Application Guide for the Designation of institutions and public authorities

Under the Cultural Property Export and Import Act

On this page

List of acronyms

List of acronyms and abbreviations that are used in this document.

PCH
Department of Canadian Heritage
CCI
Canadian Conservation Institute
CCPERB
Canadian Cultural Property Export Review Board
CPEIA
Cultural Property Export and Import Act

Introduction

This Application Guide provides an overview of the designation process and outlines the criteria that must be met for an organization to be designated under the terms of the Cultural Property Export and Import Act (CPEIA) by the Minister of Canadian Heritage.

Prospective applicants should refer to the Designation Self-Assessment Tool to assess their organization’s eligibility and readiness to apply.

The Cultural Property Export and Import Act

The CPEIA encourages the preservation of significant examples of our artistic, historic and scientific heritage in Canada. In accordance with the CPEIA, the Minister of Canadian Heritage may designate institutions and public authorities that have demonstrated the capacity to preserve cultural property over the long term and to exhibit or otherwise make such property available to the public.

The CPEIA provides tax incentives to encourage Canadians to donate or sell significant cultural objects to designated organizations. Grants may also be awarded, under certain conditions, to assist designated organizations with the purchase of cultural property. The CPEIA also contains provisions to control the export and import of cultural property in accordance with the United Nations Educational Scientific and Cultural Organization (UNESCO) treaty obligations to prevent the illicit traffic in cultural property.

The CPEIA is administered by the Department of Canadian Heritage (PCH) through the Heritage Policy and Programs Directorate and the Canadian Cultural Property Export Review Board (CCPERB), an arm’s length quasi-judicial administrative tribunal. The Directorate is responsible for the two following programs: the Designation of Institutions and Public Authorities Program and the Movable Cultural Property Grants Program. CCPERB is responsible for the certification of cultural property for tax purposes. Designation, grants, and certification each have a separate application process.

Designation of Institutions and Public Authorities

1. Purpose

The purpose of designation is to identify Canadian organizations that are eligible to apply to CCPERB for the certification of cultural property for income tax purposes. Designation also enables organizations to apply to PCH for Movable Cultural Property grants.

In order to be designated, organizations must demonstrate the capacity to properly care for and preserve over the long term, cultural property of outstanding significance that has been certified by CCPERB, or acquired with the assistance of a Movable Cultural Property grant. Designated organizations must also demonstrate the capacity to make cultural property accessible to Canadians through exhibitions, publications, research or online.

Designation is granted to a legal entity (an institution or public authority) for a specific facility or spaces that are assessed as part of the application, and for specific classes of cultural property.

2. Benefits

Designated organizations are recognized for their professional standards or best practices in their operations and in the care of their collections. Recognition of best professional practices brings the following benefits:

Applicants also receive copies of reports prepared by the Canadian Conservation Institute (CCI) on aspects related to facilities management, fire safety and security measures. CCI’s expert analysis and recommendations help organizations plan and implement improvements to their facility in order to ensure the long-term preservation of their collections.

3. Deadlines

There are no application deadlines. The Designation Program accepts applications any time throughout the year.

Please note that only one application per applicant for Category B designation may be made in each calendar year. A Category B application may relate to one or several proposed acquisitions.

4. Eligibility

To be eligible to apply for designation, applicants must be either an institution or public authority as defined under the CPEIA.

A public authority as defined by the CPEIA means:

Her Majesty in right of Canada or a province, an agent of Her Majesty in either such right, a municipality in Canada, a municipal or public body performing a function of government in Canada or a corporation performing a function or duty on behalf of Her Majesty in right of Canada or a province.

Public authorities include federal, provincial/territorial and municipal/regional governments. Crown agencies, Crown corporations, Indigenous governing bodiesFootnote 1 and other public bodies that perform a function of government in Canada are also eligible to apply.

A public authority wishing to apply for designation must fit the above definition and meet the following requirements:

Under exceptional circumstances, if a public authority is no longer able to preserve the cultural property in question, it should transfer it to another organization designated under the Cultural Property Export and Import Act. If another designated organization cannot accept the property, transfer to another public organization with a similar purpose and mandate is advised. For certified cultural property, organizations are required to consult with the Charities Directorate of the Canada Revenue Agency prior to making the transfer arrangements as there may be penalties under the Income Tax Act.

An institution as defined by the CPEIA means:

an institution that is publicly owned and is operated solely for the benefit of the public, that is established for educational or cultural purposes and that conserves objects and exhibits them or otherwise makes them available to the public.

