Art Collection Policy
Responsibility for policy: University Librarian
Approving authority: Vice-Chancellor
Last reviewed: May 2016
Next review date: May 2021
- This policy applies to all staff of the University of Waikato.
- The purpose of this policy is to establish a framework of principles and responsibilities with respect to the University's art collection.
- The following documents set out further information relevant to this policy:
- In this policy:
art collection means the art owned by the University of Waikato, and includes art displayed at any premises owned or leased by the University of Waikato, art on loan to other institutions, and art in storage.
- The University is committed to fostering the arts, both in their production and their public display.
- The art collection represents a significant investment by the University and all care must be taken to ensure that the University's investment is protected.
- The primary focus of the University's art collection is original works of contemporary Māori, Pacific and New Zealand art practitioners, particularly those who have an association with the Waikato and/or Bay of Plenty regions.
- The University's art collection should reflect the cultural diversity of the University's community and the diverse media through which contemporary art is produced.
- Artwork acquired for the University art collection, through purchase, gift or bequest, must be well-suited in terms of the development of the collection as a whole, and proper account must be taken of any likely costs and processes associated with longer-term preservation, protection and display.
Capitalisation of artwork
- All artwork acquired for the University's art collection must be capitalised in accordance with the Capital Asset Policy.
- The University Librarian is responsible for the supervision, management and maintenance of the University's art collection; day-to-day responsibility for these matters is delegated to the University Art Collection Curator.
- The University Librarian, in consultation with the University Art Collection Curator, is responsible for the expenditure of allocated University funds on the maintenance of the University art collection and all associated costs.
- The University Librarian is responsible for ensuring that
- details of artwork in the University art collection are recorded in the relevant database and on the University's asset register
- the location of all artwork in the University art collection is recorded in the relevant database
- all practicable steps are taken to ensure the security of the University art collection at all times
- the disposal of any artwork from the University art collection follows an appropriate process; the process must include valuation of the artwork, sale (normally by auction) and decommissioning of the artwork from the University art collection and asset register in accordance with the University's Asset Disposal Procedure
- Campus Security is notified, as soon as practicable, in the event of the theft of, or deliberate damage to, any artwork from the University of Waikato art collection.
Acquisition of artwork
- Funds allocated to individual cost centres as part of the University's regular budget allocation must not be used for the purchase of artwork.
- The University Librarian is responsible for ensuring that the principles set out under this policy are adhered to in respect of any acquisitions; all acquisitions of artwork for the art collection must be approved by the Vice-Chancellor.
- The acceptance of any gift or bequest of artwork for the University's art collection is subject to the prior approval of the Vice-Chancellor, who must, as part of his or her consideration, take account of the relevant principles set out under this policy.
Display and management of the University art collection
- Under no circumstances may artwork that is part of the University's art collection be hung or moved without the prior approval of the University Librarian or University Art Collection Curator.
Responsibility for monitoring compliance
- The University Librarian is responsible for monitoring compliance with this policy and reporting any breaches to the Vice-Chancellor.
- Breaches of this policy may result in disciplinary action under the Staff Code of Conduct.