SAMPLE DOCUMENT USE STATEMENT & COPYRIGHT NOTICE

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1 SAMPLE DOCUMENT Type of Document: Date: 2013 Museum Name: Minnesota Landscape Arboretum Type: Arboretum/Botanic Garden/Public Garden Budget Size: $10 million to $24.9 million Budget Year: 2014 Governance Type: College/University Accredited: No Core Verified: Yes Notes on strengths or special features: The document contains the following required elements: Acquisitions/Accessioning Deaccessioning/Disposal Use of proceeds from the sale of deaccessioned collections Loans incoming outgoing Care Inventories and/or documentation Access and/or use of collections The document contains the following additional sections: Abandoned Property/Unclaimed Loans Appraisals Authority Categories of Collections Code of Ethics Objects Found in Collection Objects Left in Custody Photography Review/Revision Cultural Property Glossary Housekeeping Insurance & Risk Management Laws Mission Statement Rights & Reproduction Scope of Collections Other: Documentation 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 June 26, 2013 Core Document Verified 5/28/2014 Core Documents Verification Approved January 2011 Introduction The Plant Collections Policy covers the development and management of the Arboretum s living collections. For the purpose of this policy, the term collections include all permanent (accessioned) plantings in the collections, gardens, model landscapes, restored/built landscapes and evaluation plantings. University of Minnesota Hort. Dept. research projects, Arboretum natural areas and annual displays do not fall under this policy. The collections policy is administered by the Plant Collections Committee chaired by the Curator of Plant Collections. The Curator of Plant Collections and Plant Collections Committee are responsible for the interpretation, implementation and periodic review and revision of this policy. The plant collections support and serve the Arboretum mission as follows: To support research By obtaining and evaluating plants for adaptability to northern climates and for their horticultural or landscape value. By providing germplasm for plant breeding to develop improved cultivars and hybrids. By supporting cultural and physiological research. To support education By producing labeled displays of recommended, and/or available horticultural plant material. By displaying plant materials and landscape construction materials in a landscaped setting which demonstrate excellence in design and maintenance practices. By educating the public on the proper locations for and use and maintenance of landscape plants through interpretive plantings. To support conservation By preserving germplasm of targeted taxa. By providing reference specimens/collections of targeted taxa. To provide an aesthetic environment that will inspire and delight people and aid in developing an appreciation for horticulture and landscape architecture. Minnesota Landscape Arboretum 3675 Arboretum Drive Chaska, MN

3 June 26, 2013 Core Documents Verification Legal and Ethical Considerations Activities related to the development, management and use of the collections will comply with relevant local, state, federal and international laws, and be consistent with the MLA Invasive Species Code of Conduct. Acquisition Acquisition of new plants for the collections is the responsibility of the Curator of Plant Collections and the gardener for the specific collection/garden. The Plant Collections Committee provides periodic oversight and recommendations for acquisitions. Acquisitions will be guided by the specific goals set forth for that collection/garden/display (see appendix A). Criteria for acquisition- new accessions should meet the following criteria: The taxon shows promise to survive in the local climate. Species are from known wild sources whenever possible. The Arboretum can properly maintain the plants. The plant is not known to be invasive (see MLA Invasive Species Code of Conduct). Exceptions would include invasive species research plantings or invasive species educational displays. Documentation Accessioning: Each taxon intended as a permanent part of the collections (more than one season) will be given an accession number. The following minimum information will be recorded for each accession: scientific name (as received from the source), date received, quantity received, form (plants, seed, etc.), source, native or cultivated origin and condition. Inventory: Accessioned plants should be inventoried at least every three years after initial planting, mapping and addition to the inventory. Mapping: Newly planted accessioned plants will be mapped ideally during the current planting season and no later than one year from planting. Nomenclature: Scientific nomenclature shall conform to the most current version of International Code of Botanical Nomenclature and International Code of Nomenclature for Cultivated Plants. Name changes will be implemented in Minnesota Landscape Arboretum 3675 Arboretum Drive Chaska, MN

4 June 26, 2013 Core Documents Verification records and on labels when they are determined to be accepted and in general use. Common names shall be used consistently on all labeling throughout the collections and conform to general usage for the upper Midwest region. Trademarks in the form of names (not logos) will be included on labels as appropriate, typically as a prefix to the common name. Labeling: Newly planted accessioned plants will be mapped during the current planting season and no later than one year from planting. Plantings will have either a display label (gardens) or a record label (collections). Herbarium Specimens: Herbarium specimens will be collected as time and staffing allows, but will typically be prioritized and targeted to specific types of collections (e.g. conservation or research). Taxonomic verification: Taxonomic verification will be under taken as time, staffing and expertise allow, but will typically be prioritized and targeted to specific types of collections (e.g. conservation or research). Standards of Care Collections/gardens will be maintained per the general collections management plan (under development) or a more specific plan for that collection as appropriate. Access Use of the collections will be encouraged for all interested parties. Physical access to the collections will be unrestricted during periods open to the public. Collection of propagation materials or other plant samples by individuals other than Arboretum staff requires written permission from the Curator of Plant Collections, Director of Operations or Arboretum Director. Exceptions are made for school class leaf collecting projects where leaves may be collected from the ground only. Plant material collection will be allowed under the following circumstances: Nurseries or professional horticulturalists may be given permission to collect propagation material from taxa that are unique or difficult to obtain elsewhere (excluding patented plants or taxa otherwise restricted by usage agreements). Homeowners/hobbyists (including Arboretum members) will not be allowed to collect material for personal use. Minnesota Landscape Arboretum 3675 Arboretum Drive Chaska, MN

5 June 26, 2013 Core Documents Verification Plant specimen collection may be allowed for teaching or other educational purposes. Individuals collecting should be given instructions on proper care in taking specimens or be accompanied by an appropriate Arboretum staff member. Deaccessioning Plants may be deaccessioned when: They are dead. They no longer serve the purpose for which they were acquired. Their condition is unsafe or unsightly and no overriding issues of rarity or other importance dictate keeping them in the collections. They show invasive tendencies Disposal of Surplus Plants The Curator of Plant Collections will determine which plants are surplus. When appropriate surplus plants shall be given away in compliance with the following priorities: A. B. C. D. Arboretum/HRC and University of Minnesota programs Other public gardens or public entities Arboretum Auxiliary for their plant sale Staff and volunteers for their own personal use Minnesota Landscape Arboretum 3675 Arboretum Drive Chaska, MN