View Current

Art Collection and Galleries procedure

This is the current version of this document. You can provide feedback on this policy to the document author - refer to the Status and Details on the document's navigation bar.

Section 1 - Preamble

(1) This Procedure was approved by the Vice-Chancellor on 20 October 2014.

(2) This Procedure is pursuant to the Art Collection and Galleries policy and includes the following schedules:

  1. Schedule A: Conditions of Use: Displaying Artworks from the University Art Collection
  2. Schedule B: Conditions of Use: Images of University Art Collection Artworks
Top of Page

Section 2 - Purpose

(3) This Procedure outlines the requirements and processes of the Art Collection and Galleries policy.

Top of Page

Section 3 - Scope

(4) This Procedure applies to the management of the University's art collection, Deakin University Art Gallery and exhibitions managed by the Art Collection and Galleries Unit.

Top of Page

Section 4 - Policy

(5) Refer to the Art Collection and Galleries policy.

Top of Page

Section 5 - Procedures

Acquisition

(6) The University will acquire artworks, mainly by contemporary Australian artists, on the advice of the Manager, Art Collection and Galleries Unit (MgrACGU) within budgetary provisions and taking into consideration:

  1. the artist's representation in the University's art collection
  2. maintenance and storage requirements
  3. where the work will be displayed
  4. the source of the artwork, including ownership and cultural significance.

(7) Acquisitions can only be approved by the Chief Advancement Officer based on a written submission from the Manager, Art Collection and Galleries Unit (MgrACGU).

(8) The University may accept donations of appropriate artworks from artists or owners, or through the Cultural Gifts Program on the advice of the Manager, Art Collection and Galleries Unit. Donations must be registered for inclusion in the art collection according to the ACGU Unit accession process.

(9) The Manager, Art Collection and Galleries Unit will ensure donations of gifts under the Cultural Gifts Program comply with legislative requirements.

(10) Newly acquired artworks will be photographed, catalogued and accessioned as soon as possible after acquisition

Display

(11) The Manager, Art Collection and Galleries Unit will ensure that artworks will be displayed in public University spaces and the number of works in storage will be kept to a minimum.

(12) Artworks in a public space overseen by an organisational area will be displayed in consultation with the head of the organisational area.

(13) Artworks in a public space not overseen by an organisational area will be displayed in consultation with the Director, Facilities Services Division.

(14) Artworks donated to an organisational area will be displayed in that area.

(15) Heads of organisational areas may apply to the Manager, Art Collection and Galleries Unit to display artwork from the collection in offices and other spaces within the organisational area.

(16) Requests to display artworks will be evaluated and determined by the Manager, Art Collection and Galleries Unit on the basis of adequate security, appropriate lighting and suitable climatic conditions in the proposed display area.

(17) Heads of organisational areas authorised to display artworks must agree to the conditions outlined in Schedule A: Conditions of Use: Displaying Artworks from the University Art Collection.

(18) Artworks on display may be recalled by the Manager, Art Collection and Galleries Unit if

  1. the conditions under which the artwork was loaned change
  2. the work is required for exhibition, loan or conservation treatment
  3. any of the conditions outlined in Schedule A are breached.

Exhibition program

(19) An annual program will be organised by the Art Collection and Galleries Unit which will include exhibitions by professional, contemporary artists. Where appropriate, exhibitions will be available for tour both regionally and nationally.

(20) The annual program may include selected touring exhibitions initiated by others and invitations may be issued to local and/or regional community groups to participate in the program. Provision may be made to display the work of staff members, students and alumni.

(21) University staff will not actively engage in the sale of artworks by exhibition participants.

(22) The Manager, Art Collection and Galleries Unit may put a prospective buyer in contact with the commercial gallery representing the artist, or with the artist, if artworks are available for sale.

(23) Prices will not be displayed on artworks. If an artwork is sold during an exhibition, the sale will not be marked in any way.

Reproduction

(24) Staff members who wish to reproduce or communicate on-line an image from the University Art Collection must obtain the approval of the head of their organisational area and forward a written request to the Manager, Art Collection and Galleries Unit. A request must be submitted at least 4 weeks before the intended use of the image and include:

  1. the name and contact details of the requesting party
  2. proposed form of reproduction
  3. details of the proposed publication in which the artwork is to be reproduced or communicated.

(25) Where requests are approved, the user must agree to the conditions outlined in Schedule B: Conditions of Use: Images of University Art Collection Artworks, and pay for the cost of reproducing the image

(26) Permission to reproduce the work will be declined if copyright approval cannot be obtained.

Deaccession

(27) The ACGU will deaccession an artwork when:

  1. it no longer meets the objectives of the Collection
  2. it is in poor physical condition
  3. the cost of maintenance outweighs its value
  4. it lacks sufficient documentation to support its authenticity and provenance.

(28) Every effort will be made to notify the artist and/or donor of a proposed deaccession.

(29) Deaccessioned artworks must not be transferred to, purchased by or given to a University staff member or any member of his or her immediate family unless that person is the artist of the work.

(30) Income obtained from deaccessioned artworks will be used for further acquisitions for the Art Collection. The original donor of a gifted artwork that has been sold will be acknowledged in association with new artwork purchased using the proceeds of the sale.

Top of Page

Section 6 - Definitions

(31) For the purpose of this Procedure:

  1. Accession: the process by which an acquired artwork becomes the legal property of the University and records are established to note the artwork's provenance, condition and other relevant information.
  2. Cultural Gifts Program: a program which provides tax incentives to encourage gifts of culturally significant items from private collections to public art galleries, museums, libraries and archives.
  3. Deaccession: the process of removing artworks from the University's Art Collection.