University Art Collections

Policy number: 1.20

Policy section: Institutional Affairs

Revised Date: January 2, 2019

1.  Definitions.

Definitions of capitalized terms are set forth in Appendix A.

2.  Purpose

The purpose of this policy is to provide for rules governing the Collections.

3.  Policy Statement

It is the policy of the University that the Collections will be managed by the Committee.

4.  Record Keeping

Responsibility for record-keeping for the Collections resides in the Committee. The Director is Chair of the Committee.

5.  Distribution and Rotation of Paintings

Distribution and rotation of paintings available for display throughout the University will be determined by the Committee. The Committee will submit recommendations to the PEC for approval when the Committee determines that security or insurance matters should be addressed by the PEC.

6.  Insurance Coverage

  1. The Committee will be responsible for recommending appropriate insurance coverage for art objects on SMU property. The Director, the Dean of the Meadows School of the Arts, and the Chief Risk Officer will determine appropriate coverage.
  2. The Director will maintain a current inventory of all art objects on which the University carries insurance.
  3. The Director will send a copy of this inventory to the Vice President for Business and Finance at three year intervals, beginning in April, 2019. The inventories will be supplemented with annual April reports updating evaluation of the present status of insurance coverage and submitting recommendations to the Vice President for Business and Finance when changes are required.

7.  Display and Purchase of Student Art

The Chair of the Division of Art in the Meadows School of the Arts will make student art available to campus offices or buildings. Costs for framing student art will be borne by the offices requesting the art. Purchase of student art by faculty and staff will be approved by the Chair of the Division of Art, and funds resulting from such purchases will be given to the student.

8.  Negotiation, Purchases and Sales

All negotiations for the purchase or sale of art objects, not including student art, and all purchases and sales must be handled in a manner consistent with the Bylaws of the University governing the assets of the University and any Board Resolutions governing the Collections. Responsibility for negotiations, purchases and sales is assigned to the Director, subject to any required approvals.

9.  Negotiation Report

The Director will report proposed negotiations for the sale of art objects, not including student art, to the Vice President for Business and Finance, requesting approval of the sale of art objects, estimating the cost of sale, and providing a report of the estimated net proceeds to the University and a recommendation on the use of such proceeds. All art objects deaccessioned or otherwise removed from the inventory will be reported to the Chief Risk Officer at the time of deaccession or removal.

10.  Donor Notification

When possible, the Director will explain to the donor of an art object any sale or proposed sale of the art object.

11.  Departmental Art

The purchase of art objects by individual University departments with budgeted funds or with restricted gifts by donors will be approved by the Director. If insurance coverage is required, the Director will report the requirement to the Vice President for Business and Finance and the Chief Risk Officer.

12.  Considerations When Accepting Art Donations

Questions concerning the advisability of accepting art objects from donors will be considered by the Committee, and recommended action will be submitted to the Vice President for Development and External Affairs for approval. If a donor imposes conditions on a gift, the donor will be asked to sign a Deed of Gift describing the gift and stating the conditions, which is to be reviewed by the Office of Legal Affairs.

13.  Additional Procedures for Sale of Art

Before an art object in the Collections may be sold, the sale must be recommended to PEC after the Committee is satisfied that the evaluation of the art object and the terms of the sale are accurate and appropriate. If necessary, PEC will then recommend the sale to the Board of Trustees for its approval.

14. Questions

Questions about this Policy may be directed to the Vice President for Academic Affairs.

Appendix A: Definitions

“Collections” means the University's Art Collections, including University-owned paintings, sculpture or other art objects owned by or in the care of the Meadows Museum, the Meadows School of the Arts or any other school or department of the University.

“Committee” means the Committee for the University's Art Collections.

“Director” means the Director of the Meadows Museum.

“PEC” means the President’s Executive Council.

Revised: January 2, 2019

Adopted: June 1, 1994