Policy UL-AD02 Exhibitions and Displays for the University Libraries

PURPOSE:

To provide an overarching policy that guides library employees with the organization, curation, and installation of exhibitions and/or displays throughout the Penn State University Libraries (University Libraries), including University Park and the Commonwealth Campus Libraries (CCLs).

DEFINITION OF TERMS:

Exhibition: A large selection of curated materials centered around a similar idea, theme, or story and arranged to engage the viewer. These research and creative endeavors always require a plan, involve collaboration, and should include textual descriptions that further understanding and learning outcomes for a broad audience. Exhibitions require extensive preparation and are often on view for several months, or semesters.

Display/Exhibit: A small selection of materials chosen for visual appeal, timeliness, or topical relevance that does not necessarily include in-depth, interpretive textual descriptions. However, some level of description for materials on display is strongly encouraged; i.e., a book display may only warrant a title. These activities usually require less preparation than exhibitions, can be completed by one person, and are on view for a shorter time.

Curator(s): An individual or individuals with broad responsibility for selecting materials, organization, research, writing interpretive and descriptive texts, installation, and related programming.

SCOPE:

This policy applies to all exhibitions, exhibits, and displays installed in University Libraries-administered spaces, both physical and online.

POLICY:

Exhibitions and displays offer visually and intellectually stimulating presentations of various materials (e.g., archival documents, books, photographs, and other special collections), which may be curated physically and/or digitally to highlight unique and diverse library holdings. The goal of these outreach initiatives is to advance Penn State’s and the University Libraries’ foundational values, as well as engage with the University’s trifold mission of teaching, research, and outreach. While displays often highlight new and/or noteworthy materials, exhibitions may facilitate critical inquiry and advancing knowledge across academic disciplines. Both exhibitions and displays within the University Libraries should aim to achieve the following: present diverse, inclusive, and respectful viewpoints and ensure information and design accessibility for viewers.

Collaboration: Collaboration between University Libraries employees and other curator(s), such as faculty, staff, students, campus, and community groups, is encouraged. Before an exhibition or display is installed in a library space, materials and interpretive and descriptive text should be reviewed well in advance by the collaborating library employee to ensure that information presented corresponds with the University Libraries’ aims and outreach goals. The use of exhibition areas and display cases is therefore subject to the discretion of each University library location and its appropriate local administrator.

Accessibility: As an institution that provides public services, the University Libraries must afford reasonable accommodations to ensure programs, including displays and exhibitions and their curatorial and promotional content, are accessible to all individuals in person and/or online. If questions about accessibility arise, the curator(s) and other relevant library employees can contact the Office of Equal Opportunity and Access and the ADA Coordinator (adainfo@psu.edu) for assistance and to verify that all ADA Accessibility requirements are being followed.

Sensitive or Controversial Materials: Within the University Libraries-administered spaces, the exhibition or display of sensitive or controversial materials in person and/or online should always be acknowledged and placed in historical context. This context is most impactful when it is specific to the controversial nature of the materials on display. An example of a general statement follows:
Some materials may reflect outdated, biased, offensive, and possibly disturbing views and opinions. Viewers should be aware that they may engage with this content. Potentially offensive and harmful imagery cannot be redacted or obscured.

Dispute Resolution: Penn State University Libraries adhere to the principles of intellectual freedom as defined by the American Library Association (ALA):
“Intellectual freedom is the right of library users to read, seek information, and speak freely as guaranteed by the First Amendment.”

If any Penn State Community member or Pennsylvania resident who has a current Penn State University Libraries library account wishes to make a statement of concern regarding any material, space, art, etc., they should contact the Penn State University Libraries location where the exhibition or display is located.

ADDITIONAL GUIDING PRINCIPLES:

Facilities and Risk Management: The University Libraries encourages library employees to consider facilities and risk management best practices that can be reasonably implemented at a given location.

Preservation, Conservation, and Digitization: Working in concert with experts in the University Libraries’ Department of Preservation, Conservation, and Digitization (PCD), the curators of exhibitions and displays should consider available environmental control (lighting, temperature, and relative humidity). PCD can also provide guidance on supports, display techniques, and create custom stands for items.

Public Relations and Marketing (PRaM): In preparation for the installment of an exhibition or display, the University Libraries encourages library employees to share, in advance, promotional information (e.g., images, flyers, caption details, learning outcomes, social media content, and other background information) with the Public Relations and Marketing (PRaM) Office. The creation of content for exhibitions and displays should also consider the University’s visual and editorial standards found in the Marketing Communication Policy (UL-AD29) and follow the University Brand Review process.

RELATED LINKS:

• Penn State Accessibility
• Public Relations and Marketing (Intranet Site)
• University Brand Book: Editorial Standards
• Penn State Faculty Affairs Academic and Free Speech Resources
• Penn State Primer on the First Amendment

CROSS REFERENCES:

Other University Libraries policies and guidelines should also be referenced, especially the following:

• UL-AD03 University Libraries Intellectual & Academic Freedom Policy
• UL-AD29 Marketing Communications
• UL-SP03 Special Collections and Commonwealth Campus Libraries

Related University Policies:

• AC47 General Standards of Professional Ethics
• AC64 Academic Freedom
• AD61 University Marketing and Communications
• AD69 Accessibility
• AD85 Title XI Sexual Harassment