CALIFORNIA STATE UNIVERSITY, SAN BERNARDINO
ROBERT V. FULLERTON ART MUSEUM
COLLECTION POLICY

RECOMMENDED BY ADMINISTRATIVE COUNCIL:
February 4, 2002
APPROVED BY PRESIDENT KARNIG:
February 6, 2002
REVISION #1
RECOMMENDED BY ADMINISTRATIVE COUNCIL:
March 12, 2007
APPROVED BY PRESIDENT KARNIG:
April 4, 2007
For interpretation of this policy, please contact the responsible department: Director of Robert V. Fullerton Art Museum, 909/537-5493

This policy establishes the procedures to be followed by the director, the curators, and others in undertaking the accessioning and deaccessioning of works of art and other objects in the Robert V. Fullerton Art Museum.

Museum Mission

The Robert V. Fullerton Art Museum develops, preserves, researches and exhibits its permanent collections, which represent various periods and regions and focus on ceramics, ancient and contemporary art. As part of an academic institution, it presents and interprets fine and decorative arts and design, providing knowledge, ideas and a resource for learning, research, and life enrichment to university students, faculty and staff, as well as to the region's communities and visitors. Through a variety of exhibitions supported by educational programs, such as lectures, seminars, traditional and electronic publications, and numerous innovative outreach activities, it provides a valuable study site to educate, inspire, and maintain public interest in art and design.

Collection Ownership and Mandate

The collection of the Robert V. Fullerton Art Museum is owned by the Foundation for CSUSB. The Foundation insures all the collection objects as well as all objects borrowed for the Museum's visiting exhibitions. The Museum also maintains its own specialized annual art insurance. Both the Museum and the Foundation are committed to maintaining the collection as public trust, with the intent of providing conscientious care for an indefinite period.

In establishing the Robert V. Fullerton Art Museum, the California State University, San Bernardino has made a commitment to the creation of a unified and comprehensive facility devoted to the development, preservation, study and display of its permanent collection. The museum staff shall make the collection available to the public through popular and scholarly, on-site and traveling exhibits and professional quality publications. The collection is an important resource of knowledge and ideas for life enrichment to the university's students, faculty and staff, as well as to the region's communities and visitors. In addition, it provides opportunities for the training of museum professionals, such as collection and exhibition curators, registrars, museum educators, and gallery technicians.

Collection's Scope

The present collection has been acquired mainly through donations. The collection has five major emphases, according to which it will continue to be developed in the future. The museum will collect only high quality objects, which are representative of the following categories:

World Pottery

This part of the collection includes objects that are representative examples of the history of the world's ceramics. It currently consists of about 300 objects, and best represents such regions as Southeast Asia, China, Korea, ancient Italy, and pre-Columbian America.

Ancient Art

This part of the collection consists of ancient pottery from Italy and ancient Egyptian art. The Italian pottery collection represents different cultures of the Peninsula, such as the Villanovan, Etruscan, Daunian, and the Apulian. The ancient Egyptian collection consists of objects on extended loan from the Harer Family Trust, objects donated to the Museum by the Harer Family Trust, and other objects independently acquired by the Museum.

Contemporary Art

This part of the collection consists of mostly two-dimensional works, such as paintings and works on paper, which represent the period of 1960 to the present. These are primarily by U.S. artists, with the focus on local and regional art. It will be developed to include nationally recognized artists and a representation of international contemporary art from 1960 onwards.

African Art

This is a study collection, which consists of about 100 objects from the sub-Saharan regions of Western Africa.

Outdoor Sculpture

A three-dimensional contemporary outdoor sculpture and installation on campus grounds. The Museum may, if deemed appropriate, accept other categories of objects to create various Museum study collections, similar to the above African collection, such as collections of works on paper (drawings, prints, photographs, etc.).

Acquisitions

In the absence of a policy which may apply to an entity of the University, appropriate elements of this policy may apply to other art collections offered to or held by university departments.

The Museum Acquisition Committee serves as a consultant for campus art acquisitions, and all campus art acquisitions shall be presented for the Committee's opinion and advice. The departments are responsible for following other appropriate university acquisitions/donations procedures and for all the proper storage, insurance and maintenance of the art object they have acquired.

