California State University, Sacramento
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Art Department
Art Collection Management Policy
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TABLE OF CONTENTS
I. PARAMETERS OF COLLECTION, PURPOSE, MISSION, AND OVERSIGHT
II. CODE OF ETHICS, RESPONSIBILITIES, CONFIDENTIALITY, AND CONFLICTS
OF INTEREST
A. Responsibility for the Collection
B. Discretion and Confidentiality
C. Conflict of Interest
III. COLLECTING POLICY
A. Scope of Collecting
B. Collecting Policy
C. Information for Prospective Donors
IV. ACQUISITIONS
A. Acquisition Guidelines
B. Procedures
V. DEACCESSIONING
VI. LOANS
A. Campus Loans
B. Incoming Loans/Temporary Custody
C. Outgoing Loans
VII. CARE OF THE COLLECTION
A. Responsibilities
B. Collection Environment
C. Registration System
D. Access
E. Insurance
F. Inventory
VIII. PUBLIC DISCLOSURE
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I. PARAMETERS OF COLLECTION, PURPOSE, MISSION, AND OVERSIGHT
Description of the Collection: This policy pertains only to the collection of artworks known as
the University Art Department Art Collection (hereinafter “Collection”). This collection is only a
portion of the large collection of valuable objects of visual culture owned by California State
University, Sacramento (hereinafter the “University”). This collection consists of artworks
bestowed to California State University, Sacramento.
The Collection’s artworks are of high quality and value and represent a regional focus, with
many works created and donated by faculty and students of the University. Totaling over four
hundred works of art in various media, the collection includes works by Robert Arneson, Joan
Moment, Irving Marcus, José Montoya, Jack Ogden, Ellen Van Fleet, Nathan Oliveira, Fritz
Scholder, Rick Bartow, Frank Stella, Pablo Picasso, Andy Warhol, and many other historically
significant regional, national, and international artists.
Purpose of the Policy:
The purpose of this policy is to guide the stewardship, orderly growth, and enhancement of the
Art Department Collection. Stewardship includes the responsibility to secure, manage, preserve
and develop the collection at the professional level of University collection standards, protecting
generous gifts to the University as a heritage and making them available for exhibition, teaching,
and community service.
The Art Department (hereinafter the “Department”) Chair, with the approval of the Art
Department Collection Committee (hereinafter, “Collection Committee) is responsible for the
administration of the policy.
The Collection Committee will consist of two members of the Art Department faculty with
experience and expertise in the management of significant public art collections. In accordance
with this policy, the Department Chair and Collection Committee will act as primary stewards of
the collection. When working with the accession or deaccession of works valued over $5,000,
the dean of the College of Arts and Letters, University Advancement and the Development
Office shall be consulted.
II. CODE OF ETHICS, RESPONSIBILITIES, CONFIDENTIALITY AND CONFLICTS
OF INTEREST
The Art Collection Code of Ethics applies to all administrators, faculty, and staff. All individuals
having an affiliation with the Collection are expected to be familiar with and abide by the Code
of Ethics.
A. Responsibility to the Art Department Collection
Possession of the works of art in the Collection incurs legal, social, and ethical obligations to the
University to provide proper storage, management, care, and associated documentation in
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accordance with standards defined by the American Alliance of Museums. Because of these
responsibilities, University representatives responsible for the Collection must assure that its
management, development and use are aligned with the mission of the University and the
mission of the Department and Collection Committee to secure, manage, and develop the
Collection at the professional level of university collection standards, protecting it as a heritage
and making it available for education, exhibition, research, and community service.
B. Discretion and Confidentiality
The Department Chair and members of the Collection Committee have unique responsibilities
related to maintaining the public image, trust, and credibility of the University, the Art
Department, and the Collection. For this reason, they must 1) properly represent Sacramento
State University and their position in association with the Collection when interacting with
others; 2) exercise professional discretion about activities and concerns regarding the Collection;
3) hold in confidence information regarding Collection donors, finances, security, and personnel.
C. Conflict of Interest
The Department Chair and members of the Collection Committee must avoid situations that
could be construed as evidence of a conflict of interest. Concerns about potential conflicts of
interest should be handled in accordance with the ethical policies of California State University,
Sacramento and the Code of Ethics of the American Alliance of Museums. The intent is to
prevent real or perceived conflicts between interested parties and the objectives of the
University, the Art Department and the Collection. Potential conflicts of interest specific to the
management of the Collection include: 1) personal collecting within the curatorial area of the
Collection; 2) using Collection affiliation, resources, or the influence of one’s position for
personal benefit or to serve the interests of third parties; 3) placing the University, the Art
Department or the Collection in a situation that compromises their missions, policies, functions,
practices, or values.
