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Contracts, Purchasing & Surplus Inventory

Works of Art

OVERVIEW OF THE PERMANENT ART COLLECTION GUIDELINES

The Art Selection and Permanent Collection Committee is appointed by and reports to the President of Central Washington University. The purpose of the Committee is to consider and recommend the purchase of objects of art for the campus as authorized in RCW 28B.10.025(III.C.).

The Committee also establishes policy related to the University's Permanent Art Collection including:

  • A procedure for evaluating for inclusion in the Permanent Art Collection, gifts of art to the President or other officers of the University that exceed $50.00 in value to the University.
  • Guidelines for maintenance of the inventory of the Permanent Art Collection.
  • Guidelines for storage of the Permanent Art Collection.
  • Guidelines for display of items from the Permanent Art Collection in University display cases or buildings.
  • Guidelines for loaning items from the Permanent Art Collection to interested parties.
  • Guidelines for upkeep of and restoration or removal of damaged art.
     

The scope of the collection includes all original works of art, antiques, fine craft objects, and/or other items of art acquired by the University, or its departments, auxiliary programs, schools, colleges, groups and individuals in the name of the University by way of purchase, gift, bequest, or by any other lawful means. Art purchased with CWU Foundation funds remains their property unless otherwise designated.


Guidelines for Acquisition

All acquisitions valued over $50.00 will be submitted to the Art Selection and Permanent Collection Committee for approval, taking into consideration the terms of acquisition and areas for collection development outlined in this policy. Approval by the Art Selection and Permanent Collection Committee will be decided by a majority of votes. The Chairperson of the Art Selection and Permanent Collection Committee will have a vote and, in the case of an equality of votes, a second or casting vote. (Agreement for Art Purchase)


Insurance

Donations, loans or purchases of works of art are not automatically insured by CWU. A certified appraisal must accompany all donations, loans or purchases of art. All works of art must be reported to the Art Selection and Permanent Collection Committee, such committee designee shall notify the Program Manager of Business Services and Contracts should they determine the need for Fine Arts Coverage.


Inventory

The Art Selection and Permanent Collection Committee will record and catalogue the Permanent Art Collection using an electronic database. All art objects acquired by the University are to be recorded and properly identified in this database regardless of the department acquiring the objects. It is the responsibility of the department in which the works are housed to keep the Art Selection and Permanent Collection Committee informed as to the location of the works. A copy of this inventory will be given to the Business and Financial Affairs' Surplus and Asset Management office. Changes in the status of inventoried objects, such as loss, destruction, or relocation of the objects should be reported to the Art Selection and Permanent Collection Committee and Surplus and Asset Management office at the earliest convenience. Proposed new acquisitions of art valued at and above $50.00 should be reported to the Art Selection and Permanent Collection Committee before the transaction is final. Art objects valued below $50.00 should be reported by the office or department receiving the item as soon after the acquisition as is convenient. Losses involving theft should be reported to the University Police Department, the Art Selection and Permanent Collection Committee and the Surplus and Asset Management office.


Methods of Disposal

Should a department wish to dispose of an object previously acquired, the following procedures should apply:

  • The object should be presented to the Art Selection and Permanent Collection Committee with a request to dispose of the object. This written request should include a justification for the disposal of the works of art and a proposed destination for the works of art.
  • If the object is not desired for an established collection, the object should be disposed of using appropriate means.
  • The Art Selection and Permanent Collection Committee should discourage the sale of objects of art without clear justification and are subject to SAAM 30.20.22. The most current version of this code can be found online at: www.ofm.wa.gov/policy.