For the purpose of the CPEIA, a publicly-owned institution is an institution whose membership is open to all individuals past the age of majority who support the aims and objectives of the organization. Where membership must be approved by a Board, the applicant must indicate the criteria used to approve membership. Any time limits on membership must also be stated. Institutions must also have a public mandate, have educational or cultural goals and be managed exclusively in the public interest. Some institutions may be established under federal or provincial legislation as not-for-profit corporations or chartered societies with non-profit objectives.

Institutions that may qualify for designation include museums, art galleries, archives, libraries with special collections, and science and interpretation centres. Other institutions, including universities or cultural entities within universities (such as university art galleries or libraries), may also be eligible if they meet the above definition. Heritage organizations affiliated with religious or ethnocultural organizations can be eligible, provided that membership or use of facilities is not restricted on religious or ethnocultural grounds.

Private-for-profit organizations and private foundations are not eligible for designation.

An institution must meet all of the following requirements:

Under exceptional circumstances, if an institution is no longer able to preserve the cultural property in question, it should transfer it to another organization designated under the Cultural Property Export and Import Act. If another designated organization cannot accept the property, transfer to another public organization with a similar purpose and mandate is advised. For certified cultural property, organizations are required to consult with the Charities Directorate of the Canada Revenue Agency prior to making the transfer arrangements as there may be penalties under the Income Tax Act.

5. Designation Categories

An organization may be designated Category A or Category B.

Category A

Category A designation is granted indefinitely to eligible organizations that collect, preserve and make cultural property accessible to the public through exhibitions, publications, research or online. Category A organizations must demonstrate a professional capacity to preserve their collections for the long term. A Category A institution may be designated for one or more classes of cultural property based on their collecting mandate.

Category B

Category B designation is granted to eligible organizations which demonstrate the capacity to preserve a specific object or collectionFootnote 4 and make it accessible to the public for the long term. Once designated, the organization may then apply to CCPERB to have that object or collection certified for income tax purposes. Category B designation is also intended for non-designated organizations that wish to apply for a Movable Cultural Property grant. Category B designation relates only to the specific object or collection and not to any future acquisition.

Organizations may seek Category B designation under the following circumstances:

For both Category A and Category B, designation must be granted before the specific object is donated or purchased by the organization. In other words, an application for designation cannot be made in relation to cultural property already owned by the organization.

6. Cultural Property

For administrative purposes, organizations are designated for classes of cultural property. These classes correspond broadly to the collecting mandate of the organization (for Category A) or the type of cultural property to be acquired (for Category B). Organizations may apply to be designated for one or more of these classes:

Classes corresponding to the collecting mandate of the organization or the type of cultural property to be acquired
Class Cultural property
1 Natural History (including fossils, minerals and other natural history objects) and Archaeology
2 Objects of Ethnographic Material Culture
3 Military Objects
4 Objects of Applied and Decorative Arts
5 Objects of Fine Art
6 Scientific or Technological Objects
7 Archival Material (fonds and collections including textual records, graphic records, cartographic records, iconography, and archival photographic material, including negatives)
8 Musical Instruments
9 Audiovisual Material (film, video, new media, and digital material)

A Note on Audiovisual Material

Audiovisual collections encompass a wide variety of technologies and formats, both analog and digital. Audiovisual materials and new media require distinct approaches to collections care to ensure their long-term preservation and accessibility. This must include a strategy for the digitization of collections and the preservation of electronic material. Organizations requesting designation in relation to audiovisual material will be assessed for their capacity to preserve the materiality of analog documents as well as their ability to preserve the integrity of the content of both digitized data and born-digital material.

Organizations must demonstrate an ongoing commitment to the technical equipment, human and financial resources, etc. necessary to ensure the long-term stability of the material and minimize the risk of loss such as providing low-temperature storage for chemically unstable materials. Applicants must demonstrate that they have an appropriate preservation strategy in place and are prepared to make a long-term investment. They must also demonstrate their understanding of issues related to access (copyright, intellectual property rights, digitization, migration to other formats, etc.) to ensure continued access to the collection.

A Note on Cultural Property Displayed Outdoors

The Designation Program recognizes that cultural property displayed outdoors presents different preservation challenges. As such, a Category B designation must be requested for each object or group of objects to be displayed outdoors even if an organization already has a Category A designation status. Organizations seeking to acquire such property must demonstrate their capacity to preserve it for the long term and make it accessible to the public. In some instances, outdoor display may not be acceptable for the purposes of designation.

