University of Sussex Artworks Policy

The University of Sussex has acquired works of art since its establishment, either through donation, purchase, or commission. These artworks are on display throughout the campus or held in storage within the library, and on occasion are let to external bodies for exhibition. This policy sets out how artworks will be acquired and cared for by the University going forward.

1. Scope

This policy should be read by anyone acquiring artworks on behalf of the University, or caring for artworks belonging to the University.

Definitions

For the purposes of this policy an artwork is defined as being any of the following:

• Physical sculpture, painting, drawings, etchings, textiles and wall murals
• Sound installations
• Digital installations
• Recordings and documentations of performance art or other time-based/ephemeral projects
• Furniture or other functional parts of buildings commissioned from artists

Care is defined as the display, loan process, preservation and conservation of any item designated as a University artwork. It also provides guidance on disposal processes.

2. Responsibilities

University Artworks Group

This policy will be overseen by the University Artworks Group (“the Group”).
The Group will comprise six members representing stakeholders across campus:

• Library
• ACCA
• Estates
• DARO
• Student body
• Academic body

Members representing each stakeholder group will be nominated by Head of each PS Directorate listed, the Student Union President and Dean of MAH.

Group membership will ensure a broad range of representation across all protected characteristics, as defined by the Equality Act 2010.

The Group will be chaired by the Director of Library Services or their Deputy.

Acquisitions and disposals

The Group will be responsible for making decisions regarding the acquisition, commissioning or disposal of artworks from the University’s collection.

Selection criteria and priorities for acquisition will be determined by the Group.

The Group will meet physically or virtually on an as-and-when basis, but not less than once a year. At least four members of the Group will be required for a meeting to be considered quorate.

The Chair will hold the casting vote in the event of an equal split in decision making.

Individual Group members may be required to actively investigate offers to assess their appropriateness.

Care and administration of artwork collection

The artwork collection will be administered (loans, record keeping, preservation and conservation interventions) by Special Collections under the management of the Library’s Collections Senior Manager.

Loans of artworks to the University

Individual Schools and PS Directorates may occasionally borrow works from artists and external organisations. In these situations, the management of the loan is the responsibility of the School or Directorate.

Special Collections may provide advice and support on loans to the University when requested. The loaned works will remain the property of the lender and are considered beyond the scope of this policy.

3. Policy

Management of the artworks

Display and loans

All items within the collection should be available for display within the University campus providing their condition allows.

Items on display on campus should be secured appropriately, and their location must be approved by Special Collections staff to ensure that environmental and security conditions are appropriate.

All artworks on display will be labelled with their reference number.

Requests from external organisations to borrow works for exhibition will be referred to the Group for decision. The requesting institution must provide evidence of security, insurance and transportation details as well as details on how the item will be displayed.

The requesting institution will be required to provide ‘nail-to-nail’ insurance cover for the duration of the loan.

On approval of loans to external partners, Special Collections staff will liaise with the requesting institution accordingly.

Requests by Schools and PS Directorates for support from Special Collections to manage inward loans should be made six months before the proposed date of installation.

The University does not accept ‘permanent loans’ from external partners. Long-term loans to the University will only be agreed where there is a clear ongoing business case.

Storage

When not on display, physical works will be stored in the University Library’s artworks store and recorded as such on the Artworks Database.

Record keeping

A unique identifier will be issued for every work added to the collection.

All information relating to any items within the collection will be recorded on the Artworks Database maintained by Special Collections. This information will be recorded against the item’s unique identifier and should include creator, title and provenance where available, condition report including dimensions, and current location.

Where items have been loaned for exhibiting within the campus, a loan form detailing location, security and a named contact should be completed following liaison with Special Collections staff that the proposed location in appropriate.

Preservation and conservation

Items with potential conservation needs will be assessed and prioritised using the following criteria:

• current or anticipated demand, including for display or loan
• rate of deterioration
• cultural and historical significance

All conservation treatments will be subject to minimum intervention and will be recorded in detail and photographically for future reference.

The Library makes available a small budget for the conservation of collections, including artworks. Additional funds for conservation may be sought when an item is identified as being in need of treatment.

Preservation issues will be taken into account when considering artworks for acquisition. Where appropriate, additional funds will be requested with donations for preservation activities.

Digital works selected for long term preservation will be stored in line with the University Library Digital Preservation Policy.  An access copy will be available on request to Special Collections.