  1. Objects to be accepted or otherwise acquired for Museum collection shall meet the following conditions:
    1. The objects are relevant to and consistent with the mission, purposes and activities of the Museum.
    2. The Museum can provide for storage, protection and preservation of the objects under conditions that assure their availability for Museum purposes and comply with the accepted professional standards.
    3. The objects have a demonstrated authenticity.
    4. The objects have been thoroughly researched in regards to their provenance, including the ownership prior to acquisition.
    5. In case of antiquities, such research should include, but not necessarily be limited to:
      • Ownership history
      • Exhibition history, if any
      • Publication history, if any
      • Whether any claims to ownership have been made
      • Whether the object appears in relevant data bases of stolen works; and
      • The circumstances under which the object is being offered.
    6. If there is a suspicion that the objects had been looted, stolen or otherwise illegally obtained, they shall not be accepted in the collection.
    7. The objects are either in a display-ready condition or a condition which the Museum has the resources to restore and maintain.
  2. It is intended for all the acquired objects to have permanency in the collection, unless otherwise designated in the acquisition record or decided afterwards for the benefit of the collection, its quality and its consistency in accordance with the deaccession chapter of this policy.
  3. Museum acquisitions shall be accepted as property of the CSUSB Foundation. Accurate records of the collection shall be maintained by both the Foundation and the Museum. Inventory reconciliation shall be conducted at the end of each budget year, and the CSUSB Foundation shall receive updated collection records at that time; full collection inventory shall be conducted every 3 years while partial inventories every year.
  4. If the object is donated to the Museum by a living artist, a copyright agreement shall be signed by the artist so that the Museum can arrange to use reproductions of the work for educational, catalog, publicity, and professional purposes without infringing on the artist's copyright.
  5. The approved acquisition methods are:
    1. gifts
    2. bequests
    3. purchases
    4. deposits
    5. extended loans.
  6. All objects proposed for acquisition shall be reviewed by the Museum Acquisition Committee. The Acquisition Committee shall make recommendations regarding acceptance.
    1. The Acquisition Committee shall conduct an analysis to determine compatibility of the object with collection categories, its value, and its storage and display requirements. The committee shall also analyze requirements stipulated by the donor and other potential issues before making their decision.
    2. The Committee shall make certain that there is no conflict of interest between the donors or lenders of objects and the Museum's best professional interest and its legal integrity.
    3. Objects valued at above $5,000 shall be verified by a qualified independent appraisal provided by the donor to comply with CSUSB's gift acceptance policy and the most recent IRS regulations.
    4. Before the object is accepted, its provenance and title shall be verified, and a deed (certificate) of gift shall be prepared and signed by the donor.
    5. Prior to acquisition, arrangements shall be made to properly insure the item, including identifying and securing insurance funds to pay for the insurance.
    6. The decision about accepting the object into the collection shall become final if supported by a majority of voting members of the Committee.
  7. The structure of the Museum Acquisition Committee:
    • Museum Director
    • Museum Curator or other designated Museum representative
    • Museum Registrar
    • A studio faculty member recommended by the Art Department
    • A faculty art historian recommended by the Art Department
    • Dean, College of Arts and Letters
    • Chair, Art Department
    • General Manager of the Foundation, or designee
    • Director of Development for the College of Arts and Letters, as a designee of the Vice President for University Advancement
    • Member of the Museum Advisory Board recommended by the Board
    • President of ASI, or designee, if the funds for proposed acquisitions at least partially come from ASI.

    The Museum Acquisition Committee members shall avoid conflicts of interest or the appearance of conflict, such as in cases where they have any personal connection to the objects being offered for acquisition or deaccession. All such connections shall be fully disclosed and the involved member shall recuse himself/herself from all deliberations and decisions concerning the object or objects.

