|
Contents:
14.10 ROLE AND FUNCTION OF THE FROST
ART MUSEUM
14.20 STATEMENT OF PERMANENCE OF
THE FROST
ART MUSEUM
14.30 ACQUISITIONS TO THE FROST
ART MUSEUM COLLECTION
14.40 DEACCESSIONING OF COLLECTIONS
FROM THE FROST
ART MUSEUM
14.50 LOAN POLICY FOR THE FROST
ART MUSEUM
14.60 CODE OF ETHICS FOR THE FROST
ART MUSEUM
14.70 AUTHORITY OF DIRECTOR OF
THE FROST
ART MUSEUM
14.80 DONATIONS TO THE FROST
ART MUSEUM
14.90 THE FROST
ART MUSEUM ADVISORY COUNCIL
14.10 ROLE AND FUNCTION OF THE PATRICIA & PHILLIP
FROST ART MUSEUM
Effective: July
17, 1996
PURPOSE:
To establish the mission, role and function of The Phillip
& Patricia Frost Art Museum (Frost Art Museum) at
Florida International University.
AUTHORITY/SOURCE
F.S.240.2011; F.S. 240.202; F.S. 240.52; 13.00 Role
of Centers and Institutions; Florida International University
and loan agreements between FIU and other entities.
(July 7, 1989); Loan Agreement between Florida International
University and
other entities. (November 13, 1990).
POLICY:
It is the policy of the University to charge The Frost
Art Museum at Florida International University with
the primary functions of exhibiting, interpreting, researching,
collecting, preserving, maintaining and caring for art
objects of cultural and aesthetic value.
The Frost Art
Museum at Florida International University in Miami
is dedicated to the collection, preservation, interpretation,
and dissemination of art and artifacts from ancient
times to the present, with a particular emphasis on
Latin American and 20th century American art. Each of
The Frost Art Museum's programs, its exhibitions, collections,
educational activities and publications should be of
the highest quality. As part of dynamic and growing
university, The Frost Art Museum is committed to the
centrality of the arts in education and to supporting
faculty, student, and scholarly participation in research,
presentation, and appreciation of the visual arts. The
Frost Art Museum seeks to be a vital cultural resource
for South Florida and has a special responsibility to
serve the multi-ethnic communities located in the region
with services and programs of regional, national, and
international scope. Overall, The Frost Art Museum seeks
to provide information, inspiration, and stimulation
for its current audiences, to actively attract new audiences
and to provide an accessible resource for future generations.
PROCEDURES:
The Director of The Frost Art Museum is responsible
for the day-to-day operations of The Frost Art Museum
including
management and preservation of the collections held
in public trust and for exhibitons, educational and
fundraising programs and reports directly to the Provost
and Vice President of Academic Affairs. In keeping with
stated mission and goals of The Frost Art Museum and
approved policies and procedures, the Director has the
authority to approve acquisitions and deaccessions of
collections, to enter into loan agreements and to enter
into contracts with or without competitive bidding for
restoration or conservation of collections.
The Director
chairs of the Museum Advisory Committee which meets
on a regular basis to approve acquistions and deaccessions
to The Frost Art Museum collections and help develop
long range, strategic plans as well as mission and vision
statements.
The Director
maintains and cares for works of art consisting of The
Frost Art Museum's permanent collections and special
collections. The permanent collections are works of
art that are directly donated to the State of Florida;
the Metropolitan Collection consisting of 2,000
pieces; and the Public Educational Collection.
The special collections are The Oscar B. Cintas Foundation
Collection of Contemporary Hispanic Art, which consists
of works by artists of Cuban descent who have received
Cintas Fellowships; The Art and State Building (s)
Program, through the Florida Art in Public Places
program, major works of art are permanently installed
throughout the FIU campus. The Frost Art Museum manages
and maintains this important collection, and The
Martin Z. Margulies Family Collection, which consists
of approximately 50 master works of large contemporary
sculptures on extended loan to Florida International
University. The art work is one of the world's most
prized collections of post-World War II outdoor sculptures.
