Office of Risk Management

Indiana University Campus Art Collection Policies

Gifts
Purchases
Loans of Art
Sale
Display and Maintenance

Preamble

The Indiana University Foundation and the Office of Risk Management (Curator of Campus Art) understand that all gifts of art are given to the Indiana University Foundation and are transferred to the Curator of Campus Art for display in accordance with donor wishes. All gifts of art are owned by the Indiana University Foundation until such time as they are transferred to the Campus Art Collection when they become the property of the Trustees of Indiana University.

Indiana University Purchasing Department and the Office of Risk Management (Curator of Campus Art) understand that all purchases and sales of art are done in accordance with the statutes that govern a state owned institution.

Definition of Indiana University Campus Art Collections

Collections of works of art including two-dimensional, three-dimensional, decorative arts and miscellaneous objects of value (varia) housed outside of Indiana University accredited museums, therefore not governed by the professional rules and regulations of an accredited museum as outlined by the American Association of Museums (AAM).

The Indiana University Campus Art Collection consists of those works that are located in buildings or on campus grounds across the eight-campus system, given or acquired to enhance the environment of Indiana University. This collection is the property of Indiana University.

The activities governing the acquisition, housing, maintenance, care and de-acquisition of this collection will strive to follow guidelines set down for museum collections whenever possible. However, as this collection has not been assembled for the same purpose as that of a museum, the university retains the right to address issues on an individual basis according to its own priorities, rather than follow AAM regulations.

I. Gifts

Indiana University reviews all proffered gifts to the Campus Art Collection through an established IU Campus Art Collection Policy Committee. (CACPC) (See http://www.indiana.edu/~policies/Facilities/publicart1.html) The CACPC may delegate this oversight to the Campus Art Curator for gifts valued at $5,000 or less.

The IU Campus Art Collection Policy Committee reviews gifts observing the following rules:

The donor provides reasonable assurance that the object has not been exported in violation of another country’s laws.
The donor has the legal right (ownership) to dispose of the proffered gift.
All available provenance of an object will be provided to the committee at the time of its consideration and will thereafter be documented as a part of the object’s history.
The committee works at all times with the Curator of Campus Art to assure that proper documentation, including deed of gift, is recorded and filed for each gift.
When considering a gift, the committee is guided by reasonable principles of utility to the university, historical significance of the object and the impact on the university for care and maintenance of the gift.
All gifts with a value of $5,000 or greater must have an accompanying independent appraisal, provided by the donor.
All gifts with an appraised value of $5,000 or more will be recorded as a capital asset of Indiana University.
All accepted gifts become the property of Indiana University.
Each donor should be encouraged to provide funding for the ongoing maintenance costs of their gift.
Each donor should be encouraged to make their gift without restrictions or stipulations.

II. Purchases

Indiana University campuses, schools, departments may have funds set aside for the acquisition of art works for their buildings, grounds or units. The following guidelines govern these purchases:

Before purchasing artwork departments should review the existing collection of campus art in storage to determine if artwork already owned by the university can meet their needs.
Departments are not authorized to make purchases of art directly, but must go through standard purchasing procedures.
Because Indiana University assumes the risk for all art objects, departments have a responsibility to make certain that all newly purchased objects are documented through the Curator of Campus Art.
Reasonable steps must be taken to acquire works that are being legally sold.
Departments purchasing artwork must also have funds available for the ongoing maintenance of the works. The Campus Art Curator can help establish budgets and projections for ongoing care.
Purchases of artwork by departments that exceed $5,000 must be reviewed and approved by the CACPC.
It is the responsibility of the account manager for the funds to be expended for artwork to ensure that the expenditure meets the guideline of supporting the academic mission of the university.
All purchases become the property of Indiana University.

III. Loans of Art

A. Loans from the university to other entities

Loan requests from borrowing institutions for works in the Indiana University Campus Art Collection will be handled through the office of the Curator of Campus Art.
Approval or denial of such loans will be made in consultation with the curator and the building superintendent or responsible party that houses the work of art.
A condition report will be made prior to and after each loan.
A loan contract will be drawn up to follow the loan’s progress. (museum model available)
The Borrower shall assume all insurance, conservation, repair and shipping costs.

B. Loans to the university

All loans to the university must be reviewed by the CACPC.
The Curator of Campus Art must be informed of such loans.
Indiana University is at risk for these objects but they are considered uninsured unless they are part of the university’s inventory as maintained by the Campus Art Curator (i.e., damages will be paid by the department borrowing the art).
A condition report will be made prior to and at the end of each loan.
A loan contract will be drawn up to follow the loan’s progress. (museum model available)
The Curator of Campus Art must be notified if the piece is moved and before the piece is returned to the owner.

IV. Dispositions or Sale of Art

Art that is no longer wanted by a campus unit (excepting art on loan from the Campus Art Collection) may be transferred to the Campus Art Collection by contacting the Campus Art Curator.
All sale or other disposition of art must be reviewed and approved by the appropriate Campus Art Collection Policy Committee.
All sales must be made in accordance with the rules and regulations set forth by state owned property in consultation with the Indiana University Purchasing Department.
All dispositions of gifts must be made in accordance of the donors’ wishes at the time of gift.
Dispositions may, with the approval of the committee, involve trades, upgrades or exchanges through appropriate purchasing procedures.
If the art in question was gifted for the benefit of a specific campus unit, or if a campus unit purchased the art with funds budgeted specifically for their use, the art being sold must be offered for transfer within the university community before sale. Transfer of funds between campus units must meet the guideline of supporting the academic mission of the university. If, after being offered inter/intra-campus for 90 days, and upon approval by the appropriate CACPC for sale, no inter/intra-campus offers have been accepted, the art may be offered for sale through the Purchasing Department.
When art from the Campus Art Collection (which includes all art described in this policy section) is sold, 20% of the proceeds shall go the general Curator's fund for the ongoing maintenance of campus art. The balance may be utilized by the unit selling the art, but only for the purposes of buying new art or conserving, appraising, securing and maintaining existing Campus Art Collections. Any exception to this policy must be approved by the campus Chancellor and the Vice President, Administration.

Display, Maintenance, conservation and security

If a gift is made to a specific campus or department the Curator of Campus Art will assist the receiving unit in determining the necessary steps for proper handling, documentation, exhibition, storage and security.
Accepted gifts that are to the general university collection will be transferred from maintained by the Curator of Campus Art and made available to the appropriate housing any unit, at which time a designated person will work with the curator to assure proper handling, documentation, exhibition, storage and security.
All art must be displayed with reasonable security and in a manner that safeguards the life of the piece according to standards established by the Campus Art Curator. The Campus Art Curator will review display plans for campus art to ensure these standards are met.

Effective 09/02