Conservation Assessment Program
Schedule
These are basic steps (with an approximate timeline) of participating in CAP:
February-March
Receive notification of acceptance into program.
Read Handbook for Participating Institutions. Allow ample time as this booklet will answer most, if not all, of your questions about the Conservation Assessment process.
Select your assessor(s). You will receive a program package with information about assessors that have been custom matched for your museum’s collection. You should begin to interview assessors immediately. The selection of your assessor(s) is the most critical step and should be done carefully. If desired, you may request information about additional conservators. Carefully review the CAP Costs to clarify all costs associated with the survey and what your allocation will cover.
March
Assessor selection is completed. Your assessor selection should be finalized at this time. Heritage Preservation needs the following documents:
- Form A (Summary of Agreement and Budget)
- Form B (Proposed Assessor Information - if necessary)
- Site Questionnaire
- Agreement between the museum and the assessor(s), signed by the assessor(s) and a museum representative.
These materials must be received and approved by Heritage Preservation before site visits can occur.
After April 1st
Site visit may take place. With careful planning, you can generate renewed support and enthusiasm for collections care among your staff, board, and volunteers during the two days your assessors are on site. Read our tips about how to make the site visit as efficient and productive as possible.
Eight weeks after site visit
First draft of CAP Report due to the museum. This date should be agreed on between you and the assessor. Eight weeks is the recommended time frame between the site visit and submission of a first draft. Carefully review this document and communicate any questions or errors of fact.
Two weeks after first draft comments received by assessor(s)
Final draft of CAP Report due to the museum. This is your opportunity to confirm that all the changes to the draft were implemented and approve the report. Within 10 days, you should forward a copy of the approved report with the assessor’s invoice to Heritage Preservation. Heritage Preservation will pay the assessor’s professional fee upon receipt. Any costs that are over the allocation will be the responsibility of your institution.
After Heritage Preservation receives the final report
Receive Closing Package. Upon your completion of the program, Heritage Preservation will send you a package of materials to help you continue on the road to improving collections care. You will also begin receiving our semi-annual newsletter, CAPabilities. Plan to keep in touch and let Heritage Preservation and IMLS know what CAP has done for your museum!
March 1, 2013
Deadline for all final reports and invoices to be sent to Heritage Preservation.
One year after completion of CAP
Receive Outcome Based Evaluation Survey. Upon completing this survey, which will determine how many of your CAP recommendations have been implemented to date, return it to Heritage Preservation, and receive collections resource materials.
Questions? Contact Heritage Preservation, 1012 14th St. NW, Suite 1200, Washington, DC 20005, phone 202-233-0800, or e-mail cap(a)heritagepreservation.org.