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Taking Your Museum to the Next level with the Museum Assessment Program and the Conservation Assessment Program

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Find out how MAP and CAP can help small and mid-sized museums of all disciplines achieve standards and best practices and attain excellence in operations. Learn how your peers have used MAP and CAP to …

Find out how MAP and CAP can help small and mid-sized museums of all disciplines achieve standards and best practices and attain excellence in operations. Learn how your peers have used MAP and CAP to help their museums become more relevant and sustainable, improve operations, improve collections stewardship, increase funding, and prepare for Accreditation. After attending the session, attendees will know more about how to use the programs to meet broader institutional goals including
sustainability, a clearer understanding of the museum’s audience and their needs, improved collections care, a stronger board, a clearer focus on mission and planning, and stronger operations.

• CHAIR: Lauren Silberman, American Association of Museums
• PANELISTS: Sara Gonzales, Heritage Preservation; Rebecca Massie Lane, Washington County Museum; of Fine Arts; John Simmons, Museologic

Presented at the Mid-Atlantic Association of Museums Annual Meeting 2011 in Baltimore, Maryland.

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  • 1. Taking Your Museum to the Next Level with MAP and CAP! MAAM Annual Meeting Baltimore, MD October 2011
  • 2. Panelists:Lauren Silberman, Museum Assessment Program,American Association of MuseumsSara Gonzales, Conservation Assessment Program,Heritage PreservationRebecca Massie Lane, Director, Washington CountyMuseum of Fine ArtsJulianne Snider, Assistant Director, Earth and MineralSciences Museum & Art GalleryJohn Simmons, Principal, Museologica
  • 3. “MAP provided a blueprint forour organization.”-Althemese Barnes, Executive Director, John Gilmore RileyCenter
  • 4. What is MAP ? Assessment tool “MAP is one of themade up of self-study best servicesand peer review provided for small Designed to help and emergingmuseums plan by museums.”identifying strengthsand weaknesses -Lee Langston Harrison, Executive Director, Museum of Culpeper History
  • 5. Why do a MAP?•Preparation for institutional “The MAP process was planning•Get ducks in a row prior to invaluable to the staff staff changes and board of the NHS•Preparation for AAM and has provided us with Accreditation helpful information in•Response to major changes in the museum: expansion, moving forward.” move to a new building, loss -Megan Delaney, Registrar, Newport of traditional income, desire to Historical Society serve new audiences•A neutral way to bring up an institutional issue•Leverage support
  • 6. MAP’s Impact on the Field• Nearly 25% of all museums in America have participated in MAP• 60% of AAM Accredited museums have participated in MAP• Out of 1,193 IMLS Museums for America grants distributed, 55% have been to MAP museums• Around 20,000 museum professionals have participated in MAP with their museum, as a peer reviewer, or both• 89% of MAP museums changed at least one institutional practice as a result of MAP
  • 7. Assessment Types Organizational (institutional): All areas of museum operation reviewed Collections Stewardship (collections management): Focus on collections policies, planning, access, documentation and collections care"Because of MAP, myorganization is stronger,more strategic in our Community Engagement (publicthinking and has a broader dimension):sense of our base of Assesses the relationship between thesupport.“ museum and community—Lynne Goodwin, ExecutiveDirector, Elizabeth StewartTreehouse Museum
  • 8. Participation includes:• Self-Assessment Materials (workbook and activities)• 1 – 2 day site visit conducted by peer reviewer• Report with Prioritized Recommendations• Travel expenses for peer reviewer• Honoraria for peer reviewer• Suggested resources to implement report recommendations• MAP Bookshelf• Museum Essentials Webinars and the AAM Information Center• Certificate of Completion• National recognition: press releases & Congressionalannouncements
  • 9. Sample MAP timeline Spring: Complete Self-Study; Fall: Host Site Visit with Apply and get started Peer Reviewer hStart Finis 1 1 2 2 3 3 4 4 Winter: Summer: Work on Self-Study; Receive Report and get matched with Implement Peer Reviewer Recommendations
  • 10. How much does it cost?Annual Operating Participant Fees$125K or less FREEBetween $125,001 and $400K $350Between $400,001 and $1 Million $550Greater than $1 Million $750 “Because of MAP, my museum continues to evolve and meet the challenges of the new century.” -Carol Majahad, Director, North Andover Historical Society
  • 11. Who Can Participate?An eligible museum(from art to zoo!): is organized as a public or private non-profit for educational or aestheticpurposes;• cares for and owns or uses tangibleobjects for exhibition;• is maintained by at least oneprofessional staff member or the full-time equivalent; “MAP helped the museum learn• is located in one of the fifty states of the where it needed to focus itsUnited States or territories; energies, started new and• is open to the general public for at least important conversations, and90 days a year ; laid a foundation to begin• for Re-MAP - had a previous IMLS implementing physicalawarded same MAP assessment 7 or more upgrades.”years ago. - John Hawkins, Director, Caldwell Heritage Museum