Where cultural property will be displayed outdoors, applicants are required to submit a site plan, a description of the proposed installation, a maintenance plan and an overall preservation strategy for the object(s). The Designation Program will assess whether risks to the object(s) at the proposed site, such as weather conditions, sun exposure, pollution, de-icing products, bird droppings, accidental damage and vandalism, have been considered and adequately addressed.

A simplified application process exists for organizations that are already designated Category A. For additional information on the requirements for designation of cultural property displayed outdoors, please refer to Appendix 3.

7. How to Apply

Before submitting an application, organizations should read the Application Guide in its entirety and complete the Designation Self-Assessment Tool to determine their eligibility and readiness to apply.

Organizations must meet all eligibility requirements and submit a complete application package to be considered for designation. Incomplete applications will not be assessed. A complete application package includes:

An application is deemed complete once the Designation Program confirms with the applicant that all documentation related to eligibility, organizational profile, facilities and/or site information, policies and plans, financial resources, human resources, and access has been received.

The Application Form and Facilities Evaluation Form are available online. The completed forms can be sent to the Designation Program electronically through a secure channel of the applicants’ choice.

8. Service Standards

PCH has set service standards for the timely delivery of program processes.

The following service standards have been set for the designation process:

Acknowledgement: receipt of applications will be acknowledged within two weeks of the date the application is received by the Designation Program.

Decision: Once an application is deemed complete an official written decision will be issued within 38 weeks. More complex files may take longer to process. This applies to both Category A and B applicants.

In exceptional circumstances a Category B designation may be processed on an urgent basis. Such instances are limited to applications for the purposes of applying for a Movable Cultural Property grant when time may be of essence.

9. Assessment Process and Criteria

Assessment Process

Assessment of the application will be based on the information provided. The assessment will be made on the applicant’s current situation, financial health and existing physical conditions (i.e. the Program will not assess future plans for facilities or buildings that are in the process of being built or financial gifts or relief of any kind or any other element that is conditional upon designation).

Each application will be reviewed on a case-by-case basis.

Applicants who do not meet the eligibility criteria will be notified in writing and the file will be closed.

Applicants are encouraged to contact the Designation Program before submitting an application to discuss the relevant assessment criteria. In some cases, such as an application for an outdoor sculpture, some of the assessment criteria may not be applicable.

The Designation Program will conduct a preliminary review of the application and may request additional documentation to complete the assessment. If information is not provided within two months, the Program reserves the right to close the file. The applicant may reapply when all the requested information becomes available.

Complete applications are analyzed according to the assessment criteria outlined in the Assessment Criteria section. Applications are assessed to ensure that organizations have the appropriate governance structure, facilities, policies, professional staff and financial resources in place to preserve cultural property and make it accessible to the public.

Category A applicants are assessed on their overall capacity to meet these criteria. Category B applicants are assessed on their capacity to preserve and make accessible the specific object(s) or collection identified in the application.

As part of the review, CCI conducts a technical assessment of the applicant’s facility, collections preservation, fire protection, security systems and policies. In some rare cases, CCI may be asked to conduct a site visit. In such instances, CCI will charge a cost recovery fee.

Reports produced by CCI as part of the technical assessment are shared with the applicant. If the technical reports raise issues about the facility and its capacity to preserve cultural property over the long term, the organization is given two months to respond. If the organization is unable to satisfactorily address the issues raised in CCI’s report within two months, the application will be considered unsuccessful and will be closed. In some circumstances, if it is clear that the issues identified in the report cannot be corrected or addressed in a two-month period, the Designation Program will provide the applicant with a final CCI report indicating the areas of improvement.

When a decision regarding designation has been made, applicants will be notified in writing. Successful organizations will receive a Designation Instrument, a document which states that the organization has been designated by the Minister. If the application is not successful, the applicant must wait one year from the date of refusal before submitting a new application. The applicant is expected to address any issues/problems identified in the refused application before applying again.

Assessment Criteria

The applicant’s capacity to manage the risks associated with preserving cultural property for the long term and making it accessible to the public will be carefully considered when assessing an application. Where risks are identified in the application, the Designation Program will consider how the policies and monitoring processes of the organization mitigate those risks.

Applications will be assessed on the following criteria:

Governance Structure

An institution or public authority must demonstrate that it has the organizational capacity to support its intended purpose, namely to preserve cultural property for the long term and make it accessible to the public. Organizations should be able to demonstrate a good governance structure, stable management, and sound financial practices over a two-year period.

