This article explains the Museum Exchange donation process from the institution’s point of view, from reviewing catalogue objects through matching with a donor and completing the donation.
The process generally happens in two phases:
Pre-match: before a match is made and the donation begins Post-match: after the institution and donor are matched and donation processing starts
Phase 1: Pre-match
The pre-match phase includes all steps before an institution and donor are matched.
During this phase, institutions explore catalogue objects, conduct internal review, and submit proposals for the objects they are prepared to receive as donations.
Step 1: Explore the catalogue
Museum Exchange publishes objects and collections in a seasonal catalogue that refreshes each quarter. During the catalogue window, institution staff may review available objects and collections to identify works that may be a fit for the institution’s collection. Depending on your organization’s process, this may involve curators, registrars, administrators, or other staff members.
Step 2: Identify objects of interest
Each individual staff member can add object(s) to their Objects of interest. your institution is interested in an object or collection, the next step is to determine whether it is worth pursuing through formal review.
At this stage, staff may begin evaluating the object based on collection fit, curatorial relevance, institutional priorities, or other internal considerations. Objects from the institutions objects of interest are then moved to Curatorial Review.
Step 3: Conduct formal institutional review
Before submitting a proposal, the institution should complete its internal review process for object(s) identified for Curatorial Review. This step helps ensure that the institution has the necessary alignment and approvals to receive the donation if a match occurs.
For collections, it is important to remember that if multiple objects are submitted together as a collection, they must be received as a single donation.
Note: an object must be added to Objects of Interest to be added to Curatorial Review.
Step 4: Submit a formal proposal
Once the institution has completed its internal review and is prepared to move forward, it submits a formal written proposal to the donor.
The proposal includes relevant information about the institution, its collection, and why it believes it would be a good fit to receive the donation. Relevant institution level information (budget, collecting areas, location) is extracted from the Institution Profile, which can be completed prior to this step.
In addition, institutions can submit additional personalized information about why this object(s) would be a good addition to their collection.
Note: an object must be first added to Curatorial Review in order to be eligible for proposal.
Step 5: Wait for donor decision
After a proposal is submitted, the donor decides whether to accept it.
A donor may receive no proposals, one proposal, or multiple proposals. If the donor selects your institution, a match is made and the donation moves into post-match processing.
Phase 2: Post-match
The post-match phase begins once the donor accepts the institution’s proposal.
At this stage, the focus shifts from expressing interest to processing the donation. This includes confirming details, assigning internal responsibilities, managing documentation, coordinating shipment, and completing final receipt and documentation steps.
Step 6: Confirm the donation
Once a match is made, the institution confirms the donation in the platform. During this step, the institution reviews the donation details, including the location of the object and the identity of the donor. The institution can also assign a registrar to the donation. The registrar will receive communications from Museum Exchange regarding the donation.
Step 7: Confirm approval dates, if needed
Depending on your institution’s internal review process, the object may be subject to in-person review or additional internal approvals.
At this stage, the institution may share:
- any additional review requirements
- estimated dates for those reviews to be completed
This step is optional, but when used it helps set expectations for the donation timeline.
Step 8: Add pre-shipping requirements, if applicable
Depending on institutional policy, there may be requirements that must be met before the object can be shipped.
These may include:
- whether a Loan Agreement is required
- whether an inspection of the work is required before donation approval
The choices made at this step affect later donation processing steps.
Step 9: Donor confirmation and packing information
After the match, the donor confirms their ownership and tax-related information and provides packing details, location details, and pickup availability.
The institution uses this information later when arranging shipping.
Step 10: Upload a Loan Agreement, if required
If the object must be shipped to the institution for donation consideration, a Loan Agreement is required.
In this step:
- the institution uploads the Loan Agreement
- the donor signs the Loan Agreement
- the institution countersigns the Loan Agreement
Until the donation is received by the institution, the object remains in loan status.
Step 11: Arrange shipping
Any object under donation consideration must be shipped to the institution so it can be reviewed and approved by staff.
In most cases, the institution is responsible for booking shipping using the information provided in the donor’s packing form. Usually, shipping costs and wall-to-wall insurance are covered by the institution unless something different was agreed before the match.
There are two common approaches:
If the institution uses Museum Exchange Shipping (powered by Arta), Arta works directly with the donor to coordinate shipment. If the institution uses its own shipping provider, the institution provides a pickup window based on the donor’s availability.
If the donor rejects the proposed pickup window, the institution submits a revised option.
Step 12: Upload the delivery receipt
Once the object is delive red and received, the institution uploads the delivery receipt to the donation.This confirms that the object has arrived and has been received by the institution.
Step 13: Coordinate appraisal-related steps, when applicable
If the donated object, or group of similar objects, is valued over $5,000, an appraisal may be required.
In those cases Museum Exchange appoints a qualified appraiser from its preferred network Museum Exchange manages the appraisal process on behalf of the donor the donor approves the appraiser and related appraisal fees Museum Exchange uploads the appraisal report to the donation
If the donor prefers to use an outside appraiser or does not require an appraisal, the donor contacts Museum Exchange directly.
Step 14: Upload the Deed of Gift
A Deed of Gift is required for any object entering the institution’s collection. This document transfers title and ownership from the donor to the institution and specifies the donor’s preferred credit line.
In this step:
- the institution uploads the Deed of Gift
- the donor signs the Deed of Gift
- the institution countersigns the Deed of Gift
The donor’s tax receipt will be issued for the year in which the Deed of Gift is fully executed.
Step 15: Upload the Contemporaneous Written Acknowledgment, if required
A Contemporaneous Written Acknowledgment is required for any object valued over $250 entering the institution’s collection.
This acknowledgment should include:
- the institution’s information
- the donor’s information
- the artwork information
- a statement that no goods or services were provided in consideration of the gift
The document should be dated and signed no later than January 31 of the year following the donation.
Step 16: Sign Form 8283, when applicable
Generally, Form 8283 is required for donated objects, or groups of similar objects, valued over $500.
If Museum Exchange managed the appraisal for the donation, it will coordinate related electronic signatures and upload Form 8283 once all required donation steps have been completed. The institution is responsible for signing Form 8283.
Step 17: Complete the donation
Once the required documents are finished and the necessary shipment and receipt steps have been completed, the donation can be considered complete.
At that point, the donation record serves as the central record of the process and its documentation.
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