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Collections Management

For assistance with the collections management activities noted below, please contact Erin McDonald, Collections Management Advisor, at 780.492.0776.

Advisory services provided include:

• Verifying steps, timelines and deadlines for each process
• Verifying approval paths as necessary (committees, signing authority, etc.)
• Liaising with government agencies and national authorities
• Liaising with related University of Alberta offices
• Ensuring compliance with U of A Museums and Collections Policy and other university policies
• Ensuring appropriate forms and documentation are acquired, completed and filed
• Training

Acquisition of Museum Objects and Specimens

• Registered collections can acquire through various methods (donation, purchase, transfer/exchange, field collection) as outlined in their approved Acquisition Strategy.
• Museum Objects and Collections Acquisition Procedure

Convention on International Trade in Endangered Species of Wild Fauna and Flora (CITES)

• CITES is an international agreement between governments, of which Canada is a signatory. The CITES authority in Canada issues Scientific Certificates to qualifying Canadian academic institutions to facilitate the transfer of specimens of endangered species across international borders for research purposes. 
• Museums and Collections Services (MACS) holds the CITES Scientific Certificates on behalf of the entire University of Alberta and processes requests.

Cultural Property Certification

• MACS holds the Category A designation conferred by the Department of Canadian Heritage and has sole authority to submit applications for certification of cultural property. 
• Certification of Museum Objects and Collections as Cultural Property Procedure

Export Permits – Temporary and Permanent

• Objects of controlled cultural property included in the Canadian Cultural Property Export Control List require cultural property export permits when they leave Canada. 
• MACS manages the process for registered collections at the University of Alberta.
• MACS also maintains a roster of expert examiners who review export permit applications from other institutions, submitted to Canadian Border Services, and manages the process.

Appraisals for Income Tax Purposes

• Donors to the University of Alberta Museums are eligible to receive receipts for income tax purposes for their donations of museum objects and collections of museum objects.
• Format for Appraisals
• Appraisals of Museum Objects for Charitable Receipting Purposes Procedure 

Incoming and Outgoing Loans

• Registered museum collections borrow and lend objects with other organizations and institutions for purposes including research, display, education, conservation, and authentication.  
• In all cases, loans require a formal written agreement between lender and borrower clearly outlining the terms and conditions of the loan and the responsibilities of each party.
• Loans of Museum Objects and Collections Procedure

Deaccessions and Disposition

• Deaccessioning is the process of permanently removing museum objects or collections of museum objects from the University of Alberta's collections.
• Deaccession and Disposition of Museum Objects and Collections Procedure
• Deaccession and Disposition of Museum Objects and Collections Procedure Criteria

Insurance

• MACS coordinates all matters related to insurance of museum collections with Risk Management. This includes an annual review and update, and case-by-case reviews for items on loan (incoming and outgoing).