The addition of this collection ranks FIU as one of
the top four campuses with major sculpture collections
on site.
 14.20 STATEMENT OF PERMANENCE OF THE FROST ART
MUSEUM
Effective: July
17, 1996
PURPOSE:
To protect and preserve The Frost Art Museum's collections
which are held in public trust.
AUTHORITY/SOURCE:
Florida International University and Metropolitan Museum
and Art Center Contract for Acquisition of Collections
(July 10, 1989); Loan Agreement between Cintas Foundation
and Florida International University (November 13, 1990).
POLICY:
The Frost Art Museum, owned and operated by Florida
International University is considered an integral and
permanent part of the parent institution.
14.30 ACQUISITIONS TO THE FROST
ART MUSEUM COLLECTION
Effective: July
17, 1996
PURPOSE:
To establish standard policies and procedures for acquisitions
(non-cash) by The Frost Art Museum at Florida International
University for The Frost Art Museum Collection(s).
AUTHORITY/SOURCE:
F.S. 240.52; F.S. 212.08(7)dd; Policy and Administrative
Procedures 12.10 (Property Control); 16.12 (Donations);
American Association of Museums (AAM) Code of Ethics
for Museums, 1991; International Council of Museums
(ICOM) Code of Professional Ethics, 1990; Loan Agreement
between Cintas Foundation and Florida International
University (November 13,1990).
POLICY:
To fulfill its mission to collect, preserve and maintain
a collection of aesthetic, cultural and educational
importance, the Frost Art Museum may acquire collections
by means of gifts, bequests, loans, exchanges or purchases
or by any other transaction by which title to the objects
passes to The Frost Art Museum. All acquisitions to
The Frost Art Museum at Florida International University
collections are intended to support the mission and
goals of The Frost Art Museum. Accessioned art works
are considered permanent and will be retained if they
continue to be relevant and useful to the purposes and
activities of The Frost Art Museum and if they can be
properly stored, preserved and used.
It is the policy
of The Frost Art Museum, that in the transfer of property,
said property is to be free of all liens and encumbrances
and that the donor/seller gives, transfers, assigns
and delivers all the donor's/seller's rights, title
and interest in and to the property as well as any and
all copyright and literary rights in and to said work(s),
as an unrestricted gift to The Frost Art Museum at Florida
International University, thus becoming the sole property
of and for the benefit of The Frost Art Museum at Florida
International University.As part of a not-for-profit
educational tax exempt organization, acquisitions to
the collections of The Frost Art Museum are held in
public trust, and as such are bound by the laws governing
the University, the state of Florida and the laws of
the land as well as ethical guidelines established by
recognized professional organizations such as the American
Association of Museums (AAM). In particular, with regard
to sale or transfer, Florida Statute Section 15. Section
240.52 shall apply and state: "In the sale or exchange
of art works, no employee, representative, or agent
of the university shall receive a commission, fee or
financial benefit in connection with the sale or exchange
of a work of art, art history or natural history, nor
may he be a business associate of any individual, firm,
or organization involved in the sale or exchange." It
is the policy of The Frost Art Museum that no close
relatives or family members of employees of The Frost
Art Museum or governing body of The Frost Art Museum
shall receive a commission, fee or financial benefit
in connection with the sale or exchange of a work(s)
acquired by The Frost Art Museum.
The Frost Art
Museum is tax exempt and gifts or donations are deductible
by the individual in accordance with policies of the
Internal Revenue Service (IRS). Also, art works purchased
by individuals for the purpose of long-term loan The
Frost Art Museum may be exempt from use-tax (see Florida
Statute 212.08(7)dd).
