Taking Your Museum to the Next Level

with MAP and CAP!

MAAM Annual MeetingBaltimore, MDOctober 2011

Panelists:

Lauren Silberman, Museum Assessment Program, American Association of Museums

Sara Gonzales, Conservation Assessment Program, Heritage Preservation

Rebecca Massie Lane, Director, Washington County Museum of Fine Arts

Julianne Snider, Assistant Director, Earth and Mineral Sciences Museum & Art Gallery

John Simmons, Principal, Museologica

“MAP provided a blueprint for our organization.”

-Althemese Barnes, Executive Director, John Gilmore Riley Center

What is MAP ?

Assessment tool made up of self-study and peer review

Designed to help museums plan by identifying strengths and weaknesses

“MAP is one of the best services

provided for small and emerging

museums.”

-Lee Langston Harrison, Executive Director, Museum of Culpeper

History

Why do a MAP?

“The MAP process was invaluable to the staff and board of the NHS

and has provided us with helpful information in

moving forward.”

-Megan Delaney, Registrar, Newport Historical Society

•Preparation for institutional planning•Get ducks in a row prior to staff changes•Preparation for AAM Accreditation•Response to major changes in the museum: expansion, move to a new building, loss of traditional income, desire to serve new audiences•A neutral way to bring up an institutional issue•Leverage support

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

Assessment Types

Organizational (institutional):All areas of museum operation reviewed

Collections Stewardship (collections management):Focus on collections policies, planning, access, documentation and collections care

Community Engagement (public dimension): Assesses the relationship between the museum and community

"Because of MAP, my organization is stronger, more strategic in our thinking and has a broader sense of our base of support.“—Lynne Goodwin, Executive Director, Elizabeth Stewart Treehouse Museum

• 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 & Congressional announcements

Participation includes:

Sample MAP timeline

11

Fall:Apply and get started

22

Winter:Work on Self-Study; get matched with Peer Reviewer

33

Spring:Complete Self-Study;Host Site Visit with Peer Reviewer

44

Summer:Receive Report and Implement Recommendations

Start Finish

How much does it cost?

Annual Operating Participant Fees$125K or less FREE

Between $125,001 and $400K $350

Between $400,001 and $1 Million $550

Greater 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

An eligible museum (from art to zoo!):

is organized as a public or private non-profit for educational or aesthetic purposes;• cares for and owns or uses tangible objects for exhibition;• is maintained by at least one professional staff member or the full-time equivalent;• is located in one of the fifty states of the United States or territories;• is open to the general public for at least 90 days a year ;• for Re-MAP - had a previous IMLS awarded same MAP assessment 7 or more years ago.

Who Can Participate?

“MAP helped the museum learn where it needed to focus its energies, started new and important conversations, and laid a foundation to begin implementing physical upgrades.”

- John Hawkins, Director, Caldwell Heritage Museum

Apply Now! Deadlines:

December 1, 2011and July 1, 2012

Email: map@aam-us.orgCall: 202.289.9118

www.aam-us/org/map

When Can I Apply?

Conservation Assessment Program

(CAP)

What is the Conservation Assessment Program (CAP)?

CAP is a non-competitive technical assistance program that provides a general assessment for small and mid-sized museums of all types, including those with living collections.

A general assessment is a broad study of policies, procedures, and environmental conditions affecting the care and preservation of collections and sites.

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.

How much does it cost?CAP allocation amounts are assigned based on the museum’s budget. Total assessment costs average $4,010 for museums with one assessor and $7,860 for museums with two. Heritage Preservation recommends that museums budget extra funds* to supplement the CAP allocation, as outlined in the table below:

Museum Budget Allocation Estimated Cost Allocation Estimated Cost

Less than $250,000 $3,590 $430 $7,190 $670 $250,000 - $1,000,000 $3,490 $530 $7,020 $850 More 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 costs of their assessments.

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 and planning your assessment

• report with prioritized recommendations

• references and ideas for identifying preservation funding and resources

• packet consisting of selected books and resources worth $200 for museums that complete the Outcome Based Evaluation survey one year after CAP.

• Recognition: Heritage Preservation announces all CAP participants to Congress and provides a sample press release to all participants.

Who can participate?Eligible museums from art to zoo can participate.

CAP is appropriate for organizations whose collections can be assessed in a two-day survey.

An eligible museum:• is organized as a public or private non-profit for educational or aesthetic purposes;

• cares for and owns or uses tangible objects for exhibition;

• is maintained by at least one professional staff member or the full-time equivalent;

• is located in one of the fifty states of the United States or territories;

• is open to the general public for at least 90 days a year;

• for Re-CAP - had a previous IMLS awarded CAP assessment seven or more years ago.

CAP Timeline

Start Finish

1

1. Fall: apply

2

2. Winter: complete agreement with assessor and Site Questionnaire

3 4

3. Spring/Early Summer: Host site visit with CAP assessor(s)

4. Late Summer/Fall: receive report and send one copy to Heritage Preservation

5

5. Finish program, one year later complete OBE survey

When can I apply?

