Mounting Instructions or other special notes g. Object list and crate list including contents, weights, and sizes of each crate h. Photographs of the objects (primarily if customs or airport security clearance may be involved) i. Copies (or originals if necessary) of any invoices, customs paperwork, etc. j. Information sheet with pertinent phone numbers and addresses: contacts at destination (names, positions, addresses, phone numbers), work and home numbers of pertinent UPMAA staff, names and phone numbers for contractors involved (if relevant), UPMAA and Custom Agent FAX numbers (if relevant) k. Copy of hotel and transportation arrangement information l. Tickets, passport and any necessary visas, Green Card (if applicable) and other forms of identification, including Museum and University ID cards m. Calling card or cellular phone for long distance or emergency phone calls 2. Couriers should also make sure their itinerary, hotel information, and contact information is on file with the Registrar's or Traveling Exhibitions office before each trip. Approved by Jeremy A. Sabloff, The Charles K. Williams II Director, October 21, 2002