Objects may be added to the Campus Collection by means of gift, bequest, and purchase. Objects are intended to be retained for the long-term and must meet the following criteria:

• The object is consistent with the collection goals of Brown University;
• The object presents a unique opportunity for Brown University and should be given preferential consideration;
• Brown University has adequate facilities, staff, and funds to care for the object;
• The history of the object is adequately documented, and the donor/seller has clear legal title to it;
• The object is suitable for display; and
• The object is unencumbered by restrictions, either imposed by the donor or by intellectual property rights (copyright, trademark, patent or trade secret), and by its nature is not physically hazardous, defamatory, and would not result in an invasion of any individual’s privacy. On all matters of collection policy, Brown University is committed to upholding the UNESCO Convention on the Means of Prohibiting and Preventing the Illicit Import, Export and Transfer of Ownership of Cultural Property (1970) and to complying with applicable federal, state, and local laws and regulations, including the Native American Graves Protection and Repatriation Act (1990). 

All proposals for donations to the Campus Collection must be made to the University Curator (Curator), who will present the proposal together with a recommendation to accept or decline to the Committee on Campus Collections. Proposals accepted by the University will comply with the Gift Acceptance Policy to ensure that valid legal title is passed to the University, that proper tax forms are completed when applicable and requested by the donor, and that the records of both the Curator and the Advancement Office acknowledge the donation by a deed of gift.

The Curator may purchase objects for the Collection provided that the individual object’s purchase price is less than $5,000, and funds have been identified for purchase. While it is the University’s intention to accession objects for long-term use and preservation, no guarantee shall be made that the gift or bequest will be retained in perpetuity. 

To maintain accountability and to provide ease of access to the Collection, all objects identified as part of the Campus Collection must be catalogued and entered into the University’s Inventory of Historic Properties database. The Curator will oversee a regular inventory of the objects in the Campus Collection, whether on site or on loan to other institutions. The goal of the inventory is to record and verify object locations, assess past and future storage usage needs and identify major conservation issues. Results of the inventories will be reconciled with the collection management system and records documentation according to standard inventory procedures.

For objects that are placed on public display throughout the campus, the Curator will advise responsible parties concerning the security, maintenance and conservation of art objects. 

Over time it may become necessary to discard some objects because of condition or sell them because they are no longer considered appropriate for use on campus or for any other reason. In all cases, both legal requirements and the intent of the donor as stated in correspondence, deed of gift, or other legal document will be considered.

All recommendations for deaccessioning will be made by the Committee for Campus Collections, upon the proposal of the Curator. If the value of the object or proceeds from the sale of the object is expected to exceed $100,000, the recommendation will be forwarded to the President and the Corporation for their approval. Any proceeds realized through the sale of objects deaccessioned from the Campus Collection will be restricted to the use of new acquisitions and object conservation.

All records relating to the disposal of an object shall be retained by the University Curator.

Whenever possible, objects deaccessioned from the Campus Collection will be disposed of at an appropriate non-profit institution or through public auction. For works of little to no monetary or historical value, majority vote by the Committee on Campus Collections regarding the disposal of the object will control, and disposal will be at the Curator’s discretion.

Brown University maintains a standard fine arts wall-to-wall insurance policy covering its collections and, as needed, loans to the campus. Coverage is in effect for objects on University premises, in transit and at other approved locations, unless otherwise provided in writing. Insurance coverage is negotiated by Brown University’s Department of Strategic Purchasing, Contracts and Insurance. All damage or loss must be reported immediately to the University Curator, who will in turn immediately report it to Brown’s Department of Public Safety and Director of Insurance. A written report will be filed with the University Curator. Photographs of any damage or loss will be taken immediately after damage or loss is reported.

In general, objects in the Campus Collections will be retained for their intended purpose of furnishing the University campus. On occasion, objects from the Collections may be loaned for educational and scholarly purposes to institutions that can demonstrate they have the facilities and staff available to exhibit and care for the object to the University Curator’s satisfaction.

All loans will be made for a specific period of time and will be documented in writing in accordance with established registrarial methods and procedures. All loans must be contracted for by a written loan agreement between the University and the borrower prior to shipment of the object. An administrative loan fee of $150.00 per object will be charged to borrowing institutions, and is subject to change at any time at Brown’s sole discretion.  

Loans of collection items will not be made to individuals for personal use.  

Requests to reproduce Campus artwork must be referred to the Curator. The University can grant such permission only to the extent of its ownership interest in the artwork. The Curator will process reproduction contracts, which will include reproduction terms, including a Brown University credit line.

For the purpose of this policy, the term below has the following definition:

Campus Collection of Brown University (Campus Collection): The Campus Collection of Brown University includes those objects and architectural interiors which are deemed to have lasting cultural value to the University and which are not included in the University’s Museum, Gallery, Public Art or Library Collections. The Campus Collections are accessioned and catalogued according to AAM professional standards and subject to a high standard of ethical and conservation considerations. Brown University actively seeks to obtain by gift, bequest or purchase, works of art and other objects that are in accord with its mission. 

• Inventory Policy
• Movement of Objects Policy
• Gift Acceptance Policy

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• Native American Graves Protection and Repatriation Act (NAGPRA)
• UNESCO Convention on the Means of Prohibiting and Preventing the Illicit Import, Export and Transfer of Ownership of Cultural Property (1970)