  • 12. When Can I Apply? Apply Now! Deadlines:December 1, 2011 and July 1, 2012Email: map@aam-us.org Call: 202.289.9118 www.aam-us/org/map
  • 13. Conservation Assessment Program (CAP)
  • 14. What is the Conservation AssessmentProgram (CAP)?CAP is a non-competitive technical assistance programthat provides a general assessment for small and mid-sized museums of all types, including those with livingcollections.A general assessment is a broad study of policies,procedures, and environmental conditions affecting thecare and preservation of collections and sites.
  • 15. CAP AssessmentsCAP assessments include:• a self-assessment of the museum through the completion of the Site Questionnaire, an in-depth survey of all the preventive conservation policies and practices currently in place at the museum• a two-day site visit conducted by a professional conservator who examines the organization’s collections, environmental conditions, and sites• a report with prioritized recommendations for improving collections care and preventive conservation practices• follow up from Heritage Preservation in the form of free preventive conservation resources to help you begin to improve your conservation practices.
  • 16. How much does it cost?CAP allocation amounts are assigned based on themuseum’s budget. Total assessment costs average$4,010 for museums with one assessor and $7,860 formuseums with two. Heritage Preservation recommendsthat museums budget extra funds* to supplement the CAPallocation, as outlined in the table below:Museum Budget Allocation Estimated Cost Allocation Estimated CostLess than $250,000 $3,590 $430 $7,190 $670$250,000 - $1,000,000 $3,490 $530 $7,020 $850More than $1,000,000 $3,390 $630 $6,840 $1,020*Note these costs are estimates, as opposed to required contributions.Assessors set their own fees, and CAP participants may negotiate the costsof their assessments.
  • 17. Participation Covers:• fees of preservation professionals• list of approved assessors to choose from• the CAP Site Questionnaire self-study form• information and guidance on hiring preservation professionals andplanning your assessment• report with prioritized recommendations• references and ideas for identifying preservation funding andresources• packet consisting of selected books and resources worth $200for museums that complete the Outcome Based Evaluation surveyone year after CAP.• Recognition: Heritage Preservation announces all CAP participantsto Congress and provides a sample press release to all participants.
  • 18. Who can participate?Eligible museums from art to zoo can participate.CAP is appropriate for organizations whose collections can beassessed in a two-day survey.An eligible museum:• is organized as a public or private non-profit for educationalor aesthetic purposes;• cares for and owns or uses tangible objects for exhibition;• is maintained by at least one professional staff member orthe full-time equivalent;• is located in one of the fifty states of the United States orterritories;• is open to the general public for at least 90 days a year;• for Re-CAP - had a previous IMLS awarded CAP assessmentseven or more years ago.
  • 19. CAP Timeline 2. Winter: complete 4. Late Summer/Fall: agreement with receive report and assessor and Site send one copy toStart Questionnaire Heritage Preservation Finish 1 2 3 4 5 1. Fall: apply 3. Spring/Early 5. Finish program, Summer: Host one year later site visit with complete OBE CAP assessor(s) survey
  • 20. When can I apply?Fall 2012 CAP applications are available now atwww.heritagepreservation.org/cap/application.html.Applications are available as:• an online form• a fill-in PDF form that can be printed and mailed in• a fill-in Microsoft Word form that can be printed and mailed in• a paper application (available from the CAP office on request)For questions or to request a paper application, contact CAP at : Email: cap@heritagepreservation.org Phone: 202-233-0800
  • 21. Why participate in CAP?The advice of a professionally trained conservator helps you to:• improve collections preservation at your museum• formulate a long-range plan for preservation of the collections• allocate resources for collections care within your organization• make the case to the board or other governing bodies of the importance ofcollections care to the organization• obtain grant funding to implement preventive conservation and othercollections care projects at your museum• justify increased funding for collections care, collections staff, andcontinuing education of staff in the principles and practices of collectionscare.
  • 22. Taking Your Museum to the Next  Level with the Museum  Assessment Program Rebecca Massie Lane Director, Washington County  Museum of Fine Arts
  • 23. 2009  Institutional MAP Washington County Museum of Fine Arts
  • 24. Self‐Study > Needs AssessmentGovernance, Facility,  Security, Finances,  DevelopmentAudience, Educational  Outreach, MarketingCollections, Exhibitions Washington County Museum of Fine Arts