  8. All members of the Museum Acquisition Committee are voting members.
  9. The Museum Acquisition Committee shall:
    • carefully review objects being considered for acquisition (see Article IV, section 6),
    • recommend disposition of each object. Possible outcomes are:
      • acceptance into the Museum's permanent collection
      • acceptance with the possibility of future deaccession (See V. 1)
      • acceptance to the Museum study collection, with the possibility of deaccession or distribution throughout campus (See V.1)
      • non-acceptance
    • advise the Museum Director on matters of object conservation, storage, and insurance,
    • recommend all deaccessions of collection objects to the Vice President for University advancement and the Provost,
    • and in offers of large size, such as the outdoor sculpture, obtain the approval of the Capital Planning, Design and Construction Department (CPDC).
  10. All procedures as set forth in the University policy regarding solicitation, acceptance, and acknowledgment of gifts will apply to gifts of art and other museum objects.
  11. If a quick response to a donor is necessary, the decision can be made jointly by the Museum Director, the General Manager of the Foundation for CSUSB, and the Vice President for University Advancement and then presented to the Provost for final approval. In such cases, the following conditions must be met:
    • all the other previously stated requirements are met,
    • objects accepted to the collection cannot have any unacceptable restrictions made by the donor,
    • objects shall only be accepted into the study collection, not the permanent collection. They may be later moved to the permanent collection, if approved by the entire Acquisition Committee.

Deaccessions

  1. Works of art or other objects from the Museum collection, which are the property of the Foundation for CSUSB, held by the Foundation at the Robert V. Fullerton Art Museum, may be removed from the collection (deaccessioned) only according to the Foundation policy, and then deleted from the Foundation inventory. The procedure has to be done in compliance with the most recent IRS regulations.
  2. Works of art or other museum objects may be deaccessioned only if the Director of the Museum, in consultation with the museum staff, deems the deaccession appropriate. The recommendation about deaccession shall be made by the Museum Director, and accepted by the majority of the Acquisition Committee. Then it shall be presented to the Vice President for University Advancement and the Provost for their approval.
  3. When it is determined that the object no longer meets the needs or standards for the Museum collection, the above objects may be removed from the collection.
  4. Funds received from the sale of collection objects may be used only by the Museum and only for purposes that clearly benefit the collection, such as acquisitions or conservation. These funds, which shall not be transferred to any other program, shall be kept in a specially designated Museum Foundation account.
  5. There will be no private sale to staff or members of the governing authority of the University or the Museum, or to their representatives.
  6. No part of the collection will be given as a gift to any individual, institution, or other entity.
  7. The preferred form of deaccessioning is a public auction.

Exhibitions, Storage and Use of Collections

  1. Collection objects can be exhibited by the museum within its premises or off-site, if the chosen of-site venue meets all the requirements set for particular objects regarding security, light and climate-control.
  2. Selected collection objects such as works on papers, textiles, etc. cannot be displayed for longer than 10 weeks.
  3. The collection of Egyptian antiquities shall be on display year-round, and the objects on display should be regularly rotated
  4. Other permanent collection displays should also be rotated and a selection from each main collection (Ancient Pottery from Italy, African Art, Asian Ceramics, and Contemporary Art) should be displayed every 3-4 years.
  5. Collection objects on display shall be checked by the Museum's designated personnel every morning before the Museum's opening and in the evening, right after the Museum's closing.
  6. If objects are temporarily removed from display for conservation, research or other purposes, a signed and dated object removal form shall be placed in the object's location.
  7. Temperature and relative humidity shall be regularly monitored within the galleries and storage areas.
  8. All collection objects which are not on display shall be clearly marked and properly stored in one of the two museum storage areas.
  9. All the objects in storage shall be properly tagged and their location entered in the collection register.
  10. All the objects should be placed in cabinets, on shelves or hung above the ground level.
  11. Sensitive objects such as metal, fiber, etc. shall be stored in specially made boxes that provide a stable environment.
  12. Works on paper shall be stored flat in fire-proof, metal cabinets.
  13. Only selected, trained staff members should have full access to the collections
  14. Collection objects may be available for studying and research to CSUSB faculty or students, and outside researchers, only if deemed appropriate, by appointment in advance, and under supervision of the museum staff.

Loans

Outgoing Loans

The Museum may lend collection objects to other museums, non-profit galleries and other institutions under the following conditions:

  1. Loan request for a single object is made at least 4 months in advance,
  2. Loan request multiple objects is made at least 6 months in advance,
  3. The requested objects are available (preferably not on display)
  4. The requested objects are in good condition,
  5. Borrowing institution's facilities report meets all the standard collection safety and security requirements,
  6. For works on paper and other light sensitive objects, light level must be restricted, and loan period shall not be longer than 3 months,
  7. Relative humidity range must be a constant 40-55%, unless otherwise specified in loan documents,
  8. Objects are handled only by qualified professionals,
  9. Object must not be altered or conserved without written permission of the Museum; and
  10. The borrowing institution agrees to all specific requirements stated in the Museum exhibition contract, which is signed by an authorized agent of the borrowing institution.

