Geology Policies - Field Museum

Geological Collections Policies

Management of Collections

All decisions affecting the Geological Collections begin with the Collections Administrative Team, or “CAT.” Each CAT consists of at least one curator and the relevant collections manager. The Geological Collections CATs are:
Physical Geology (meteorites, minerals, gems, economic geology & terrestrial rocks):
Philipp Heck, Curator, Meteoritics
James Holstein, Collections Manager, Physical Geology

Paleobotany
Fabiany Herrera, Curator, Paleobotany
Michael Donovan, Collections Manager, Paleobotany

Fossil Invertebrates
Kenneth Angielczyk, Head, Earth Sciences
Paul Mayer, Collections Manager, Fossil Invertebrates

Early Tetrapods and Fossil Fishes
Arjan Mann, Curator, Early Tetrapods and Fossil Fishes
William Simpson, Collections Manager, Fossil Vertebrates

Fossil Reptiles, Birds
Jingmai O’Connor, Curator, Fossil Reptiles
William Simpson, Collections Manager, Fossil Vertebrates

Fossil Mammals & Non-mammalian Synapsids
Kenneth Angielczyk, Curator, Paleomammalogy
William Simpson, Collections Manager, Fossil Vertebrates

Access to Collections

The Geological Collections exist to support and advance theMuseum’s mission. We recognize several types of access issues related to our collections:

Access for Research Purposes

Permission to access the collection for research purposes is granted by the CAT. Requests will be evaluated according to an assessment of the intrinsic merits of the request, the qualifications of the applicant, and a review of existing and pending Departmental priorities and obligations.

Once permission for a research visit has been granted, an appointment must be requested through the appropriate Collections Manager(s), preferably with two weeks notice. Appointments will be granted according to existing space availability and time constraints, and the established care and security needs of the collections and collections records. Appointments are given during regular business hours, 9 am to 5 pm, Monday through Friday. Appointments to view archival materials must be made separately and in advance with the Museum’s Archivist, Armand Esai.

Access to certain collections and documents may be further restricted because of security and privacy concerns. Restricted areas, collections, or documentation may therefore require special permission or necessitate special conditions for access.

Geological Collections honors donors' rights to privacy and protects confidentiality agreements and legally secure documents.

The Geological Collections staff do not conduct appraisals, nor do we release specimen values to the public.

For security reasons, collections storage locations are not made public.

Unprocessed collections and specimens undergoing conservation treatment are not available until processing or treatments are complete.

Access to selected high security areas requires notification of the Department of Protection Services and escort by a Geological Collections staff member.

Access to Collections Data

Access to collections data for research and other purposes will be assessed by the CAT on an individual basis. Some data may not be made available.

Access to Specimens on Exhibit

The CAT will coordinate with the Exhibitions Department when staff, interns, or visitors wish to have access to specimens on exhibit. Specimens can be studied in place or retrieved and brought back to laboratory or study space in the Geology Department, depending on how the specimen is displayed. Requests for access to specimens on public display will be approved or denied using the following criteria:

Physical effect on the specimen of its removal from the display
Basis for request
Date of request for access
Length of time specimen would be off exhibit
Staff required to provide access
Expenses incurred to the Geology Department or Exhibitions Department
Equipment required to provide access

Access for Tours

Permission to tour the collections is granted by the CAT. A staff member must accompany all tours through storage areas. Public Relations will be notified of any request for access by the media, but permission must be granted by the CAT.

Barring Access

Access to the collections will be barred for the following reasons:

Theft
Damage to or inappropriate handling of specimens or equipment
Staff safety
Unethical behavior
Conflicts of interest with the Museum’s mission or research programs

Accessions

The Geological Collections acquisition policy is consonant with the Board approved Collections Management Policy. It shall also abide by federal and state legislation regarding specimen acquisition, including the Antiquities Act of 1906, the UNESCO Convention (1970), the Visual Artists' Rights Act (1990), and others.

Specimens shall only be acquired for which there is good title or when the Museum is a designated government repository. The appropriate Collections Manager will collect and keep on file all documents pertinent to title and provenance, such as the deed of gift, purchase agreement, exchange agreement, accession papers, permits, correspondence with the donor, etc.

All specimens come to the Museum through one of eight avenues: gift (donation), bequest, purchase, fieldwork, exchange, conversion, governmental deposit, or abandonment.

