Policy UL-AD02 Exhibits (University Park)

UNIVERSITY LIBRARIES EXHIBITS POLICY:

Exhibits support scholarly, historic, social and cultural initiatives of the University, primarily using Libraries' collections. When appropriate the Libraries may partner with other University units.  

OBJECTIVE:

Exhibits promote the richness and diversity of the Libraries' collections and services and aim to educate the viewer. 

PROCEDURES AND GUIDELINES:

Note: The following procedures and guidelines pertain to the Libraries' main exhibit area and the Diversity Studies Room. Exhibits in The Special Collections Library and other subject library locations are excluded from this document.

Materials:

Exhibit materials may include a particular subject or event, special collections, little-known resources or services, library gifts, or other library-related materials. They may also include materials developed in partnership with other University units. Facsimiles are made of most materials to protect valuable items and to keep collections available for patron use. 

Location:

Sidewater Commons, 102 Pattee Library, is the main exhibit area. Other areas include the two glass cases at the Pattee Library mall entrance, and the Diversity Studies Room, 203 Pattee Library. 

Staff:

The exhibit coordinator, reporting to the manager of Public Relations and Marketing (PRaM), coordinates exhibits in Pattee Library, described in the above location note. He or she also offers some assistance for Special Collections exhibits and consultation for subject library displays and when appropriate develops overlapping themes. 

Development of Exhibit Calendar:

The exhibit coordinator and manager of PRaM work with an Exhibits Committee to develop an exhibits calendar. Additionally, the exhibit coordinator welcomes emails or printed notes of exhibit ideas and works into the calendar as appropriate.

Exhibits Committee:

The Dean of the University Libraries appoints 6 interested Libraries faculty and staff to serve a 2-year term. The committee develops an exhibits calendar and selects a lead committee member for each exhibit to oversee the creation of exhibit images and text.

Exhibit Content:

Lead committee member gives content and images to the exhibit coordinator, who creates final format for visuals and text. PRaM edits text before it is formatted. 

Insurance:

Libraries and University owned materials do not need itemized insurance listing. Items from private collections require a written and itemized listing with noted replacement cost for each item or a written and signed insurance waiver.

Execution of Materials:

Exhibit coordinator works with selected materials to develop an informative and aesthetic outcome. The Digitization and Preservation Department prints over-sized materials (items larger than 13 x 19 inches). The exhibit coordinator formats exhibit cards and opening statements and submits with one or two images to PRaM for review and creation of promotional materials, a minimum of 2 weeks before the exhibit opening.

Oversight:

The exhibit coordinator reports to the manager of Public Relations and Marketing. The Libraries' Administrative Deans review as appropriate.

Funding:

An exhibit budget projected each spring includes all costs related to installation of exhibit and related programming. Costs for promotional communications are projected in the Marketing Budget.

Installation and Removal:

The exhibit coordinator is responsible for installation and removal and ensures return of all materials to appropriate place.

Archiving:

Exhibits will follow archival naming conventions used by Digitization and Preservation (D&P) and will include appropriate exhibit information. The exhibit coordinator and PRaM staff have access to the Exhibits folder on D&P’s server, which is the main archive for all exhibit materials, including all formatted images, the text, and the PR items. The scans of the native images (unformatted) will be maintained by D&P in appropriate folders.

Effective Date:  April 9, 2014
Date Approved:  January 15, 2014 (Dean's Library Council)

Revision History (and effective dates):

• April 2014 – Revised policy to include newly formed Exhibits Committee and new Archiving procedure
• February 1, 2010 – Supersedes August 14, 2000 policy
• August 14, 2000 – Supersedes October 1989 policy
• October 1989 – Revised
• April 1989 – New policy

Last Review Date:  April 2014