III. Collecting Scope and Policy
A. Scope of Collecting
The strength of the Collection is the art of the 1960s through 1980s in the Greater Sacramento
region. It includes historically significant works of two- and three-dimensions in a range of
media by artists affiliated with Sacramento State including faculty, emeritus faculty, students,
and alumni. It is anticipated that future acquisitions will continue to reflect the art upon which
the bulk of the Collection has been built.
Through its collecting goals, the Art Department and Collection Committee will strive to support
the academic mission of the University and be responsive to the cultural needs and aspirations of
the regional community.
B. Collecting Policy
Collecting policy will follow the Sacramento State Development Policy Manual
[http://www.csus.edu/giving/pdfs/policy-manual-10-30-15.pdf]. Although this policy is specific
to collections, not individual pieces of artwork, the same concepts will be applied, in particular,
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the guidelines for Special Collections outlined on pages 10-12 of the Manual, rendered in part
below:
Gifts of Special Collections
Special Collections—gifts-in-kind that consist of collections such as works of art,
memorabilia, artifacts, or other types of tangible personal property—must be considered
on a case-by-case before they can be accepted.
A Special Collections Proposal Form must be signed by the Dean of the program area
where the gift will reside and by the Vice President for Advancement. On the Special
Collections Proposal Form, the campus representative working with the donor will
specify how the gift will benefit the campus or the department where it will be housed,
and will be asked to consider and identify potential issues that could have a negative
effect on the institution financially or legally, or bring harm to the institution’s
reputation. They will also outline any specifications for insuring and maintaining the
collection, along with provisions for funding those requirements.
Once accepted, the gift becomes the property of the University. The donor gives, transfers
and assigns all rights, title, and interest in and to the property as an unrestricted gift. If
the donor plans to claim a tax deduction for the value of the collection, valuation and
appraisal requirements will apply as for other gifts-in-kind, as detailed in the Gift
Procedures Manual.
As part of the gift approval process, the Vice President for University Advancement may
confer with the Dean of Arts and Letters, and the Director of the Library Gallery.
Special Collections are subject to the following criteria:
• The collection must be of value in promoting and supporting the role and scope of the
mission of Sacramento State.
• The cost and expenditure of staff time and other resources in acquiring, researching,
transporting, processing, and storing the objects must fit within the University's available
resources, or provision for funding of such must be included as part of the gift.
• The collection must be of a size and physical state for which Sacramento State can
provide adequate storage space and security.
• Objects must be the legal property of the donor, and he/she/it must have legal authority
to transfer ownership.
Materials subject to copyright must be accompanied by documentation of the transfer of
named copyrights or by documentation identifying copyright status.
The collection must be free of restrictions that it remains intact or at the University in
perpetuity. If the collection no longer serves the mission of Sacramento State, the
University retains the right to sell the collection, or objects in it, upon notification of the
donor.
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C. Information for Prospective Donors
The Art Department appreciates the generous individuals who offer gifts of art to the
University to be held and managed by the Art Department Chair and Art Department
Collection Committee. The Collection shall follow the established special collections and
gift-in-kind procedures and policies outlined in the Development Policy Manual and
conform to professional standards established by the American Alliance of Museums.
In general, the Collection will not accept works that are duplications of specific artists or
types of art, currently represented and/or works that have storage requirements beyond
our present space; works that are exceedingly fragile or require extensive conservation
treatment; and finally, by law, works where the donor has no clear title to ownership and
or attribution of the work. In accordance with the American Alliance of Museums
guidelines concerning cultural patrimony issues, the potential gifts to the Collection must
be accompanied by as much background (provenance) material as possible. These are the
major criteria used in considering works of art for the Collection. Other restrictions and
criteria may be posed by specific works and categories of art.
IV. ACQUISITIONS
The Collection follows policies for donations of gifts to California State University, Sacramento
as outlined in the Sacramento State Development Policy Manual. It also strives to meet the
following standard acquisitions criteria based on the recommendations of the International
Council of Museums Code of Ethics: The Association of Art Museum Curators 2007
Professional Practices in Art Museums guidelines, the American Alliance of Museums report,
Museums for a New Century (1984), and other sources.
The Collection will not acquire works of art that it is unable to conserve, store, exhibit, or catalog
per standard practice for university collections. The Collection will collect carefully and
purposefully within its capacity to house and preserve the works of art in its care.
A. Acquisition Guidelines
Artwork or objects acquired shall be of historical/aesthetic significance and merit and may be
added to the collection through gift, bequest, purchase, or exchange following the guidelines
described below.