A gift is defined as the transfer of ownership of a specimen during the donor’s lifetime. For a gift to be legal, there must be clear intent to give, acknowledged physical receipt of the gift by the recipient, and proper documentation including a deed of gift signed by the donor.
A bequest is a gift whereby title is transferred by will after the donor’s death.
A purchase is when the Museum buys a specimen through auction, dealers, or from a private individual. Proof of payment or bill of sale is required for clear title and must be documented by the purchase agreement.
Collections acquired through fieldwork, such as a geological collecting expedition, are bound by increasingly complex laws regarding cultural property and the like. Such collections require special attention to ensure that proper customs documentation, permits, and other documentation are obtained prior to acquisition to prove clear title.
An exchange is a transfer involving reciprocal transfer of specimens and must be documented by the exchange agreement.
A governmental deposit is the acquisition and stewardship of specimens on behalf of a federal, state, local, or tribal agency that maintains title to the collection.
Abandonment refers to the acquisition of specimens to which the original owner has effectively rescinded ownership by failing to maintain interest in the specimens as demonstrated by a lack of contact with the Museum. Such specimens will be processed under applicable state and federal abandoned property law.
A conversion occurs when a specimen is left unclaimed at the Museum after a loan agreement terminates and is bound by specific legal procedures regarding abandoned property.

The appropriate CAT will evaluate all potential acquisitions against Museum-wide collections criteria as well as the following issues and considerations:

Is the specimen consistent with the mission of the Museum and the specific research goals of the Geological Collections and Research?
Can valid title to the specimen be passed to the Museum (i.e. by deed of gift, purchase agreement, exchange agreement, collecting permit)?
Can all rights to the specimen be conveyed to the Museum, including any intellectual property rights?
Does the acquisition of the specimen violate applicable state, national, or international laws or conventions that protect the rights of artists or the rights of countries to their cultural history, or a protected species?
Is the specimen subject to repatriation?
Is the specimen free of donor restrictions or qualifications that might conflict with the conditions stated in the Museum’s Collections Management Policy?
Will the acquisition of the specimen create undue burdens on the Geological Collections, either in the form of financial commitments for conservation or maintenance, storage space requirements, housing requirements, staffing, or other issues?
Can the acquisition of the specimen be construed as a commercial endorsement or contribute to the illicit or unethical trade in cultural specimens?
Will the specimen be useful for exhibition and educational purposes, and for research and scholarship?
Does the acquisition meet the requirements of the Museum’s Collections Management Policy?

Accessioning cannot include appraisal of donations by Museum staff.

Geological Collections reserves the right to select some, but not all, of the specimens offered in any potential acquisition. This reservation will be communicated to the intending donors before the donation is made.

Once the appropriate CAT has accepted a proposed acquisition, it shall be accessioned and becomes subject to all appropriate Museum policies. The accessioning process shall be completed in a timely fashion. Documentation associated with a collection is considered to be part of that collection and has collection status once accessioned. Collections documentation is kept in perpetuity, even if the specimen itself is eventually deaccessioned.

Loan Policies

Outgoing Loans

This policy shall apply to the temporary physical transfer of specimens from the Geological Collections of the Field Museum.

Purpose

Loans of specimens from the Geological Collections will be made for purposes of research, education, exhibition, destructive analysis, or the creation of casts and molds, CTscanning, surface scanning, photogrammetry and other forms of imaging. Geological Collections will consider educational loans on a case-by-case basis. Loans will not be made for any purpose that involves the support or promotion of ethical positions contrary to those held by the Field Museum, nor which demeans or devalues the integrity or quality of any part of the Geological Collections. Loans that involve destructive analysis must comply with the Geological Collections Destructive Testing Protocols. Loans made for commercial purposes will be governed by the Field Museum’s Licensing Policy.

Eligibility

Upon the recommendations of the relevant CAT, loans will be made to other museums or other institutions for the use of individuals through their institutions. Loans will not be made to individuals.

Loans may be made to students ONLY through their academic advisor at the same institution. In this case, the loan should be made out to the institution for the use of the academic advisor and for the student.

Approval

Loans will be made only with the authorization of the CAT. Material on exhibition is not normally available for loan, and loans typically will not be made of specimens that are being prepared or that are uncatalogued.

Administration

All loans of material from the Geological Collections will be administered by the relevant Collections staff (Collections Manager, Assistant Collections Manager, or designated Collections Assistant), who will prepare and maintain all necessary documentation. All inquiries regarding loans should be directed to the Collections Manager.

Loan Costs

The Geological Collections will pay reasonable shipping costs for the outgoing loan, as is common practice in the field of geology. The borrower will pay for the loan return.

Conditions for All Outgoing Loans

The following conditions must be contained in all loan agreements for all loans of specimens from the Geological Collections:

Loan Agreement

Loans shall be documented by a formal specimen invoice that has been signed by the borrower. This specimen invoice, with amendments, will be the sole legal document describing the terms and conditions of outgoing loans. The specimen invoice must be signed by the borrower and returned within 10 days of receipt of the specimens.

Packing and Transportation

Return packing will be identical or superior to that used when the loan was sent out. Packing and transportation may be arranged by the borrower, but must be approved by the appropriate Collections Manager. Return shipment will normally be by the same method as shipment to the borrower unless agreed in advance by the Collections Manager. At the discretion of the Geological Collections, type material, fragile or very valuable specimens may be couriered at the borrower’s expense.