Institutions should be able to demonstrate, through their bylaws, minutes, organizational chart, conflict of interest policy or other documents that:

Facilities

The facility in general and the exhibition, consultation, and collection storage areas in particular, must be suitable for cultural property to be acquired, exhibited, stored, consulted and conserved. Applicants operating in facilities that do not provide adequate protection for collections may not qualify for designation.

The applicant must also have:

Other aspects of facility management (fire protection, security, pest control, lighting, etc.) are assessed as appropriate.

Organizations leasing spaces

Leased spaces may be considered for Category A or Category B applications. Leased spaces must meet the same assessment criteria as for other designated facilities, plus the following additional assessment criteria:

Policies/Plans

Applicants should have comprehensive and up-to-date written policies, plans, and procedures that demonstrate the organization’s capacity to manage, preserve and ensure the safety of the cultural property in its collection. Policies and plans should be implemented for at least two years before making an application. Evidence of implementation may be requested.

Required plans include:

Where leased or rented spaces are to be included in the designation, they should also be covered by these plans, or have their own plan.

Key policy elements include documents or clauses pertaining to:

Financial Resources

Public authorities and institutions must demonstrate that they can commit appropriate financial resources to ensure the ongoing care of their collection and facility.

Institutions are assessed on their audited financial statements. Institutions must demonstrate that they have a strategy for improving their fiscal health if a fiscal deficit exists. Those with a high debt ratio (greater than 10% of revenue) or unstable operational funding may not qualify for designation.

Public authorities and institutions operating under the authority of a public university or college may submit financial statements or copies of the total operating budget for the unit or division that is seeking designation.

Human Resources

Applicant organizations must employ professional employeesFootnote 7 appropriate to the size and nature of the collections to ensure their long-term preservation and accessibility. For Category B applicants, the organization must, at a minimum, have the equivalent of one full-time paid professional employee.

Access to the Public

Applicant organizations must be open to the Canadian public on a regular basis throughout the year or otherwise make their collections readily available to the public through exhibitions, publications, research or online.

10. Conditions of Designation

Designated organizations agree to ensure that cultural property certified by CCPERB or acquired with the assistance of a Movable Cultural Property grant is:

Designated organizations must inform the Designation Program when:

11. Due Diligence

The Designation Program may, on its own initiative, undertake periodic reviews of designated organizations to ensure that the requirements for designation continue to be met. Organizations which fail to participate in the review will have their designation status temporarily put “on hold” until they complete the review. During the “on hold” period, organizations may not apply for certification of cultural property by the Canadian Cultural Property Export Review Board or for a Movable Cultural Property grant.

12. Revocation of Designation

Under the CPEIA, the Minister is authorized to revoke designation. Revocation is recommended when a designated organization either:

Designated organizations that merge with another organization, undergo a change in legal authority, or operate under a different legal name must contact the Designation Program. If the new organization continues to meet the designation criteria, a new Designation Instrument may be issued. An organization’s status may be placed on hold should additional information need to be provided. Before proceeding with any revocation, the Designation Program will first contact the designated organization to confirm that the grounds for revocation are justified.

Contact Us

Applicants for designation are encouraged to contact the Designation Program before submitting an application in order to confirm eligibility and obtain guidance.

Designation of Institutions and Public Authorities Program
Heritage Policy and Programs Directorate
Department of Canadian Heritage
25 Eddy
Gatineau, QC J8X 4B3

Toll Free: 1-866-811-0055

TTY (toll-free): 1-888-997-3123

Email: bcmdesign-mcpdesign@pch.gc.ca

Appendix 1 List of Required Documents for Category A

Please submit all of the available documents or clauses relating to the assessment criteria below with your application. Staff is available to answer questions about documentation that may not be available or may not be relevant to the application.

Applicants must submit documents demonstrating that the organization is either a public authority or institution (as described in the Eligibility section) and that it has an appropriate governance structure in place. Unless indicated otherwise, all of the following eligibility and organizational profile documents must be submitted.

Eligibility
Document Description
Legal documents establishing the organization A copy of, or the relevant sections of the legal document establishing the organization (such as legislation, articles of incorporation, letters patent, constitution, charter) as well as all subsequent updates and amendments to that instrument.
Bylaws A copy of the organization’s bylaws. Please highlight clauses referencing membership, election of directors at the annual general meeting and eligibility criteria and structure of the board of directors.
Winding up or dissolution clause A copy of the dissolution clause (or highlight in the relevant legal documents or bylaws). Public authorities, as well as institutions established as units within a public university or college, are not required to submit this document.
Proof of ownership or of long-term lease Documentation of ownership or long-term facility lease.
Organizational Profile
Document Description
Annual report A copy of the most recent annual report or a link to the website if the annual report is published online.
Mandate Board-approved mandate or mission statement demonstrating the organization’s commitment to educational or cultural purposes and related collecting and conservation activities for the purpose of exhibiting objects or making them otherwise available to the public.