It is the policy
of The Frost Art Museum at FIU not to perform or provide
appraisal of any work(s) of art or other items that
either may or may not accede to its collection. The
Frost Art Museum shall require donors to provide a copy
of appraisals of donated items made for purposes of
tax deductions. In the case of gifts, a monetary value
may be assigned by The Frost Art Museum for internal
purposes only such as insurance, and shall be determined
by comparative price and information about related sales
sought from a variety of sources.
Under no circumstances
will The Frost Art Museum purchase collections for resale
nor does The Frost Art Museum normally acquire collections
for resale through donations or bequests. However, should
items be donated for the purposes of resale, this must
be clearly stated in the Deed of Conveyance and the
donor is to be apprised of IRS regulations regarding
tax deductions for donations made for resale. In addition
to the policies and procedures for acquisitions, items
acquired for resale must also be approved by the University
President and all proceeds shall be used for acquisitions
to the collections and any applicable policies and procedures
for the deaccessioning of collections will apply.
PROCEDURE:
The Director of The Frost Art Museum is responsible
for initiating and overseeing the process and procedures
for acquisitions to The Frost Art Museum Collections,
including The Frost Art Museum at Florida International
University Collection, The Oscar B. Cintas Foundation
Collection of Contemporary Hispanic Art and The Art
and State Building Program (ArtPark) in accordance with
any agreements to use and management of said collections.
Works considered for acquisition to The Frost Art Museum
shall be reviewed and approved by The Director of The
Frost Art Museum, The Frost Art Museum (Collections)
Advisory Committee, and shall include review and approval
from the University Attorney concerning the conditions
of transfer of title. Any exception(s) to standard acquisition
policy or special circumstances involving acquisition
and/or use of collection(s) shall also require the approval
of the President of the University and the Provost.
Those involved
in the acquisition process must at all times weigh carefully
the intention of all donors/sellers in the broadest
sense, the interests of the public, the interests of
the artistic, scholarly and cultural community and the
institution's own financial well-being. Also, all factors
including size, extent of objects, value, costs of maintenance,
restrictions on use, etc. should be considered in all
acquisition decisions. Therefore, objects to be acquired
by The Frost Art Museum shall be reviewed with regard
to but not limited to the following procedures and judgements.
1. Knowledge
of the physical object. There should be first-hand
visual knowledge of the original object
before an acquisition is considered.
2. Quality.
The quality authenticity of the object shall be determined
through careful comparison with the best works in the
permanent Collection and with comparable works elsewhere
in terms of style, technique, aesthetic, cultural or
historic merit, condition, documentation, etc.
3. Significance
to the Collection. It is the responsibility of The
Frost Art Museum to assure that the work enhances the
Strength of the Collection. It is important that how
a new acquisition complements or contributes to the
existing
Collection be identified.
4. Condition
of the Art Work (object). It is the responsibility
of The Frost Art Museum to provide the resources and
services to assure the proper care, maintenance and
preservation of The Frost Art Museum Collection object(s).
The
condition of the work should be examined by a trained
professional to determine the extent to which it has
been affected by time, altered by prior restoration
and use, and to assess the requirements for its preservation
in the future.
5. Provenance.
The history of ownership shall be established as far
as possible. The Frost Art Museum shall take reasonable
precautions to assure itself that any object it acquires
has not been recently removed from its country of origin
(or from the country where it was last legally owned)
in violation of that country's laws.
6. Title.
The Frost Art Museum shall ascertain, with the advice
and approval of the University Attorney the precise
nature of title (including issues of provenance) in
the considered acquisition and acquire, when possible,
all copyright privileges.
7. Conditions
of Donations. Ideally, no object should be acquired
with restrictions limiting its use or disposal. If,
in certain instances, it is decided to acquire an object
to which restrictions have been attached by the seller
or donor, all restrictions must be written in the instrument
of conveyance and be reviewed and approved by the Director
of The Frost Art Museum, The Museum Advisory Committee,
the University Attorney, and the President.
