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Guide & Policy |
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The Smithsonian Affiliations program accepts applications from all 501(c)(3) nonprofit cultural or educational institutions interested in obtaining Smithsonian collections on a long-term basis. Participation in the program is subject to various guidelines. The policy guiding participation in the program is outlined below:
| 1. |
The goal of Smithsonian Affiliations is to create vital relationships with communities across the United States by working with local museums and educational institutions. |
| 2. |
Organizations interested in joining Smithsonian Affiliations should submit a proposal describing how they would use the Smithsonian collections and/or programmatic initiatives. Smithsonian collections and Smithsonian-related programmatic initiatives may be used solely for educational, not-for-profit purposes. |
| 3. |
The affiliate organization should be a viable institution, capable of caring for, protecting, and exhibiting collections in a manner consistent with the standards set by the American Association of Museums, and meeting specific requirements for long-term care and maintenance of Smithsonian collections, as set forth in the Smithsonian's Collections Management Policy. |
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| 4. |
The affiliate will allow the Smithsonian to monitor the care of borrowed objects during the loan period, inspect the affiliate's facilities and the borrowed objects on-site, and will agree to provide the Smithsonian with regular condition reports and access to its other records as necessary to monitor the condition of the objects. Smithsonian expenses related to these activities are borne by the affiliate. The Smithsonian retains the authority to recall any or all of the objects during the loan period. |
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The affiliate will reimburse the Smithsonian for costs incurred in developing the affiliate's project. This may include, but not be limited to, fees and expenses such as insurance, packing and shipping, crate construction, appraisals, photography, framing, copyright clearances, installation/de-installation, security, and travel. |
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The affiliate may use the phrase "in association with the Smithsonian Institution" to describe its participation in Smithsonian Affiliations. The Smithsonian name may not be used by the affiliate for fund raising purposes without the prior approval of the Smithsonian. The Smithsonian must approve all uses of the name of the Smithsonian and/or Smithsonian museums in writing in advance. |
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| 7. |
Each affiliate relationship will be an open-ended agreement. The object loans will be for a defined period of years, not to exceed ten years. Smithsonian Affiliations may provide for extensions to that time period, upon mutual agreement of all parties. |
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The affiliate may not reproduce in any medium any object from the Smithsonian collections without the express written permission of the Smithsonian. Any request to reproduce an object from the Smithsonian collections for purposes intended to generate revenue (e.g., postcards, posters, product adaptations) must include a proposal to pay the Smithsonian a percentage of sales proceeds. Any approved request will be the subject of a separate agreement between the Smithsonian and the affiliate. |
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Smithsonian Affiliations intends to expand the reach of the Smithsonian Institution, and to broaden the availability of different types of collections and resources. Therefore, the Smithsonian will not grant any type of exclusivity to any affiliate, whether by geography, collection type, time frame, or other limitation. |
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| 10. |
An organization that wishes to apply for affiliate status should submit to Smithsonian Affiliations a proposal containing the following components:
a. Copies of documents reflecting the 501(c)(3) status, mission, structure, and financial history of the organization, including its charter, mission statement, description of its organizational structure, description of its constituency, collections management policy and/or current educational programming, as appropriate; and annual reports and Forms 990 for the two previous years;
b. A description of the collections objects or type of collections objects that the organization wishes to borrow, and/or a description of the programs that the organization is interested in developing, and a description of the use to which the organization would put the collections objects;
c. A standard facilities report, in a format approved by the Registrars Committee of the American Association of Museums, detailing the facility's environmental, safety, security, staffing, storage, and exhibition space capabilities and acceptable insurance coverage, specifically naming the Smithsonian as an additional insured. |
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Organizations interested in participating in the program may send three proposals to:
Smithsonian Affiliations
Smithsonian Institution
470 L’Enfant Plaza, SW
Suite 7400
Washington, D.C. 20024 |
| 12. |
The proposals will be reviewed on a case-by-case basis. Major elements of the review process includes:
a. The availability of Smithsonian collections and programmatic resources in the area of interest as cited in the proposal. Final agreement on the loan of objects is at the discretion of the respective Smithsonian museum directors.
b. The extent to which the organization shows its ability to comply with the elements of this policy.
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| 13. |
All affiliations agreements must be memorialized into written document(s), signed by both parties. Documents will be drafted, reviewed, and signed for by the director of Smithsonian Affiliations. |
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