Acquisitions Policy

To fulfill the objectives set forth in the Collection Development Statement, the Gallery will acquire, through gift or purchase, art objects and artifacts for accession into the University's permanent collection. 

Criteria for acquisitions 

An art object or artifact may be submitted for consideration as a gift or purchase in consultation with the Gallery Director, the Assistant Director, and/or the Development office. Before any object is accepted into the permanent collection, it must be recommended by the Library and Art Gallery Committee, with final approval to be made by the Gallery Director. 

The Gallery will only acquire objects that the University has the facilities and resources to care for properly. Consideration will be made regarding any special requirements associated with the object, including, but not limited to, conservation, preservation, exhibition, and insurance. 

The Gallery will not acquire an object without attempting to obtain valid title and a verifiable record of authenticity and provenance. Normally, title to any object acquired, whether gifts or purchases, should be obtained free and clear without restrictions to use or future disposition. The Gallery will not acquire any object with the sole intention of selling or otherwise disposing of it. 

Gifts or purchases of antiquities will only be recommended if in agreement with the United States federal policy as outlined in the 1983 Convention on Cultural Property Implementation Act, which prohibits the illicit import, export, and transfer or ownership of cultural property. 

Transfer of objects 

The University will insure objects in the permanent collection at current appraised values upon legal and physical transfer. For this purpose, documentation should be provided by the donor or seller stating:

  • current proof of ownership including, if available, bill of sale, artist, title, medium, size, date of execution, edition number, signature, and condition/conservation histories;
  • current appraised value of the object by an independent licensed appraiser or other expert, as indicated by the Gallery Director;
  • provenance and a history of appraisals, if available.
All acquisitions are irrevocable upon legal and physical transfer.

Procedures for the purchase of objects

Objects may be purchased by the University for the permanent collection through funds from restricted art acquisition endowments which are maintained by the Gallery (the Eben Griffiths Endowment, the Helen Jeanne Gilbert Endowment, and the Helena Walsh Kane Endowment), through funds from restricted endowments maintained by the Department of Art and Art History (the Jeanne Scribner Cashin Endowment), or other University budgets. The Gallery and the Owen D. Young Library share the Manley/Frederic S. Remington Endowment which supports the University's Remington collections. 

Purchases are coordinated through the Campus Support Services. A University purchase order will set forth an adequate description of the object and conditions of purchase, and it will serve as the University purchase record. 

Each purchased object will be assigned an accession number and be properly documented. Records will be permanently maintained by the Assistant Director, and duplicate records will be retained by University Campus Support Services. 

The Gallery will issue a letter of thanks, as appropriate. 

Procedures for the acquisition of gifts  

Upon the donation of an object, a University Gift Receipt from the Development office and a letter of thanks from the Gallery will be issued. Both will set forth an adequate description of the object and the conditions of transfer. 

Each gift will be assigned an accession number and be properly documented. Records will be permanently maintained by the Assistant Director, and duplicate records will be retained by University Campus Support Services. 

Costs for appraisals, shipping, shipping insurance, and display of a gift may be assumed by the University, the donor, and/or other sources in coordination with the University Development office. 

The Gallery will grant any donor the right of anonymity. 

Approved by the Library and Art Gallery Committee and the Dean of Academic Affairs.