Records
and Documentation. The Frost Art Museum is responsible
for preparing and maintaining all original records and
documentation (manual and electronic) associated with
the acquisition of Collection. These records shall include,
but not limited to the following.
1. Deed of
Conveyance. The written Deed of Conveyance shall
constitute the legal record of transfer of title of
property to The Frost Art Museum. It shall include all
conditions governing the transfer of title from the
donor/seller to The Frost Art Museum. Two original copies
will be prepared and signed and dated by the Director
of The Frost Art Museum and the donor/seller. One original
copy will be deposited and maintained by The Frost Art
Museum, and one original copy will be given to the donor/seller.
A copy of the original Deed of Conveyance and a copy
of appraisal document provided by the donor will be
forwarded to the Office of Advancement in order to establish
the legal audit trail. For acquisitions valued over
$500, a copy of the original Deed of Conveyance will
be forwarded to Property Control Department.
2. Accession
Record Number. All new acquisitions shall be described
and recorded in an Accession Log Book and assigned an
Accession number and/or Donor number.
3. Registration
Records. Registration records of accessioned objects
shall include, but not be limited to
conditions of acquisition; a descriptive catalogue record;
evidence of legal ownership or possession; description
of object condition; current object location;
and prior history of ownership and record of all activities
of such object including loan, exhibit, restoration,
etc.
4. Object
File. All registration and curatorial information
and documentation associated with collection
acquisitions shall be kept and maintained in an object
file(s).
5. Donor
File. The Frost Art Museum shall prepare and maintain
general information on donors and donations made to
The Frost Art Museum.
6. Inventory.
The Registrar for The Frost Art Museum shall be responsible
for maintaining a current inventory of all The Frost
Art Museum collections. The inventory shall be updated
annually with minimum information to include
accession/registration number, University property number,
basic description of object, current location and condition.
14.40 DEACCESSIONING OF COLLECTIONS FROM THE FROST
ART MUSEUM
Effective:
July 17, 1996
PURPOSE:
To establish standard policies and procedures and the
manner and method for the disposal and deaccessioning
of collections from The Frost Art Museum.
AUTHORITY/SOURCE:
F.S.240.52; American Association of Museums (AAM) Code
of Ethics for Museums, 1991; International Council of
Museums (ICOM) Code of Professional Ethics, 1990; Administrative
Policy 12.9 (Damaged, Surplus and
Unserviceable Property).
POLICY:
Recognizing that The Frost Art Museum Collection does
not exist in isolation and is influenced by changes
in cultural,
aesthetic, scholarly or educational trends, strengths
and specializations developing in other institutions
and the mission and goals of the museum to improve,
maintain and care for its collection, careful consideration
must be given to the deacquisition and disposal of collections.
Although The Frost Art Museum considers its collection
permanent, a degree of flexibility must be maintained
so that a procedure exists for the disposal of accessioned
works of art (14.30).
In disposing
of The Frost Art Museum Collections through deaccessioning,
due consideration must be given to The Frost Art Museum
and University community in general, the interests of
the public it serves, the interests of the artistic,
scholarly and cultural community and the institution's
own financial well-being. Deaccessioning of collections
shall only take place if it is determined that the item(s)
are no longer appropriate for The Frost Art Museum Collection(s)
and/or for the purposes of strengthening and improving
the collection.
In considering
the full range of factors affecting the public interest,
any financial return from the deaccessioning of
collections shall be deposited in a University fund
to be used solely for the purchase of acquisitions to
be added to The Frost Art Museum Collection (F.S. 240.52).
In disposing
of objects whether by exchange, gift, or sale, The Frost
Art Museum shall first offer items to be deaccessioned
to other Florida State Universities or State owned museums,
or to other non-profit museums or appropriate public
education institutions prior to sale by public auction
or other means.
