1.0 Policy Purpose
The purpose of this policy is to provide clear standards and expectations for the growth, care, and use of the Brown University Public Art Collection, including the review, acquisition, acceptance, siting, maintenance and deaccessioning of public art.
2.0 To Whom the Policy Applies
This policy applies to Brown University faculty, staff, students, volunteers and any other individuals who manage or maintain the Public Art Collection.
3.0 Policy Statement
The Brown University Public Art Collection, or simply the Public Art Collection, refers to the permanent or long-term art collection on display in public and semipublic spaces on the Brown University campus. Objects of art that are accepted into the Public Art Collection become the responsibility of the Public Art Working Group.
Note: The Subcommittee on Public Art and the Public Art Working Group are not responsible for loans or acquisitions of artwork executed by other groups or entities at Brown without the Subcommittee’s knowledge and approval.
Brown University is distinguished by the character of its campus. Its landscape, architecture and its Public Art Collection form an environment that represents the culture of the University. The University’s Public Art Collection provides aesthetic, historical and intellectual value to the University environment.
The Public Art Working Group is responsible for:
- Reviewing proposals for the acquisition of public art and recommending to the Subcommittee on Public Art the approval, suggestions for modifications, or the rejection of the proposed artwork and its siting.
- Advocating the need for public art on campus, both broadly and at specific siting opportunities, including both indoor and outdoor public spaces. This work complements the campus master planning process.
- Supporting Brown’s “percent-for-art” program. One percent of the construction budget for all new buildings and major renovations is devoted to the commissioning of artwork for the building or grounds. The Public Art Working Group executes these commissions, working closely with both the architects and the users of the building to select artists whose work they believe will complement, activate and respond to the activities of the space.
3.1 Accessions
Public art is acquired through donations, bequests, solicitations, purchases and loans. The advocacy and selection of public art can be controversial and, at times, technically challenging. Public art selection must address such issues as: artistic quality, appropriateness, site context, public sensibility, durability, maintainability, ownership history and title, safety and security, and cost.
The following criteria will guide the selection process:
- Proposed art shall display a high level of artistic quality and craftsmanship that support and enhance the academic and creative mission of Brown University. Distinctive works of art chosen or created for campus public space shall be of sufficiently high quality to merit inclusion in Brown's Public Art Collection.
- The "message" or theme of proposed art, if any, shall align with the University Code of Conduct.
- An appropriate site in campus public or semipublic space shall be available.
- Proposed art shall be structurally sound and present no environmental or safety hazard.
- The installation site will allow accessibility for all individuals.
- An external funding source to cover all costs of acquisition, purchase, shipping, installation, wall-to-wall insurance, security, appraisal and maintenance shall be determined prior to acceptance. If sufficient funding is not immediately available, this criterion may be waived by the President in exceptional circumstances.
- All art gifts will comply with the Gift Acceptance Policy.
All proposals for donations to the Public Art Collection must be made to the Director of the Public Art Working Group (Director), who will present the proposal, together with a recommendation to accept or decline, to the Public Art Working Group. Recommendations are referred to the Subcommittee for Public Art for final approval.
Gifts or purchases 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 Public Art Working Group and the Advancement Office acknowledge the donation by a deed of gift.
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 displayed or retained in perpetuity.
3.2 Loans
The Public Art Working Group will consider incoming loans to the Public Art Collection. All loans must be made for a specified period of time and will be documented in accordance with established registrarial methods and procedures. All loans must be documented by written loan agreement between the University and the lender prior to shipment of the object.
The Public Art Collection will be retained for its intended purpose and loans to outside institutions or individuals will not be considered.
3.3 Deaccessioning
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. Legal requirements will be respected to a reasonable extent. In addition, the wishes of the donor, as stated in correspondence or deed of gift, will be honored as appropriate to the given situation.
The Public Art Working Group may consider the deaccessioning of artwork for one or more of the following reasons, in the event that it cannot be re-sited:
- The artwork is not, or is only rarely, on display.
- The condition or security of the artwork cannot be reasonably guaranteed.
- The artwork has been damaged or has deteriorated, and repair is impractical or unfeasible.
- The artwork endangers public safety or the reputation of the University.
- In the case of site-specific artwork, the artwork’s relationship to the site is altered because of changes to the site or to the purpose of the site.
- The artwork has been determined to be incompatible within the context of the Public Art Collection.
- The University, with the concurrence of the Subcommittee for Public Art and the Public Art Working Group, wishes to replace the artwork with work of greater significance by the same artist.
All recommendations for deaccessioning will be made by the Committee for Campus Collections, upon the proposal of the Public Art Working Group. If the value of the object or proceeds from the sale of the object could meet or 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 Public Art 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 custodian of records who is the Director of the Public Art Working Group. Whenever possible, objects deaccessioned from the Public Art Collection will be disposed of at an appropriate non-profit institution or through public auction (whenever practical). For works of little to no monetary or historical value, majority vote by the Public Art Working Group regarding the disposal of the object will control, and disposal will be at the Public Art Working Group Director’s discretion.
3.4 Cataloging and Care of the Collection
Brown University and its Public Art Working Group take seriously the responsibility to act as stewards of the artwork entrusted to their care. The Public Art Working Group is committed to excellent collections management principles carried out in accordance with the Code of Ethics and Guidelines for Practice of the American Institute for Conservation of Historic and Artistic Objects, the professional organization that governs art conservation activities.