Facilities Information

Please provide comprehensive documentation in relation to each building or distinct area within a facility (including off-site storage, satellite galleries, separate branches, or any other areas) where cultural property will be exhibited, stored, consulted and conserved.

Documentation in relation to each building or distinct area within a facility
Document Description
Facilities Evaluation Form A separate Facilities Evaluation Form for each building.
Class 9 Supplementary Evaluation Questions For organizations applying for Class 9 (Audiovisual Material): the Class 9 Audiovisual form. (Please contact the Designation Program to obtain this form).
Interior and exterior photographs Representative photographs (minimum size 4 x 6 inches, 300 dpi), clearly labelled and identified, of the exterior of each building and of all areas within the building where collections are exhibited, stored, consulted and conserved. Please do not submit architectural renderings.
Floor plans Complete floor plans for each building, identifying each area where collections are exhibited, stored, consulted and conserved. Please identify the location of all emergency exits, fire suppression systems and security systems.
Temperature and relative humidity charts

Most recent ambient temperature and relative humidity charts, for a consecutive 12-month period, in each distinct area or room within each building where certified cultural property will be exhibited, stored, consulted and conserved. Please include the following:

  • monthly charts
  • location of the hygrothermograph or sensor(s) in the building
  • temperature (T) and relative humidity (RH) levels clearly identified on the same graph, scaled 1-100% for RH and 0-30ºC for T
  • anomalies must be identified on the charts and an explanation provided for each
Security review A copy or summary of the most recent security review, which includes an assessment of collections security, to demonstrate the degree of security awareness. It should include: a) a list of threats, b) a review of security policies and procedures (e.g. access control, security officer training, background checks, etc.), c) a review of security systems (i.e. intrusion detection, surveillance and access control), and d) a list of identified gaps and action items (preferably prioritized).
Policies and Plans
Document Description
Emergency response plan Plans or procedures to be followed in the event of emergencies (fire, flood or water leaks, etc.). The plan should indicate who in the institution is responsible for managing response and include information on collections salvage and priorities.
Fire safety plan A detailed document that covers all aspects of fire safety for a specific building or property as required by local fire code.
Fire inspection certificate(s) Copies of the most recent signed and dated fire inspection certificates for each building where cultural property is exhibited, stored, consulted and conserved.
Security policy and procedures Policies or procedures in place to protect the public, personnel, the collections and other resources against security breaches. The policy should ensure appropriate security to protect collections in displays, exhibitions, working or storage areas and in transit against theft or damages.
Acquisition policy The organization’s acquisition policy or documentation that defines the criteria for making acquisitions and the organizational procedures for acquisitions.
Conflict-of-interest policy A copy of the organization’s conflict-of-interest policy.
Disposition agreement form (deed of gift or bill of sale) A blank contract documenting the irrevocable transfer of legal ownership of cultural property from a donor to the organization.
Collections management policy Collections management policy or documentation which defines how collections are managed, documented, inventoried, tracked, etc.
Examples of object records Three to five examples of object records from the organization’s collections management system.
Care of collection policy Written collections policy or documentation that addresses the care (storage, conservation, lighting, climate control and monitoring, handling, etc.) and use of collections.
Digital preservation policy and/or strategy For organizations applying for Class 9 (Audiovisual Material): A policy that demonstrates their long-term commitment to digital preservation and their approach to digital preservation issues (organizational viability and responsibilities, authenticity, migration, storage, etc.).
Deaccessioning policy This policy indicates the criteria for deaccessioning cultural property from the organization’s collection and also specifies the title of the individual or body authorized to make that decision.
Exhibition/loan policies and agreement forms/contracts Copies of exhibition and loan policies as well as agreement forms or contracts that specify the organization’s lending conditions (packing, handling, transportation, insurance, etc.).
Financial Resources
Document Description
Audited financial statements

For institutions: Two most recent years of independently audited financial statements which are signed and dated by the president of the board of directors or equivalent.

For institutions operating under the authority of a public university or college only or for all public authorities: Copies of the total operating budget for the unit or division that is seeking designation, signed by the appropriate authority.