Those involved
in the deaccessioning of collection items, or individuals
who might act for them may not acquire objects from
the Collection under any conditions. Further, with regard
to the sale or transfer of collection items Florida
Statute Section 15. Section 240.52 (2) shall apply and
states:
In the sale
or exchange of art works, no employee, representative,
or agent of the university shall receive a commission,
fee or financial benefit in connection with the sale
or exchange of a work of art, art history or natural
history, nor may he be a business associate of any individual,
firm, or organization involved in the sale or exchange.
It is also the
policy of The Frost Art Museum that no primary relative
or family members of employees of The Frost Art Museum
or governing body of The Frost Art Museum shall receive
a commission, fee or financial benefit in connection
with the sale, transfer or exchange of a work(s) deaccessioned
by The Frost Art Museum.
PROCEDURES:
The Director of The Frost Art Museum is responsible
for initiating and overseeing the process and procedures
for
deaccessioning of collections. The Frost Art Museum
may deaccess objects from it's collections only with
full concurrence and approval of the Director, The Museum
Advisory Committee, the University President, the Provost
and with the advice of the University Attorney that
The Frost Art Museum has the legal title to the objects
under consideration and the right to do so. The decision
and approval for deaccessioning collection objects shall
also include the manner and method by which the object(s)
are to be disposed.
In selecting
the manner and method of disposal, consideration should
be given to the beneficiaries of The Frost Art Museum,
the interests of the general public, to the need to
retain public confidence in the management of the museum
and to any unusual considerations which may influence
the particular method of disposal. When precatory (non-binding)
statements accompany the acquisition, they must be carefully
considered, and consultation with the donor or heirs
should be attempted. Whenever possible, and as a policy
of good will, efforts shall be made to advise donors
(or their heirs) of pending deaccession action and use
of the donor's name in association with new acquisitions
shall be considered. The Property Control Department
shall be notified of disposal of property.
When works are
deaccessioned, all registration records, identification
of the original donor and all pertinent information
shall be kept on record in The Frost Art Museum's object
files.
Works that can
be considered for deaccessioning include the following:
1. Works that
no longer pertain to the stated focus of the Collection.
2. Works which have deteriorated beyond their usefulness
for study, exhibition, or ability to convey the intention
of the creator.
3. Works that have deteriorated or been restored to
such an extent that only the smallest fraction of the
object is original.
4. Forgeries with no value, replicas, reproductions,
etc.
5. Works that duplicate other objects in the Collection.
6. Works that could be exchanged for better examples.
7. Works by living artists and that could be exchanged
for better works by the artist (with the knowledge of
the artist, if donated by the artist.)
8. Works given to The Frost Art Museum with the understanding
that they may be sold or exchanged.
If a work acquired
by The Frost Art Museum as a gift or bequest, with restrictions,
is to be considered for deaccessioning, any legal restrictions
attached to that gift or bequest shall be honored. The
Frost Art Museum Director may invite acknowledged specialists
in the field and seek outside opinions as to the quality,
significance, value or condition of the art objects
under consideration. The actions of those authorized
to advise on or approve deaccessions shall become a
matter of written record with regard to how the objects
from the collection is chosen for deaccession, and how
the value and significance of the object is determined.
Recognizing
that while the governing entity bears final responsibility
for the collection including both acquisition and disposal
process, the curatorial and administrative staff together
with their technical associates are best qualified to
assess the pertinence of an object to the collection
or museum's programs. Only for clear and compelling
reasons should an object be disposed of against the
advice of the Museum's professional staff.
14.50 LOAN POLICY FOR THE FROST
ART MUSEUM
Effective: July
17, 1996
PURPOSE:
To establish a policy and procedures for the loan of
works of art to and from The Frost Art Museum at Florida
International University.
AUTHORITY/SOURCE:
American Association of Museums (AAM) Code of Ethics
for Museums, 1991; A Legal Primer on Managing Museum
Collections (by Marie C. Malaro, Smithsonian Institution,
1985)
POLICY:
To support its educational and public program mission
and goals, under approved conditions, The Frost Art
Museum shall make its collection available for loan
and shall borrow art objects or items from other sources.
