Procedure for Accepting Donated Art Work

Procedure Section: 
College Administration
Effective: 
Thursday, March 6, 2014
Steward: 
Procedure: 

The Vice President for Planning, Effectiveness and Operations will convene and chair an Art Donation Task Force to review prospective artwork donations, comprised of:

  • Executive Director of the Foundation
  • Dean of Capital Facilities
  • Dean of Financial Services
  • Art Faculty Representative
  • Center for the Arts Gallery Director
  • Four (4) at-large volunteers, to be determined by the characteristics of the artwork

The Task Force will use the review criteria below and other criteria as appropriate to the situation to develop their recommendation for acceptance, which must be arrived at by consensus.  Upon completion of the review, the Task Force will make a recommendation to the College President to accept or decline the artwork.

The College Foundation Executive Director will notify the artwork donor of the College's decision and thank the donor on behalf of the College and Foundation regardless of the decision.

Review Criteria

1)      Aesthetic Quality

  1. Does the proposed gift have strong aesthetic merit?

2)      Proposed location

  1. Is the artwork adequately scaled for the proposed site?
  2. What is the relationship between the artwork and its proposed site?
  3. Why was a particular site requested?
  4. Does the site present any special obstacles?

3)      Donor restrictions/requests

  1. Are restrictions/requests clearly defined? If accepted, can the expectations be met?

4)      Technical specifications

  1. The Task Force must review the actual work, if available, or scale drawings and/or model(s) consisting of a site plan and elevations describing the following: surrounding site conditions, dimensions, materials, colors, electrical, plumbing, or other utility requirements, and construction and installation method.
  2. The Task Force may require additional support material such as text verbally describing artwork and specifications, models or presentation drawings by a licensed engineer.

5)      Budget        

  1. What is the cost of site preparation?
  2. What is the cost of delivery and installation?
  3. Has the donor provided funds for signage, plaque or other appropriate attributions?
  4. Are all projected costs accurate and realistic?
  5. Has the donor clearly defined who is responsible for all costs associated with the donation?
  6. Have written estimates been obtained from technical support and fabrication/installation contractors?

6)      Durability

  1. Will the material last? How long is the material expected to last in a public, non-archival exhibition setting?
  2. What age have other works in the same material(s) attained?
  3. Is the work suitable for its location? For example, what effect will sunlight, salt water, wind, and other elements potentially have on the work?
  4. Are seismic considerations relevant?

7)      Vandalism and Safety

  1. Is the work prone to vandalism or a safety hazard at the proposed site?
  2. Will the work have a graffiti-resistant coating or can one be easily applied?

8)      Maintenance and Preservation

  1. Are there unusual or on-going costs?
  2. Should a maintenance endowment be established by the donor?
  3. Donors must provide a technical and maintenance record including a plan for routine care with estimated costs.
  4. Is the work removable if necessary?

9)      Loan of Art

  1. How long will the art work be placed at the college?

Responsible parties for documentation and expenses of donated artwork.

1)      The donor of the artwork will be responsible for the appraisal of the item if it is valued at or more than $5,000 or the amount set by the governing Internal Revenue Service statute(s).

2)      The donor will be responsible for determining the artwork’s value.

3)      The donor will provide appropriate certification of the authenticity of the artwork, if applicable.

4)      College Foundation will provide the appropriate forms, letters, and receipts for the artwork donation, following relevant guidelines as stipulated by the Internal Revenue Service.

5)      The College Foundation or the college may bear the cost of transporting the artwork to campus or of interim storage for a limited time.

6)      The College will be responsible for the cost and work involved in the installation, display, acknowledgement signage or plaque, educational labeling, reasonable maintenance and security of the artwork.

Disposition of Donated Artwork if No Longer Appropriate

1)      The College President will convene the Art Donation Task Force to determine procedures for the removal of the artwork, if the item ceases to be appropriate for the college.  The Executive Director of the College Foundation will make contact with the donor, if feasible, to sensitively inform he donor of the removal or re-donation of the artwork.  The artwork will be removed from the college inventory.

2)      The College will be responsible for the removal of the artwork.

Procedure Code: 
PRCADM217