Does the Peter Russell Rock Garden accept specimen donations?
We do, thank you for looking into the process! The Waterloo Region community, industries across North America, public organizations, and private individuals have filled our rock garden with valuable specimens that sustain our exhibits. As an organization that specializes in Earth Sciences, we review each donation offer through unique lenses in accordance with our Mission Statement.
What items is the Peter Russell Rock Garden looking for?
The Peter Russell Rock Garden is always seeking the donation of rocks that tell unique stories about Earth sciences and Earth science history. All accepted donations emphasize the objectives of our Mission Statement. We are also looking for specific items on our Wish List.
How can I get in contact with the Peter Russell Rock Garden?
If you have questions about the Peter Russell Rock Garden, please contact the Earth Sciences Museum Assistant Curator. If you have questions regarding a donation, please contact the Earth Sciences Museum Curator. If you have a specimen you would like to donate, please fill out our contact form and we will get in touch with you.
How are donations reviewed and selected?
Donations are reviewed by the curator and brought to the attention of our board members at one of our four annual meetings. Our selection criteria are based on factors including the condition of the specimen, safety, educational value, if the specimen aligns with the museum’s mission and vision, as well as our ability to maintain the specimen’s condition.
We will not accept objects which:
- Will create a hazard or condition which would be damaging to the existing collection;
- Due to its material or physical make-up cannot be safely cared for;
- Due to its nature or present condition cannot be reasonably conserved.
Most specimens that are evaluated are valuable, but as a rock garden, we are looking for specific pieces that actively add to our collections. Fascinating pieces may be rejected here but be wonderful additions to collections elsewhere.
How does the donation process work?
If you are interested in donating to the Peter Russell Rock Garden there are a number of steps that need to happen to determine if your donation enters the permanent, research, or educational collection:
- Before a specimen, artifact or collection is donated to the Peter Russell Rock Garden, the potential donor fills out and signs a Temporary Custody Receipt.
- If the donor decides to donate without needing a charitable receipt go to #4 below. If the donor requires a charitable receipt for income tax purposes go to #3 below.
- Charitable receipts for income tax purposes may be issued for donations. The determination of the fair market value of the donation must come from a competent and qualified person who can evaluate the particular property being transferred as a gift. Donations must be accompanied by a written professional appraisal and paid for by the donor before a tax receipt can be issued. A professional appraisal must be completed before the donation comes to the Garden.
- Regardless of whether or not the donor is receiving a charitable receipt, the specimen, artifact, or collection will be picked up or delivered to the Earth Sciences Museum and housed in the “specimen holding room” along with its Temporary Custody Receipt and any accompanying documentation.
- The specimen, artifact, or collection is researched and assessed with respect to its significance for inclusion in the permanent collection.
- If it is deemed as not pertinent to the collection, it is returned to the owner, and the Temporary Custody Receipt is signed as “returned” and “date of return” noted.
- If a specimen, artifact, or collection is deemed pertinent to the collection, the item(s) are assigned catalogue number(s) and the catalogue number(s) are noted on a Deed of Gift form sent to the owner/donor.
- The owner is required to sign the Deed of Gift form, thus transferring ownership and responsibility to the Earth Sciences Museum.
- The owner has six months from the accession date to return the signed form. Without a signed Deed of Gift form, a tax receipt will not be issued, and the specimen, artifact, or collection will not be stored with the permanent collection nor put on display.
- Upon the receipt of the signed Deed of Gift form, the object(s) are marked with a catalogue number(s) and added to the collection database according to current museum standards.
Do I get a tax receipt?
Charitable receipts for income tax purposes may be issued for donations. The determination of the fair market value of the donation must come from a competent and qualified person who can evaluate the particular property being transferred as a gift. Donations must be accompanied by a written professional appraisal and paid for by the donor before a tax receipt can be issued.
Does the Peter Russell Rock Garden accept loans?
The Peter Russell Rock Garden does not accept personal loans of property. Such loans impose a significant burden on our organization, as well as other responsibilities that are contrary to the best practices as advocated by the Canadian Museum Association. The items we accept are donated without conditions as gifts to the museum, free and clear of all encumbrances.
Will my donations be exhibited?
We cannot guarantee that any particular piece will be exhibited at any particular time. Our collection far exceeds what we have the capacity to actively display. We can however ensure that all donations will be preserved and maintained. Specimens not displayed will be in secure storage while still being accessible to researchers and the greater scientific community. Pieces in storage may be rotated out as exhibits evolve.