The Director of The Frost Art Museum shall oversee the
loan process and procedures and shall authorize and
approve all loans to and from The Frost Art Museum at
FIU.
The Frost Art
Museum may also enter into contracts for Long-Term Loans
of objects or of a collection of objects both to and
from The Frost Art Museum. With regard to Long-Term
Loans (loans lasting for a duration of more than a year)
policies and procedures for Acquisitions to the Collection
(14.3) shall apply.
All loans both
to and from The Frost Art Museum will be made for a
specified time period and for a specific purpose, usually
exhibition, but may include approved research, study
or other education purposes consistent with the stated
goals and policies of The Frost Art Museum. Loans from
The Frost Art Museum collection shall only be made to
other museums, art centers, or not-for-profit institutions
for educational and public programs and under no circumstances
will The Frost Art Museum loan its collection to individuals
or organizations for personal or private use or benefit.
Further, all loans shall be conducted by means of a
written contract/agreement between owner(s) or duly
authorized representatives of both parties and must
remain in the possession of the owner or authorized
party until returned to the Lender of record.
PROCEDURE:
The Director of The Frost Art Museum is responsible
for the final review and authorization of loans to and
from the collection. It is understood that it is the
responsibility of the Owner/Lender to examine objects
considered for loan to determine if they are in a condition
to withstand the ordinary strains of packing, transportation,
handling and display. Any evidence of damage at the
time of receipt or while in custody for the duration
of the loan shall be reported immediately to the Lender.
The Frost Art
Museum shall prepare and maintain records and documents
pertaining to all loans. The Frost Art Museum shall
seek advise and approval from the University Attorney
concerning legal issues and any written legal documents
relating to the loan of property.
In approving
loans, the following minimum conditions, agreements
and procedures will apply:
A. Outgoing
Loans
The Frost Art Museum is obligated to use due care in
approving collections for loan to other institutions
and may restrict the loan of collection items due to
value, rarity or condition or if loan conditions may
seriously threaten the safety of the objects.
The Frost Art
Museum does not charge a fee for outgoing loans. However,
the borrower may be expected to cover normal costs associated
with completing the loan obligation as specified by
The Frost Art Museum including but not limited to costs
for packing, crating, shipping, insurance and if necessary,
costs for conservation or restoration that may be required
to approve the loan for travel or display. With regard
to Loans of Exhibitions, The Frost Art Museum may charge
a Loan or Rental Fee in consideration of the services
furnished and the costs to be incurred by The Frost
Art Museum in organizing the Exhibition. All Exhibition
Loan or Rental Fees collected shall be used to cover
associated costs and services.
All objects
on loan to other institutions shall be handled only
by experienced personnel under competent supervision.
The borrower must demonstrate intent and ability to
provide appropriate care, security and safekeeping and
must agree to exercise special care at all times to
insure against loss, damage, or deterioration. The borrower
shall assume responsibility for loss or damage to objects
for the period of the loan subject to normal exclusions.
The borrower shall further agree to meet any special
requirements for installation and/or security, handling,
packing, shipping and transportation as specified by
The Frost Art Museum.
The condition
of each item shall be noted by The Frost Art Museum
in a written condition report prior to shipping. Upon
receipt and prior to return of the objects, the borrower
must make a written record of condition. The Frost Art
Museum must be notified immediately of any damage or
suspected damage or loss.
All objects
on loan shall be insured during the period of the loan
for the value determined by The Frost Art Museum.
The Frost Art
Museum reserves the right to withdraw collections from
loan on short notice, and cancel the loan for good cause
at any time.
Each object
shall be labeled and credited to The Frost Art Museum
as specified by The Frost Art Museum. The Borrower's
use of photographic reproductions for any purpose must
be approved in advance and agreed to in writing by The
Frost Art Museum.
