Policy on Campus Collections

The term Campus Collections is used to describe those objects and architectural interiors which are deemed to have lasting cultural value to the University and which are not included in the University's Museum, Gallery, or Library Collections. The Campus Collections are enumerated in the "Inventory of Historic Properties" maintained by the University Curator.

In acquiring works of art for the Campus Collections, the University adheres to professional standards of ethics and recognition of appropriate and legitimate provenance. Objects will be acquired which are consistent with the physical surroundings of the campus or the teaching mission of the University.

As a rule, the University will accept acquisitions only without conditions restricting or regulating their use or future disposition. Any deviation from this policy must be approved by the President and the Corporation and must be fully understood by the donor. The University Curator cannot appraise the value nor endorse any appraisal of an object to be donated.

All proposals for donations to the Campus Collections must be made to the University Curator, who will present the proposal together with a recommendation to accept or decline the gift to the Committee on Campus Collections. Implementation of procedures for gifts accepted by the University will be carried out in consultation with the Office of the General Counsel and the Office of Development to ensure that valid legal title is passed to the University, that proper tax forms are completed when applicable and requested by the donor, and that the records of both the University Curator and the Development Office acknowledge the donation.

Although no objects are taken into the Campus Collections with a view to immediate sale, through time it may become necessary to consider discarding some objects because of condition, or selling them because they are no longer considered appropriate to for use on the campus. In all cases, both legal requirements and the wishes of the donor as stated in correspondence, deed of gift, or other legal document will be respected.

All recommendations for deaccessioning will be made by the Committee for Campus Collections, upon the proposal of the University Curator, and forwarded to the President and the Corporation for their approval. Records of the deaccessioning will be kept by the University Curator.

Any proceeds realized through the sale of objects deaccessioned from the Campus Collections will be restricted for the use of the Library, object conservation, or other collections, as designated by the President and the Corporation. Whenever possible, objects deaccessioned from the Campus Collections will be sold at public auction in order to avoid any suggestion of conflict of interest that might be implied through private sale.

In general, objects in the Campus Collections will be retained for their intended purpose of furnishing the University campus. On extraordinary occasions, objects from the Collections can be lent to institutions formed or carried on for educational purposes which can provide adequate care and security. Appropriate loan forms, insurance coverage, receipts and conditions reports will be required for all loans. All loans must be approved by the Committee on Campus Collections.

All objects identified as part of the Campus Collections must be catalogued and entered into the University's Inventory of Historic Properties. Every object so designated must be marked with a standard inventory number beginning with the prefix "HP" for "Historic Property." The University Curator will oversee a regular inventory of the objects in the Campus Collections, whether on site or on extended loan to other institutions.

The University Curator reports to the University Librarian. Recommendations concerning the Campus Collections are made in consultation with the Committee on Campus Collections, whose members, in addition to the University Curator, shall include, ex officio, the University's General Counsel, the Vice President for Development, the Director of the Bell Gallery, the Director of the Haffenreffer Museum of Anthropology, and the University Librarian.