  • 25. Peer Review, Site Visit, Final  Report Planning, LR‐‐Tactical Collections InventoryResources for Accreditation Standards, Best Practices,  Professionalism Grant Seeking, IMLS – MFA Proposal Apply for Collections‐MAP
  • 26. 2010 ‐ Collections MAP Washington County Museum of Fine Arts
  • 27. MAP and C‐MAP Results Written Strategic Plan Collections Philosophy  and Plan Collections  Management Policy FY 2012 IMLS‐MFA  Grant Award for  Collections Inventory Washington County Museum of Fine Arts
  • 28. Next?   Community Engagement MAP? Washington County Museum of Fine Arts
  • 29. Our CAP and MAP Experience
  • 30. Museum history Small college museum Huge university: The Pennsylvania State University Fall 2011—44,800 students arrive on campus
  • 31. Museum history 1910—Mineral collections 1928—Steidle Collection of American Industrial Art Since 1953—Collections continue to grow: add rocks, fossils; historic mining artifacts; & osteology1910 1910 1950 1950 2010 2010
  • 32. 2004College commitment Revitalize the museum Hire a new director Two new exhibition galleries 2005—Center for Education, Research, & Collections (CERC) off campus 2006—Assistant Director for Exhibits and Collections 2007—Adjunct Curator of Collections
  • 33. Goal: Accreditation We are small but… we think we know our shortcomings we think we know our strengths we know we are over-committed we think we can do it we are overwhelmed 2009 Apply for CAP and MAP-Institutional Assessment CAP—March 2010 MAP—May 2010
  • 34. CAP Application & MAP Self Study WorkbookExtremely helpful All pieces of information together in one place Think about and articulate goals Think about and articulate strengthsToo easy to focus on needs and weaknesses and forget about the good work you are doing
  • 35. CAP & MAP reports Read it Share it Administration Advisory Board members Development Office Anyone who has or needs to have an interest in your success Anyone who may be your advocate Keep it near by Refer to it often
  • 36. CAP & MAP reports Detailed Recommendations for improvements Recommended priorities Short term goals Long term goals Lists of resources publications, articles, websites, organizations, funding agencies
  • 37. CAP & MAP reports Take recommendations to heart Use them as your guide Take actionDon’t be shy Press release—send it out Decal or certificate—post them Letter of congratulations from your senator—forward to your board & administration
  • 38. Take advantage of the “freebies” AAM publications (MAP) AAM Webinars (MAP) Heritage Foundation resource packet (CAP)
  • 39. Progress to date Administration Commitment: more space MAP & CAP Collections database—PastPerfectMAP & CAP Security improvementsMAP & CAP HVAC system improvementsCAP Disaster planning & preparednessMAP & CAP New board membersMAP UV filters: gallery & case lighting CAP
  • 40. Still working on Refining collections management policy CAP & MAP Creating new five-year strategic plan; Code of Ethics; facilities usage policy MAP Seeking collaborators MAP Diversifying funding sources CAP & MAP IMLS CPS Environmental Improvement grant submitted 30 Sept 2011
  • 41. Plenty more on both lists Interpretive plan More security measures Outreach and public programming Staffing and volunteers Marketing strategy Assessment and audience feedback More staff Collections care and management Microenvironments Integrated pest management Space efficient furniture for all collections
  • 42. Our Goal: Accreditation We are not quite so overwhelmed
  • 43. The Seven Secrets of Peer Review John E. Simmons Museologica Bellefonte, Pennsylvania and Earth and Mineral Sciences Museum & Art Gallery Penn State University and Lecturer in Art Juniata College
  • 44. Peer Review• Museum needs advice• Reviewer gives advice• Reviewer writes report
  • 45. Chicago??? Nowheresville
  • 46. Peer Review Secret #1• It is easier to be the assessor than the assessed
  • 47. Writing the report…
  • 48. Peer Review Secret #2• Don’t bog down in the details “It requires a very unusual mind to undertake the analysis of the obvious” Alfred North Whitehead, Science and the Modern World (1925)
  • 49. Peer Review Secret #3• The first report you write is the most difficult
  • 50. Peer Review Secret #4• Always take clean underwear and a toothbrush in your carry-on
  • 51. Think you’re not ready for MAP or CAP?
  • 52. Peer Review Secret #5• Be prepared to do a lot of listening
  • 53. Peer Review Secret #6• Deliver a clear message
  • 54. I’m notmaking this up, he isburied right here
  • 55. Museum Insultants
  • 56. Peer Review Secret #7• Write the best report you can
  • 57. Seven Secrets of Peer Review1. It is easier to be the assessor than the assessed2. Don’t bog down in the details3. The first report you write is the most difficult4. Always take clean underwear and a toothbrush in your carry-on5. Be prepared to do a lot of listening6. Deliver a clear message7. Write the best report you can
  • 58. Seven Secrets of Peer Review• Its good for your peers• Its good for the profession• Its good for you
  • 59. Resources: Lauren Silberman Coordinator, MAP, AAM map@aam-us.org (202) 289-9118 Sara Gonzales Coordinator, CAP, Heritage Preservationcap@heritagepreservation.org (202) 233-0800