B. Incoming
Loans
The Director of The Frost Art Museum is responsible
for review and authorization of all incoming loans made
to The Frost Art Museum.
The Frost Art
Museum shall only borrow art works for a specific purpose,
usually exhibition, and it is the general policy of
The Frost Art Museum to refuse all unsolicited loans
from individuals. The Frost Art Museum agrees to exercise
the same standards of care and safekeeping in handling
and preservation of loans as it provides its own collections.
The Frost Art
Museum will not knowingly borrow objects stolen, illegally
exported from its country of origin or illegally
removed from a historic or archaeological site. (See
Acquisition policy)
A written loan
agreement shall be prepared and include authorized signatures
of both the Owner/Lender and The Frost Art Museum.
If a loaned
work is for sale and is sold during the period of the
loan on exhibit to The Frost Art Museum, the lender
shall pay a designated percentage fee to The Frost Art
Museum to be used exclusively for The Frost Art Museum.
The Frost Art
Museum reserves the right, unless specifically denied
by the lender, to examine the work by all modern photographic
means available. Information thus gathered will remain
confidential and will not be published without the written
consent of the lender. Unless notified in writing to
the contrary, it is understood that this loan may be
photographed and reproduced in The Frost Art Museum's
publications and for publicity purposes connected with
an exhibition.
The condition
of each item shall be noted in a condition report prior
to shipping and upon receipt and any damage or suspected
damage shall be investigated immediately and appropriate
action taken to notify the owner/lender. It is understood
that The Frost Art Museum will not clean, restore, or
otherwise alter the work without the consent of the
lender.
The Frost Art
Museum will insure the work wall-to-wall under the conditions
of its fine-arts policy and under conditions specified
in the Incoming Loan Form for the amount specified by
the Lender (which must reflect fair market value) against
all risks of physical damage from any external cause
while in transit and on location during the period of
the loan and shall agree to the conditions as stated
in the written loan agreement. (See Agreement and Conditions
for Incoming Loan form)
It is the responsibility
of the Lender to immediately notify The Frost Art Museum
in writing of any change of ownership to the property
on loan to the Museum. Any changes made to the original
loan agreement, must be made and agreed to in writing.
Objects will only be returned to the Lender of Record
or to a location mutually agreed upon in writing by
The Frost Art Museum and the Lender of Record.
C. Interdepartmental
Loans
In keeping with the mission and goals of The Frost Art
Museum at FIU, selected collections may be loaned to
University Departments for the purposes of public display,
and shall remain available for access for museum programs
and for the purposes of study and research. The Director
of The Frost Art Museum shall approve all inter-department
loans and conditions of the loan. Approvals and conditions
of loans shall be based on staff review of security
and environmental conditions. Priority will be given
to objects of durable materials and in a condition that
can withstand the ordinary strains of display whereas
objects of more fragile material such as works on paper,
textiles, etc., shall be subject to rotation based on
specific preservation and conservation requirements
as determined by professional scientific conservation
methods and standards. Loans will be made for a specific
time period and upon staff review, the loan period may
be renewed. A written loan agreement shall be completed
and the head of the borrowing department shall authorize
and agree to the terms and conditions of the loan. The
borrowing department shall reimburse the Frost Art Museum
for costs associated with mounting and display of collections
items.
D. Unclaimed
Loans
If The Frost Art Museum's efforts to return objects
within a reasonable period following the termination
of the loan are
unsuccessful, then the objects will be maintained by
The Frost Art Museum at the owner's expense and risk
for a maximum of 180 days. If The Frost Art Museum has
made reasonable effort to return loaned objects, and
if after 180 days loaned objects have not been claimed,
then in consideration for maintenance and safeguarding,
the Lender/Owner shall be deemed to have made the objects
an unrestricted gift to The Frost Art Museum. The University
Attorney shall be notified of unclaimed loans and shall
advise and initiate any appropriate legal action.
