Stone Fort Museum Collections (F-25)
Original Implementation: April, 1982
Last Revision: October 18, 2010
The Stone Fort Museum selectively collects artifacts which the museum's curator determines useful in interpreting the prehistory and history of East Texas prior to 1900. The museum places special emphasis on the Spanish and Mexican periods that began in 1690 with the establishment of the Spanish Mission Tejas and ended with the overthrow of the Mexican government in 1836 by Texas revolutionists.
Permanent Acquisition Policies
- Objects are added to the collection by means of gifts, bequests, purchases, exchanges, or any transaction by which title to the object passes to the museum. Criteria for acceptance to the permanent collection are the following:
- Consistency with the museum's focus
- A clear title available from the source of acquisition
- Adequacy of documentation
- Acceptable condition
- Ability of the museum to care properly for and use the acquisition
- Research potential
- Educational, interpretive, and exhibit potential
- Intrinsic value associated with important events, individuals, or age and typicality of objects.
- Potential donors must present evidence of a clear and legal title to any gift, and must complete a "Gift Agreement" form for each donation. Items of questionable provenance or obtained through illicit trade shall not be acquired.
- In accepting any collection, the museum must acquire any copyright, patent, and/or trademark rights that may legally restrict full use of the acquisition.
- All donations are tax deductible; however, the museum assumes no responsibility for evaluating donations.
- All donations become state property and must be outright and unconditional gifts used at the discretion of the museum’s curator.
- The museum shall not accept a gift that contains a condition requiring that it be kept intact, exhibited, either temporarily or permanently, or kept permanently.
- The museum reserves the right to restore, reconstruct, refurbish, or repair any part of any gift.
In the event that a gift is tendered but not accepted by the museum, it must be removed from the Stone Fort Museum within thirty (30) days of notification. All items not removed by this deadline shall automatically become the property of the museum and shall be subject to disposal.
Incoming Loan Policies
- The museum does not accept artifacts on loan for extended periods. Temporary loans are considered for special exhibits or programming, but only for assigned time periods. An "Incoming Loan Agreement" form must be completed prior to the loan of objects.
- All material loaned to the museum is subject to collections care procedures governing permanent collections.
- All loan items must be removed from the Stone Fort Museum on the date stated on the "Incoming Loan Agreement" form. Any item not removed within thirty (30) days of the deadline shall automatically become the property of the Stone Fort Museum and subject to its policies. Under Texas law, property on loan to a museum for fifteen (15) years or more and to which no person has made claim is considered abandoned. The items become the property of the museum once the museum notifies the lender unless an unexpired loan agreement exists to the contrary.
Outgoing Loan Policies
- The museum loans collection material solely for educational and/or research purposes. Borrowed items remain the property of the museum and may not be claimed, mortgaged, loaned, assigned, used as collateral, or otherwise encumbered by the borrower. The borrower must complete an "Outgoing Loan Agreement" form.
- The borrower is prohibited from photographing or digitally recording objects on loan without written consent of the curator, and any prints or digital recordings of the loaned material may not be published for any purposes beyond educational use without written consent of the curator.
- Any use of the loan material shall be credited to the Stone Fort Museum, Stephen F. Austin State University.
- The borrower shall exercise all reasonable precautions to protect the loan from damage, loss, destruction, or alteration. The borrower may not glue, pin, punch, drill, tape, nail, tack, or otherwise violate the integrity of the loan, nor may the borrower clean, repair, retouch, or otherwise alter the loan.
- In the event of damage, loss, alteration, or any other change in the condition of the loan, the borrower must immediately notify the curator in writing. Damage or loss in shipment must be reported to the curator immediately.
Cross Reference: Texas Property Code §§ 81.001-.008; Gift Reporting (C-15).
Responsible for Implementation: Provost and Vice President for Academic Affairs
Contact For Revision: Curator of the Stone Fort Museum
Forms: Gift Agreement, Incoming Loan Agreement, Outgoing Loan Agreement (available in the Stone Fort Museum), Report of Gifts Received (available in the Office of Development)