Loan Fees and Costs:

  • A general loan fee (see the current schedule of fees) per object/work will be charged. Fees may be waived at the discretion of the Museum Director for certain non-profit institutions,
  • The Museum will pack and crate all the loan objects at the borrower's expense. All crates will be made by outside professional vendors and the borrowing institution will be billed directly,
  • All the shipping arrangements must be approved by the Museum and paid by the borrower,
  • The borrowing institution provides shipping both ways and covers door-to-door insurance costs for the full loan value,
  • Any conservation work required in preparation of a loan will be conducted at the borrower's expense,
  • All costs will be included in the loan agreement.

Internal Loans:

The Museum may also lend collection objects to other university entities, and occasionally to offices under the following conditions:

  • The location meets all safety and security requirements; and
  • An internal loan agreement is signed by the borrower, who assumes temporary responsibility for the loan object (s).

Incoming Loans

The Museum may borrow objects for temporary exhibitions from other museums, galleries and institutions, as well as from individual artists and collectors. There are two types of incoming loans:

  • Temporary loan (TL) - up to 1 year
  • Extended loan (EL) - over 1 year

Abandoned Property:

If the Museum, after making reasonable effort and through no fault of its own, is unable to return loan objects to the lender within 1 month from the loan period's close, the loaned objects will be placed in storage at the lender's risk and expense. The loaned objects shall be considered for the Museum collection if no claim is made or action filed to recover the property after termination or expiration of the loan and the Museum has given notice pursuant to RCW 63.26,040 and no assertion of title has been filed within ninety days from the date of the second public notice.

Rights and Reproduction

The Museum collection objects may be reproduced. Requests for permission to reproduce the collection objects must be submitted to the Museum Director. The Museum has the right to grant the permission, and provides or approves reproduction material. All requests will be considered. To obtain permission, the following criteria must be met:

  • Credits must be given to the artist, donor, and Museum,
  • Permission is granted for one time, first edition use only. Separate applications need to be submitted for other (e.g. foreign language) and subsequent editions,
  • Works created after 1981 are under copyright by the artist and obtaining the artist's necessary permission to reproduce is the publisher's responsibility. A copy of such permission shall be submitted to the Museum with the request to reproduce the work,
  • Type may not be superimposed on the image.
  • If a detail of the work is shown, it must be clearly marked as a detail and the work must be reproduced in its entirety elsewhere in the publication.
  • Two copies of the publication in which the reproduction appears must be sent to the Museum, to the attention of the Museum Director.

The museum charges a fee (see the current schedule of fees) per reproduction. The fee may be waived for original scholarly research, and non-profit educational organizations. An additional fee will be charged for requests requiring the generation of new photographic material.

  • Black and white prints are sold to the user
  • Color transparencies are rented and must be returned
  • Digital images are sold to the user for one time use only, and they cannot be used for any other purposes than those stated in the permission agreement

Photography

  1. Amateur photographs of objects, for personal or school project use are allowed.
  2. Professional photographs for reproduction purposes require submission of a special permission agreement. (See section VIII)
  3. Thirty-five millimeter slides and digital images are available for about 90% of the collection objects. A duplication fee is charged for all research and teaching purposes. Permission is required in advance to reproduce objects and a signed release needs to be filed with the Museum Director.
  4. Digital images

    The Museum uses digital images of its collection on its web site with proper technological controls to protect the rights of copyright holders. The Museum makes its best effort to build the user awareness of those rights. To prevent unauthorized use, digitally reproduced images on the web site are at a reduced resolution.

    Similar to other reproductions, digital images used for this purpose shall be true to the original and carry a proper credit line, as provided by the Museum, which acknowledges the artist, donor and Museum. Use of digital images will be limited to a specific period of time, determined by the Museum when the image is lent.

Procedures

This policy will be administered and enforced by the Robert V. Fullerton Art Museum, in cooperation with the CSUSB Foundation-the legal owner of the collection. The Museum and the Foundation staff members, and all members of the Museum Acquisition Committee, have specific responsibilities with regard of ensuring compliance with this policy.