1. The object is consistent with the Collection mission, the scope of collecting, and
vision as stated.
2. The object has merit and aesthetic quality and does not duplicate an artwork
already in the Collection.
3. The object is created by an artist not well-represented in the Collection
4. Following standard professional practices and conflict of interest guidelines, there
will be no private sale to staff, faculty, or University Administrators.
5. The legality and ethical propriety of all potential acquisitions will be evaluated
per documentation as to origin, previous ownership, and history.
6. No object will be knowingly acquired whose ownership or current legal status is
questionable or whose circumstances of acquisition were unethical or contrary to
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the standards and practices of the University, the Collection, and professional
archival and cultural property standards.
7. The Collection will not knowingly acquire works of art that have been illegally
exported or otherwise transferred in violation of the principles of the UNESCO
Convention on the Means of Prohibiting and Preventing the Illicit Import, Export
and Transfer of Ownership of Cultural Property (1970).
8. No work of art will be acquired by the Collection if it is anticipated that
professional standards of care and storage cannot be provided.
9. The Collection will not accept gifts unreasonably encumbered with conditions set
by the donor regarding ownership, use, display, or future disposition.
10. Estate gifts to the Collection that do not meet the above criteria may be accepted
for sale by the university to support the Collection following the policies and
procedures outlined in the Sacramento State Development Policy Manual.
B. Procedures
All acquisition procedures of the Collection must follow policies outlined in the Sacramento
State Development Policy Manual and Sacramento State Gift Procedures. For gifts of art valued
at $5000 or more, the Department Chair and the Collection Committee notify the Dean of the
College of Arts and Letters and follow University Development and Advancement procedures
for Special Collections.
Procedures specific to the Art Department Collection:
The Department Chair shall be the primary liaison with donors in conjunction with the
Development Office. If a work of art is offered to the Collection, it must be presented to
the Department Chair who will consult with the Collection Committee to determine if the
object satisfies Collection acquisition guidelines. The Department Chair in consultation
with the Collection Committee may solicit an artwork as a promised gift so that the donor
may be assured that the gift will be accepted later as an Estate Gift. The University
Development Office shall be consulted about all Estate Gift intentions. The object will be
assigned an incoming loan number, and the donor’s offer of a promised gift and the
official acceptance of the Department Chair and the Collection Committee should be
documented in writing. Whenever possible, the donor will maintain physical custody
until the actual transfer of title takes place.
In accordance with Sacramento State Development Policy for Gifts of Special
Collections, a Deed of Gift form or a Special Collections Gift Proposal Form must be
completed by the Department Chair, the Collection Committee, the University
Development Office, and the donor, transferring title to the works of art to the Collection.
Gift agreements must be signed by the donor, and the Dean of the College of Arts and
Letters must formally accept the gift in writing. A bill of sale or a qualified appraisal
must be obtained to set an internal valuation. Transfer, retention or sub-division or
copyright protection of works should be established at the time the object is acquired.
The Collection shall adhere to international copyright law and observe appropriate donor
and copyright restrictions as specified by written agreement.
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University gift agreement forms and all information related to the history of the artwork,
its market value, and provenance, shall be copied in digital and paper form and kept on
file in the Art Department office and the Collection storage and workrooms. Information
about accessioned artworks shall be entered into the Collection database catalog as soon
as they are secured in the Collection storage rooms.
Works that do not meet Collection standards as determined by the Department Chair and
Collection Committee will not be accepted for the permanent collection, although (as
above) they may be accepted for sale by the University to support the Collection
following the policies and procedures outlined in the Sacramento State Development
Policy Manual.
The Collection abides by the ethical policies of California State University, Sacramento
and the Code of Ethics of the American Alliance of Museums and thus cannot appraise
gifts. Donors must obtain their own appraisals in accordance with the rules and
regulations of the Internal Revenue Service and appropriate state tax agencies. If
requested, the Department Chair and the Committee will refer a donor to the American
Society of Appraisers and the Appraisers Association of America.
V. DEACCESSIONING:
Deaccessioning is the permanent removal an artwork from the collection through sale, transfer,
exchange, or disposal.
A request for deaccession requires careful consideration of public opinion and professional
judgment to ensure that the integrity of the object, artist, and the public is respected. The
Collection shall be periodically reviewed by the Department Chair and the Collection
Committee. Maintenance assessments and recommendations may be submitted by appropriate
parties to the Department Chair, the Collection Committee and the Dean of Arts and Letters for
consideration and, if circumstances warrant, a written request may be submitted to the
Department Chair and the Collection Committee for the deaccession of an object. The
Department Chair or the Collection Committee may initiate a review for deaccession of any
object.