3.4.1 Documentation
The Bell/BAI Gallery Registrar’s Office will maintain and research records on collection objects and will improve records as more information is gathered. Documentation is essential for collection development, research, preservation and interpretation. Sensitive or personally identifiable information regarding donors (such as name, address, and phone number) and valuations of objects will be kept confidential, unless the donor agrees to disclosure.
Collections records include:
- Identifying description of the object and accession number.
- Legal status of the object - that is, whether the object is temporarily in the custody of the institution, or owned by the institution and, if owned, whether title was acquired by gift, bequest, purchase, transfer or exchange, and from whom
- Acquisition documents that demonstrate the legal status of the object
- Exact credit line at time of acquisition
- Valuation for insurance purposes (with updated valuations on a specified schedule)
- Activity and history of the object (including: loans, exhibitions, conservation and movement)
- Conditions and/or restrictions on the object
3.4.2 Conservation
Treatment decisions are guided by advice from conservators in consultation with the relevant curators. Qualified conservators, who have the demonstrated training, experience and equipment to safely treat artworks, will be hired to provide services. All treatments are documented, and that documentation is stored with the collection records for each artwork.
3.5 Risk Management
Brown University maintains a standard fine arts wall-to-wall insurance policy covering its art collections and as needed, formal loans to the campus. Coverage is in effect on art stored or displayed on the University premises, in transit and at other approved locations, unless otherwise provided in writing. Insurance coverage is negotiated by Brown’s Department of Strategic Purchasing, Contracts and Insurance. All damage or loss must be reported to the Director of the Public Art Working Group as soon as possible, who in turn must report it to Brown’s Department of Public Safety and the Director of Insurance immediately. A written report will be filed with the Director of the Public Art Working Group and the Bell Gallery/BAI Registrar. Photographs of any damage will be taken immediately after damage is reported and filed with the written report.
4.0 Definitions
For the purpose of this policy, the terms below have the following definitions:
Campus Collections Committee: The Campus Collections Committee shall oversee management of the University’s general collections and review, in the first instance, the written policies of other units of the University holding collections. The committee shall be charged by the President with developing written policies and procedures regarding those objects held generally by the University, and with reviewing any proposed deaccession to ensure that it is consistent with the policy of the unit making the proposal. The members of the committee shall be appointed by the President and shall consist of the University Curator, the University’s General Counsel, the Executive Director of Planned Giving, the Director of Exhibitions and Chief Curator of the Bell Gallery, the Director of the Haffenreffer Museum of Anthropology, the Director of the Joukowsky Institute for Archaeology and the Ancient World, the Associate University Librarian for Special Collections and the University Librarian.
Public Art Working Group: The Public Art Working Group will be responsible for implementing the University’s public art program, including developing and updating as necessary the plan for the acquisition and display of public art at Brown and presenting it to the Subcommittee for Public Art; identifying and stewarding potential donors of permanent or temporary public art installations, overseeing the logistics of installing public art, and planning public events and lectures related to public art on campus. The members of the committee shall be appointed by the President.
Subcommittee on Public Art: The Subcommittee on Public Art shall be charged with the development and oversight of a plan for the acquisition and display of public art at Brown with the goal of elevating and promoting the arts at Brown through the strategic use of the campus as an outdoor gallery for a vibrant and engaging public art collection, comprised of both permanent and temporary installations. The Subcommittee shall consist of the President, ex officio, and between six and eight members appointed by the Chair of Facilities and Campus Planning, at least two of whom shall be current members of the Corporation. Members of the Subcommittee may include members of the faculty, as well as Emeriti Corporation members, alumni, and friends of the University, including members with experience and expertise in the areas of art and public art as professionals or collectors. A Chair of the Subcommittee shall be designated annually by the Chair of the Committee on Facilities and Campus Planning.
5.0 Responsibilities
All individuals to whom this policy applies are responsible for becoming familiar with and following this policy. University supervisors and employees with student oversight duties are responsible for promoting the understanding of this policy and for taking appropriate steps to help ensure and enforce compliance with it.
The Corporation and the President of Brown University govern the Subcommittee on Public Art, which in turn governs the Public Art Working Group. Members of the Subcommittee on Public Art and the Public Art Working Group are expected to adhere to these policies and procedures at all times. Furthermore, all committee members will adhere to the University Code of Conduct and the Conflict of Interest and Commitment Policy.
The Director of the Public Art Working Group is responsible for:
- building, managing and stewarding the Public Art Collection, in consultation with Brown's professional curatorial and art registration staff.
- Overseeing all collections matters and ensuring compliance with all policies.
6.0 Consequences for Violating this Policy
Failure to comply with this and related policies is subject to disciplinary action, up to and including suspension without pay, or termination of employment or association with the University, in accordance with applicable (e.g., staff, faculty, student) disciplinary procedures.
7.0 Related Information
Brown University is a community in which employees are encouraged to share workplace concerns with University leadership. Additionally, Brown’s Anonymous Reporting Hotline allows anonymous and confidential reporting on matters of concern online or by phone (877-318-9184).
The following information complements and supplements this document. The information is intended to help explain this policy and is not an all-inclusive list of policies, procedures, laws and requirements.
7.1 Related Policies
7.2 Related Procedures
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7.3 Related Forms
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7.4 Frequently Asked Questions
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7.5 Other Related Information
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Policy Owner and Contact(s)
Policy Owner: Provost
Policy Approved by: The Corporation of Brown University
Contact Information:
Policy History
Policy Issue Date:
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Policy Update/Review Summary:
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