Collections and liability insurance Evidence that the organization carries collections and liability insurance.
Human Resources
Document Description
Staff list or organizational chart A list of all current staff positions or titles, including full-time and part-time personnel. Where possible, include an organizational chart. Please do not include staff resumes.
Accessibility
Document Description
Brochures and publicity documents Please include a representative selection of the organization’s web pages; publications (catalogues, program guides, pamphlets, flyers, etc.); and social media to demonstrate that it is actively fulfilling its mandate to collect and preserve cultural property and make it available to the public. A link to the organization’s website is acceptable if the website includes online versions of this documentation.

Appendix 2 List of Required Documents for Category B

Eligibility
Document Description
Legal documents establishing the organization A copy of, or the relevant sections of, the legal document establishing the organization (such as legislation, articles of incorporation, letters patent, constitution, charter), as well as all subsequent updates and amendments to that instrument.
Bylaws A copy of the organization’s bylaws. Highlight clauses referencing membership, election of directors at the annual general meeting and eligibility criteria and structure of the board of directors.
Winding up or dissolution clause A copy of the dissolution clause (or highlight in the relevant legal documents or bylaws). Public authorities, as well as Institutions established as units within a public university or college, are not required to submit this document.
Proof of ownership or of long-term lease Documentation of ownership or long-term facility lease.
Organizational Profile
Document Description
Annual report A copy of the most recent annual report, or provide a link to the website if the annual report is published online.
Mandate For institutions: Board-approved mandate or mission statement demonstrating the organization’s commitment to educational or cultural purposes and related collecting and conservation activities for the purpose of exhibiting objects or making them otherwise available to the public. For public authorities: statement on the specific reason or purpose for the acquisition of the cultural property.

Facilities Information

Appropriate measures must be in place at each location to ensure the long-term preservation and protection of the cultural property. The applicant must provide documentation for each area within a building where the cultural property that is the subject of the application will be exhibited, consulted, and stored.

Measures must be in place at each location to ensure the long-term preservation and protection of the cultural property
Document Description
Facilities Evaluation Form A separate Facilities Evaluation Form for each building where the cultural property will be exhibited, stored, consulted and conserved.
Class 9 Supplementary Evaluation Questions For organizations applying for Class 9 (Audiovisual Material): the Class 9 Audiovisual form. (Please contact the Designation Program to obtain this form).
Interior and exterior photographs Representative photographs (minimum size 4 x 6 inches, 300 dpi), clearly labelled and identified, of the exterior of each building and of all areas within the building where the cultural property will be exhibited, stored, consulted and conserved. Please do not submit architectural renderings.
Floor plans Complete floor plans for each building, identifying each area where the cultural property will be exhibited, stored, consulted and conserved. Please identify the location of all emergency exits, fire suppression systems and security systems.
Temperature and relative humidity charts

Ambient temperature and relative humidity charts, for a consecutive 12-month period, in each distinct area, room or micro-climate within each building where the cultural property will be exhibited, stored, consulted and conserved. Please include the following:

  • monthly charts
  • location of the hygrothermograph or recorder in the building
  • temperature (T) and relative humidity (RH) levels clearly labeled on the same graph, scaled 1-100% for RH and 0-30ºC for T
  • anomalies must be identified on the charts and an explanation provided for each
Security review Copy or summary of the most recent security review, which includes an assessment of collections security, to demonstrate the degree of security awareness. It should include: a) a list of threats, b) a review of security policies and procedures (e.g. access control, security officer training, background checks, etc.), c) a review of security systems (i.e. intrusion detection, surveillance and access control), and d) a list of identified gaps and action items (preferably prioritized).
Climate controlled display case If applicable, please submit photographs, plans or specifications of the climate-controlled case in which the cultural property will be displayed.
Policies and Plans
Document Description
Emergency response plan Plans or procedures to be followed in the event of emergencies (fire, flood or water leaks, etc.). The plan should indicate who in the institution is responsible for managing response and include information on collections salvage and priorities.
Fire safety plan A detailed document that covers all aspects of fire safety for a specific building or property as required by local fire code.
Fire inspection certificate(s) Copies of the most recent signed and dated fire inspection certificates for each building where cultural property is exhibited, stored, consulted and conserved.
Security policy and procedures Policies or procedures in place to protect the public, personnel, the collections and other resources against security breaches. The policy should ensure appropriate security to protect collections in displays, exhibitions, working or storage areas and in transit against theft or damages.
Acquisition policy The organization’s acquisition policy or documentation that defines the criteria for making acquisitions and the organizational procedures for acquisitions.
Conflict-of-interest policy A copy of the organization’s conflict-of-interest policy.
Disposition agreement form (deed of gift or invoice) A blank contract documenting the irrevocable transfer of legal ownership of cultural property from a donor to the organization.
Collection Management Policy Collections management policy or documentation which defines how collections are managed, documented, inventoried, tracked, etc.
Examples of object records Three to five examples of object records from the organization’s collections management system.
Care of collections policy Written collections policy or documentation that addresses the care (storage, conservation, lighting, climate control and monitoring, handling, etc.) and use of collections.
Deaccessioning policy This policy indicates the criteria for deaccessioning cultural property from the organization’s collection and also specifies the title of the individual or body authorized to make that decision.
Exhibition/loan policies and agreement forms/contracts Copies of exhibition and loan policies as well as agreement forms or contracts that specify the organization’s lending conditions (packing, handling, transportation, insurance, etc.).
Financial Resources
Document Description
Audited financial statements