Length

Loans of non-type material are typically for one year. The availability of type material for loan, and the duration, will be assessed individually. Renewals of loans are possible. The Geological Collections will not normally lend a specimen for more than a total of five years. No permanent loans will be made.

Security

All specimens must be stored or exhibited in secure cases and maintained in appropriate environmental conditions, as determined by the CAT.

Insurance

The Field Museum’s insurance covers its collections objects on the premises, during transit, and off site. The Field Museum also insures incoming loaned objects as required or requested by lenders.

Publications and Publicity

All publications citing specimens borrowed from the Geological Collections should include the Field Museum’s institutional acronym (“FMNH”) followed by the Field Museum’s catalogue number. The Department of Geology will receive gratis copies, PDFs, of any publication or thesis issued relating to the loaned specimens. Geological Collections will also be furnished with copies of any publicity releases or other informational materials dealing with the loaned specimens.

Use

No alterations of any kind may be made to the specimen.

Exhibitions

Labels must state that the piece is on loan from "The Field Museum of Natural History (catalogue number).” No material of any sort may be attached directly to the specimen without the approval of the CAT. Mounting devices made by the borrower shall require the approval of the CAT.

Casts and molds

No casts or copies may be made without prior written approval of the CAT. If molding and casting is approved it must be done under the following conditions: all molds must be returned along with one set of casts; the borrower may keep only one cast for research purposes and may not reproduce or distribute that cast.

Images

Photos, films, x-rays, CT scans, surface scans, photogrammetry and any other imaging are available for research purposes only and may not be distributed without prior written approval. Where our images appear in research publications, they must include this credit line:

“The Field Museum of Natural History (catalogue number).”

Damages

Loss or damage to a specimen must be reported at once to the relevant Collections Manager. No repairs may be undertaken without the approval of the CAT.

Destructive Analyses

Destructive analysis is uncommon and must follow our Destructive Testing Protocols (see below), including submission of a Destructive Testing Proposal, which requires prior approval of the appropriate CAT. Requests for destructive analyses outside the building are treated as out-going loans.

Destructive Testing Protocols:

You must submit a short proposal concerning the scope of your study.
Please provide detailed descriptions of the destructive sampling procedures you intend to use including expected sample sizes, and how much material would be destroyed in each sample.
Please tell us what success you have had using these destructive procedures in the past on fossil or sub-fossil material.
We will want you to do a pilot study on a small subset of our specimens to see if the destructive sampling you carry out does in fact produce the kinds of data you hope to get.
You must keep accurate and detailed documentation (including photography etc.) of the specimen prior to and throughout the process of sampling. Please describe your plan to document your destructive sampling and results.
You must cover the costs of molding and casting any specimens that you propose to damage or destroy through your sampling. Please describe what molding/casting will be done.
We will want any specimens damaged or destroyed to be ones for which there wereother, similar specimens, "duplicates" in effect, in the collection.
All materials and data generated are the property of the Field Museum.
You must return all unused materials to the Field Museum.
We restrict the use of the data you gather from our specimens: it may be used for your scientific research only. You may distribute it to others only through publication in a peer-reviewed journal.
No commercial uses of data will be allowed. This covers every kind of data including but not limited to DNA extracts.
Format your proposal so that you address protocols 1 through 7 as separate paragraphs or sections of your proposal.

Specimen Mounting and Sectioning

Specimen samples may be used to prepare polished sections and/or thin sections with the approval of the CAT. Sections generated by the borrower are considered property of the Field Museum and must be returned after the intended study is complete.

Specimen Use in Exhibitions

The Museum places original, reconstructed, and duplicated specimens from the collections on public exhibition. These specimens remain part of the research collections from which they originated, and shall be treated in a manner consistent with the policies stated above. If the CAT determines that exhibition will damage the specimens, or is damaging the specimens, from the research collection, the situation shall be remedied immediately. Such remedy may entail removal of the specimens from exhibition with approval of the CAT.

Commercial Use of Museum Specimens

Normally, the Museum collections are not available for commercial, non-educational use. However, at the discretion of the CAT in consultation with the Vice President of Science and the Museum Licensing Committee, specimens may be made available for reproduction for commercial uses. The CAT shall be the judge of quality control, selections, and marketing with approval of the Vice President of Science and the Museum Licensing Committee. Such commercial use shall be consistent with the Geology Collections policy and that of the Museum Licensing Committee. Copyright for reproduction of Museum specimens shall remain the property of the Museum.

Replication of Field Museum Specimens

Any specimens used for molding must be in sufficiently good condition to withstand the molding process without undue risk of harm. The decision whether to allow the molding of any particular specimen or cast rests with the CAT in consultation with the Preparator when the resulting cast is intended for standard museum uses. All molds created of collection specimens shall remain the property of the museum. Specimens may also be approved for 3D-printing from CT-scans, surface scans, and photogrammetry. Casts and 3D prints may be distributed outside the museum by approval of the CAT.