A request for review for deaccession should include the following:
1. The reason deaccession is requested
2. The estimated current value of the object
3. The acquisition method and cost
4. Written evaluation from a disinterested and qualified professional such as an engineer,
conservator, architect, safety expert, or art historian
5. Photographs indicating the status of the object
6. The contract with the artist or any other relevant agreement
7. Written recommendations of other concerned parties, including staff, faculty, the artist,
donor, or an outside party with interest in the disposition of the object
8. Any articles regarding the object or evidence of public debate or written
correspondence concerning the object
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The following reasons may be cause for deaccession of an object from the Collection:
1. The condition or security of the object cannot be reasonably guaranteed
2. The object requires excessive maintenance or has faults of design or artistry and repair,
or remedy is impractical or unfeasible
3. The object has been damaged and repair is impractical or unfeasible
4. The object endangers public safety
6. The object has had significant adverse public reaction over an extended period
7. The artistic merit and/or educational value of the object is called into question
8. The Chair and the Collection Committee’s wish to replace the object with a more
appropriate work by the same artist
9. A written request from the donor or artist has been received
Review of the Request for Deaccession
1. In the case of the deaccession of objects from the Collection appraised (at current
market rates) at $5000 or higher, the deaccession will be approved in writing by
University Advancement and the Dean of Arts and Letters.
2. In the case of deaccession of objects by living artists, an attempt should be made to
inform them of this intention, and the possibility of an exchange of the object with the
artist will be explored.
3. The Department Chair and the Collection Committee shall recommend reasonable
measures to address the concerns outlined in the request for review for deaccession.
4. If the Department Chair and the Collection Committee determines that reasonable
efforts have been made to resolve the concern which prompted the review and that
these efforts have failed to resolve the concerns, then the object may be removed
from the Collection with the approval of University Advancement and the
Development Office. Consideration will be given to any special conditions attached
to objects acquired through a bequest, donation or as part of a larger collection.
The following courses of action in order of priority may be followed if an object must be
removed from the Collection:
1. The Collection follows the California State University Policy Manual with regard to
the Property Management, the Safeguarding, and Disposal of State Property.
2. Objects acquired by donation should be offered in the first instance to the donor. If the
object intended for deaccession was obtained subject to restrictions which are
inconsistent with deaccession, and if the donor is still living, every attempt shall be
made to obtain from the donor a written waiver and consent to its deaccession. If the
donor is no longer living, every attempt shall be made to contact the heirs or the
estate to receive such a waiver.
3. Removal from the collection by sale, extended loan, trade, or donation. At least two
independent professional appraisals of the fair market value of the object shall be
received to inform further decisions at this point. If possible, the artist should be
given the first option to purchase.
4. The Collection Committee and the Advancement and Development Office shall retain
for the University all records of the deaccessioned object including the original
proposal, portfolio, approval documents, maintenance records, deaccession request,
and approval.
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5. Proceeds from the sale of a deaccessioned object shall be used to support the
Collection unless other intentions are confirmed in writing by the donor. University
Advancement shall be consulted to determine if there is existing donor
documentation.
VI. LOANS
A. Campus Loans
The Collection Committee’s purpose is to secure, manage, and develop the objects of
visual culture it holds according to art collection standards and policies as stated,
protecting it as a heritage and making it available for education, exhibition, research and
community service.
Facilitating campus loans from the Art Department Collection is dependent upon
appropriate professional art collection management staffing to accommodate the request
and secure the art work’s safekeeping outside the collection storage area.
Campus loans from the Collection for use in limited areas (e.g. President’s Office) that
serve the mission of the university and the mission of the Collection are made by request
to the Department Chair and the Collection Committee and require the approval of the
Department Chair, the Collection Committee, and the Dean of Arts and Letters. Such
loans must comply strictly with the outgoing loan policies outlined below.
B. Incoming Loans, Temporary Custody
If an insurance policy is in place that covers artworks held in temporary custody by the
Collection, the Department Chair and the Collection Committee may assume temporary
custody of items other than loans for the purpose of gift consideration.
Works may be placed into the Collection for temporary custody only if arrangements
have been made with the Department Chair and the Collection Committee.
Works placed in the Collection without the Department Chair and the Collection
Committee’s consent will not be insured and will be returned promptly at the owner’s
expense. If the Collection is unable to return an item after reasonable attempts, it may be
treated as an “abandoned loan,” and the Department Chair and the Collection Committee
will comply with Section 1899 of the State of California Civil Code concerning
unclaimed property.