Fall 2012 CAP applications are available now at www.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.orgPhone: 202-233-0800

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 of

collections care to the organization

• obtain grant funding to implement preventive conservation and other

collections care projects at your museum

• justify increased funding for collections care, collections staff, and

continuing education of staff in the principles and practices of collections

care.

Taking Your Museum to the Next Level with the Museum Assessment Program

Rebecca Massie LaneDirector, Washington County 

Museum of Fine Arts

2009  Institutional MAP

Washington County Museum of Fine Arts

Self‐Study > Needs Assessment

Governance, Facility, Security, Finances, Development

Audience, Educational Outreach, Marketing

Collections, Exhibitions

Washington County Museum of Fine Arts

Peer Review, Site Visit, Final Report

Planning, LR‐‐Tactical

Collections Inventory

Resources for Accreditation Standards, Best Practices, Professionalism

Grant Seeking, IMLS – MFA Proposal

Apply for Collections‐MAP

2010 ‐ Collections MAP

Washington County Museum of Fine Arts

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

Next?   Community Engagement MAP?

Washington County Museum of Fine Arts

Our CAP and MAP Experience

Museum historySmall college museumHuge university: The Pennsylvania State UniversityFall 2011—44,800 students arrive on campus

Museum history1910—Mineral collections1928—Steidle Collection of American Industrial ArtSince 1953—Collections continue to grow: add rocks, fossils; historic mining artifacts; & osteology

19501950

19101910

20102010

2004College commitment

Revitalize the museumHire a new directorTwo new exhibition galleries2005—Center for Education, Research, & Collections (CERC) off campus 2006—Assistant Director for Exhibits and Collections2007—Adjunct Curator of Collections

Goal: AccreditationWe are small but…

we think we know our shortcomingswe think we know our strengthswe know we are over-committedwe think we can do it

we are overwhelmed2009Apply for CAP and MAP-Institutional Assessment

CAP—March 2010MAP—May 2010

CAP Application & MAP Self Study WorkbookExtremely helpful

All pieces of information together in one placeThink about and articulate goalsThink about and articulate strengths

Too easy to focus on needs and weaknesses and forget about the good work you are doing

CAP & MAP reportsRead itShare it

AdministrationAdvisory Board membersDevelopment OfficeAnyone who has or needs to have an interest in your successAnyone who may be your advocate

Keep it near byRefer to it often

CAP & MAP reportsDetailedRecommendations for improvementsRecommended prioritiesShort term goalsLong term goalsLists of resourcespublications, articles, websites, organizations, funding agencies

CAP & MAP reportsTake recommendations to heartUse them as your guideTake action

Don’t be shyPress release—send it outDecal or certificate—post themLetter of congratulations from your senator—forward to your board & administration

Take advantage of the “freebies”AAM publications (MAP)AAM Webinars (MAP)Heritage Foundation resource packet (CAP)

Progress to dateAdministration Commitment: more spaceMAP & CAPCollections database—PastPerfect

MAP & CAPSecurity improvements

MAP & CAPHVAC system improvements

CAPDisaster planning & preparedness

MAP & CAPNew board members

MAP UV filters: gallery & case lightingCAP

Still working onRefining collections management policyCAP & MAPCreating new five-year strategic plan; Code of Ethics;facilities usage policyMAPSeeking collaboratorsMAPDiversifying funding sourcesCAP & MAP

IMLS CPS Environmental Improvement grant submitted 30 Sept 2011

Plenty more on both listsInterpretive planMore security measuresOutreach and public programmingStaffing and volunteersMarketing strategyAssessment and audience feedbackMore staffCollections care and management

MicroenvironmentsIntegrated pest managementSpace efficient furniture for all collections

Our Goal: AccreditationWe are not quite so overwhelmed

The Seven Secrets of Peer Review

John E. SimmonsMuseologica

Bellefonte, Pennsylvaniaand

Earth and Mineral SciencesMuseum & Art GalleryPenn State University

andLecturer in Art

Juniata College

Peer Review• Museum needs advice• Reviewer gives advice• Reviewer writes

report

Chicago

Nowheresville???

Peer Review Secret #1• It is easier to be the assessor than the

assessed

Writing the report…

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)

Peer Review Secret #3• The first report you write is the most

difficult

Peer Review Secret #4• Always take clean underwear and a

toothbrush in your carry-on

Think you’re not ready for MAP or CAP?

Peer Review Secret #5• Be prepared to do a lot of listening

Peer Review Secret #6• Deliver a clear message

I’m not making this

up, he is buried right

here

Museum Insultants

Peer Review Secret #7• Write the best

report you can

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

Seven Secrets of Peer Review• Its good for your peers• Its good for the profession• Its good for you

Resources:

Lauren SilbermanCoordinator, MAP, AAM

map@aam-us.org(202) 289-9118

Sara GonzalesCoordinator, CAP, Heritage

Preservationcap@heritagepreservation.org

(202) 233-0800