For institutions: Two most recent years of independently audited financial statements which are signed and dated by the president of the board of directors or equivalent.

For institutions operating under the authority of a public university or college only or for all public authorities: Financial statements or copies of the total operating budget for the unit or division that is seeking designation, signed by the appropriate authority.

Collections and liability insurance Evidence that the organization carries collections and liability insurance.
Human Resources
Document Description
Staff list or organizational chart A list of all current staff positions or titles, including full-time and part-time personnel. Where possible, include an organizational chart. Please do not include staff resumes.
Accessibility
Document Description
Brochures and publicity documents Please include a representative selection of the organization’s web pages; publications (catalogues, program guides, pamphlets, flyers, etc.); and social media to demonstrate that it is actively fulfilling its mandate to collect and preserve cultural property and make it available to the public. A link to the organization’s website is acceptable if the website includes online versions of this documentation.
Cultural Property
Document Description
Photographs of the cultural property/ collection Detailed recent photographs of the cultural property proposed for acquisition. For large collections, provide a representative sample of quality images to highlight the material as well as a thumbnails for each object.
Condition report of the cultural property Detailed condition report of the cultural property dated and prepared by a qualified individual. For collections of objects, a general report may be provided about the condition of the objects in the collection. A detailed condition report prepared and signed by a conservator must still be provided for any objects in the collection that may have condition issues.
Attestation
Document Description
Attestation letter A signed letter attesting that the object or collection is a proposed acquisition and that the legal transfer will not take place until after the organization is designated.

Appendix 3 List of Required Documents for Cultural Property Displayed Outdoors

All applications related to cultural property displayed outdoors require a Category B designation (this measure was made effective following the Program’s directive of June 6, 2019).

Applicants that are already designated as Category A organizations and wishing to acquire cultural property to be displayed outdoors for an object class for which they are already designated can apply using a streamlined process. See the list of required documentation below.

Please provide documentation for each outdoor site where the cultural property that is the subject of the application will be displayed.

Eligibility
Applicant Document Description

Only for applicants not currently designated Category A

Or

Category A organizations whose governance structure or legal status has changed in the last 10 years

Legal documents establishing the organization A copy of, or the relevant sections of, the legal document establishing the organization (such as legislation, articles of incorporation, letters patent, constitution, charter), as well as all subsequent updates and amendments to that instrument. The mission, letters patent, by-laws or other governance documents must clearly demonstrate how the organization supports professional heritage practices.
Only for applicants not currently designated Category A Bylaws A copy of the organization’s bylaws. Highlight clauses referencing membership, election of directors at the annual general meeting and eligibility criteria and structure of the board of directors.
All applicants, except public authorities and institutions established as units of a public university or college Winding up or dissolution clause A copy of the dissolution clause (or highlight in the relevant legal documents or bylaws).
All applicants Proof of ownership, long-term lease or agreement of use Documentation of ownership or long-term facility or site lease.
Organizational Profile
Applicant Document Description
Only for applicants not currently designated Category A Annual report A copy of the most recent annual report, or provide a link to the website if the annual report is published online.
Only for applicants not currently designated Category A Mandate For institutions: Board-approved mandate or mission statement demonstrating the organization’s commitment to educational or cultural purposes and related collecting and conservation activities for the purpose of exhibiting objects or making them otherwise available to the public. For public authorities: statement on the specific reason or purpose for the acquisition of the cultural property.
Facilities/Site Information
Applicant Document Description
Only for applicants not currently designated Category A Facilities Evaluation Form Contact the Designation Program to confirm if a Facilities Evaluation Form is required for the proposed cultural property displayed outside.
All applicants Photos of site Photos of the site and area where the object will be located as well as site details and surroundings (such as nearby sidewalks, trees or shrubs, streets, lamp posts, water features, etc.).
All applicants Site plan

Site plan where the object will be displayed including:

  • proposed location of the object
  • location of streets, pathways, sidewalks, benches, lamp posts, water features storm drains and fire hydrants located nearby
  • approximate distance between the streets and the object; and between the object and all light sources (e.g. lamp posts, building lights and other fixtures).
All applicants Site maintenance plan Site maintenance plan stating who will maintain the site and the maintenance activities (including plan for pest management), and the equipment and products used (cut grass, clear the snow, apply road salt, etc.)
All applicants Geotechnical Assessment Geotechnical assessment of the site (required only for monumental sculptures and very heavy objects).
Policies and Plans
Applicant Document Description
Only for applicants not currently designated Category A Emergency response plan Plans or procedures to be followed in the event of damage to cultural property displayed outdoors. This can be an integral part of an institution’s emergency response plan, a section within a public art collections management plan, or a separate document
Only for applicants not currently designated Category A Security policy and procedures Policies or procedures in place to protect the public, personnel, the collections and other resources against security breaches. The policy should ensure appropriate security to protect collections against theft or damages.
Only for applicants not currently designated Category A Acquisition policy The organization’s acquisition policy or documentation that defines the criteria for making acquisitions and the organizational procedures for acquisitions.
Only for applicants not currently designated Category A Conflict-of-interest policy A copy of the organization’s conflict-of-interest policy.
Only for applicants not currently designated Category A Disposition agreement form (deed of gift or bill of sale) A blank contract documenting the irrevocable transfer of legal ownership of cultural property from a donor to the organization.
Only for applicants not currently designated Category A Preservation policy Collections management policy or documentation which defines how collections are managed, documented, inventoried, tracked, etc.
Only for applicants not currently designated Category A Examples of object records Three examples of object records from the organization’s collections management system.
Only for applicants not currently designated Category A Care of collections policy Written collections policy or documentation that addresses the care (storage, conservation, lighting, climate control and monitoring, handling, etc.) and use of collections.
Only for applicants not currently designated Category A Deaccessioning policy This policy indicates the criteria for deaccessioning cultural property from the organization’s collection and also specifies the title of the individual or body authorized to make that decision.
All applicants Public art policy If applicable, policy about acquisition, management, care and presentation of cultural property displayed outdoors.
Financial Resources
Applicant Document Description
Only for applicants not currently designated Category A Audited financial statements

For institutions: Two most recent independently audited financial statements which are signed and dated by the president of the board of directors or equivalent.

For institutions operating under the authority of a public university or college only or for all public authorities: Financial statements or copies of the total operating budget for the unit or division that is seeking designation, signed by the appropriate authority.

Only for applicants not currently designated Category A Budget Amount from the budget dedicated to the maintenance of the cultural property displayed outdoors or the public art collection.
Only for applicants not currently designated Category A Collections and liability insurance Evidence that the organization carries collections and liability insurance.
Human Resources
Applicant Document Description
Only for applicants not currently designated Category A Staff list or organizational chart A list of all current staff positions or titles, including full-time and part-time personnel. Where possible, include an organizational chart. Please do not include staff resumes.
Cultural Property
Applicant Document Description
All applicants Description of cultural property Detailed description of the object for which designation is sought, including information on the medium/material, including finishes.
All applicants Photographs of the cultural property Detailed recent photographs of the cultural property proposed for acquisition including: close-up, detail of fragile parts or condition issues, base, and support above ground.
All applicants Condition report of the cultural property Detailed condition report of the cultural property dated and prepared by a qualified individual.
All applicants Information on the base and/or the support Information on the base and/or the supports, including detailed information on the medium/material, finishes, dimensions, technical drawings of the base/supports and the plan for the installation.
All applicants Cultural property care plan

Maintenance plan for the object which includes:

  • administrative entity in charge of the object’s maintenance
  • frequency of maintenance
  • maintenance methods, including equipment and products used
  • maintenance activities, including cleaning
  • who will perform the maintenance
  • who will be consulted to obtain advice on care
  • graffiti management strategy
  • frequency of inspections of the object’s condition
  • who will assess/evaluate the object’s condition
  • who will perform the conservation treatment

Indicate if a conservator familiar with the conservation requirements of the object has been consulted in the development of the plan.

For contemporary works of art, the maintenance plan could include maintenance notes provided by the artist. For industrial objects, the plan could be supplemented by manuals and/or trade literature.

Attestation
Applicant Document Description
Only for applicants not currently designated Category A Attestation letter A signed letter attesting that the cultural property is a proposed acquisition and that the legal transfer will not take place until after the organization is designated.

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