C. Outgoing Loans:
Loans from the Collection are made only to related non-commercial, educational
institutions and require a written request to the Department Chair and the Collection
Committee. The request shall state the purpose of the loan, the period for which the work
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is requested, and the environment in which it will be housed. Borrowing institutions must
submit a Facilities Report.
Loan requests will be reviewed for approval by the Department Chair and the Collection
Committee, who will consider the following criteria as well as other criteria which might
be pertinent to individual loans:
To be approved for loan, the work must be able to withstand the ordinary strains
of packing, transportation, handling, installation, and exhibition. The loan must
not expose the work to undue risk. All risks must be justified by the merit of the
request.
Any borrower must at a minimum meet the Collection’s standards of loans
governing appropriate environment, handling, security, insurance, and
transportation. Borrowers are expected to pay all costs incurred for preparation,
conservation (if necessary), packing, insuring, and transporting art on loan from
the Collection. The borrower must agree to the Collection’s conditions of loan in
a written Loan Agreement. Borrowers will assume full responsibility for any loss
of or damage to the loaned works while they are in transit or on location away
from the Collection.
Permission to photograph, reproduce, televise, or release works from the
Collection to any public media must be secured from the Department Chair and
the Collection Committee. The borrower may not reproduce images of artworks
on objects or documents made for sale. The borrower may photographically
reproduce items from the Collection for educational, catalog, and publicity
purposes in accordance with the copyright if the Collection receives copies of all
reproductions made.
VII. CARE OF THE COLLECTION
A. Responsibilities The Department Chair and the Collection Committee are charged with maintaining the
University’s awareness of its fiduciary responsibilities to the Collection as a public trust.
The Department Chair and the Collection Committee are responsible for ensuring the
maintenance of all security and fire protection devices that affect the Collection.
The Department Chair and the Collection Committee shall maintain policies and
procedures to assure the proper care of the Collection and shall amend the policies and
procedures as necessary to assure its continued care and protection.
The location of each Collection item moved outside the main storage area shall be
recorded by the staff.
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The Department Chair and the Collection Committee shall establish emergency response
procedures to protect the Collection in the case of fire or another disaster.
B. Collection Environment
Access to the Collection storage areas is restricted with keys issued per the University
Policy Manual.
C. Registration System An accession numbering system shall be instituted and utilized per national standards for
museum registration.
Records shall be maintained and updated when changes occur through the catalog
software program.
Backup of databases will regularly be performed under the University’s IT/established
procedures.
Out-going loan records shall be recorded in the Collection database and backed up as
hard copies, as above.
D. Access
Every effort will be made to see that students, faculty, visiting scholars, and others whose
projects fall within the educational goals of the Collection are given reasonable access.
Such access is subject to limitations of space, staff time, and preservation and security
requirements of the Collection. Collection records cannot be removed nor copied from
the Collection files. In reply to reasonable inquiries, the will make available the identity
and description of all accessioned works. Following Sacramento State Development
Policy Manual procedures for gifts to the University, confidential donor information is
not disclosed to the public.
Access to the Collection in storage requires an appointment with the Department Chair
and the Collection Committee or collection management staff. Determination of access
to the Collection is at the discretion of the Department Chair and the Collection
Committee.
All activity or work in the Collection storage areas is subject to supervision by the
appropriate staff. Admittance of individuals or groups into storage areas and the handling
and moving of artwork for study is the responsibility of the designated Collection staff
member, the Department Chair or the Collection Committee.
E. Insurance The University is self-insured and does not have a separate or “wall-to-wall” policy for
artworks. Under this policy, fair market value estimates for each object in the Collection
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will be ascertained and provided to the Office of Risk Management, which will use the
estimates to acquire insurance from the Inland Marine Insurance Program. A proof-of-
insurance document for each insured art object will be kept in the Office of Risk
Management and the Collection database, attached to individual catalog records.
The borrower insures outgoing loans. "Wall-to-wall" insurance, including insurance for
transportation of the artworks, shall be provided at the fair market value for each item
loaned as determined by the Department Chair and the Collection Committee. The
Collection Committee shall be responsible to require and evaluate evidence of insurance
to meet this requirement.
F. Inventory
The inventory shall be verified by accession and catalog number on the master inventory list
and in the catalog database system.
A comprehensive inventory list will be generated in the catalog database system and
updated at least every two years. Missing items shall be reported to the Department Chair
and the Collection Committee as soon as possible.
The Department Chair and the Collection Committee is responsible for reporting missing
items to the University Police and Risk Management (if insured).
VIII. PUBLIC DISCLOSURE
A copy of this policy will be made available to donors, staff, and any other interested
parties on request.