E. Objects
Left in the Temporary Custody of The Frost Art Museum
Distinct from traditional loans, policies and procedures
for objects left in the temporary custody of The Frost
Art Museum shall be used in the instance not covered
by accessioning and loan policies and procedures. The
Director may approve temporary deposit of objects with
The Frost Art Museum for identification, authentication,
examination for purchase and the like. In these instances,
it is understood that the deposit of objects are generally
for the benefit of the owner/depositor to accomplish
an objective of particular interest to the owner and
at the initiative of the owner. Given this instance,
the owner/depositor shall be informed that while providing
reasonable care, The Frost Art Museum is not liable
and insurance coverage of the objects remains the responsibility
of the owner/depositor.
Purposes of
such deposits should proceed expeditiously and shall
only be accepted by The Frost Art Museum when prompt
attention can be given. The owner/depositor shall bear
all costs associated with the return of the objects.
The Frost Art
Museum Registrar shall complete a Temporary Deposit
Receipt to be signed by the owner/depositor.
Forms:
Incoming Loan Agreement
Outgoing Loan Agreement
Temporary Deposit Receipt
Interdepartmental Loan Agreement.
14.60 CODE OF ETHICS FOR THE FROST
ART MUSEUM
Effective: July
17, 1996
PURPOSE:
To establish a professional code of ethics policy for
administration and management of The Frost Art Museum,
its governing authority, employees and volunteers.
AUTHORITY/SOURCE:
Provost and Vice President of Acadamic Affairs. University
Policies and Procedures Manual, Conflict of Interest,
9.39.
POLICY:
Recognizing that The Frost Art Museum at FIU has a legal
as well as ethical responsibility and commitment to
the interests of the public it serves, and to maintaining
its integrity and public confidence, The Frost Art Museum
subscribes to The American Association of Museums Code
of Ethics for Museums adopted by the AAM Board of Directors
on May 18, 1991. In subscribing to this code, members
of the governing authority, employees, and volunteers
accept and understand that public service is paramount.
Loyalty to the
mission of The Frost Art Museum and to the public it
serves is the essence of museum work, whether volunteer
or paid. Where conflicts of interest arise -- actual,
potential, or perceived -- the duty of loyalty must
never be compromised. No individual may use his or her
position in a museum for personal gain or to benefit
another at the expense of the museum, its mission, its
reputation, and the society it serves.
In
subscribing to the AAM Code of Ethics for Museums and
elaborating its application to governance, collections
and programs, The Frost Art Museum assumes responsibility
for the actions of members of its governing authority,
employees, and volunteers in the performance of The
Frost Art Museum-related duties. In so doing, The Frost
Art Museum affirms its chartered purpose, ensures the
prudent application of its resources, enhances its effectiveness
and maintains public confidence.
14.70 AUTHORITY OF DIRECTOR OF THE FROST
ART MUSEUM
Effective: July
17, 1996
PURPOSE:
To establish the authority of the Director for day-to-day
operations of The Frost Art Museum.
AUTHORITY/SOURCE:
F.S. 240.2011; F.S. 240-202 (exercise of authority of
President to delegate).
POLICY:
The Director of The Frost Art Museum at Florida International
University reports directly to the Provost and Vice
President of Academic Affairs.
The Director
of The Frost Art Museum is responsible for the day-to-day
operations of The Frost Art Museum including
management and preservation of the collections held
in public trust and for exhibitions, educational and
fundraising programs. In keeping with stated mission
and goals of The Frost Art Museum and approved policies
and procedures, the Director has the authority to approve
acquisitions and de-accessions of collections, to enter
into loan agreements and to enter into contracts with
or without competitive bidding for restoration or conservation
of collections.
The Director
chairs the Museum Advisory Committee which meets on
a regular basis to approve acquisitions and deaccessions
toThe Frost Art Museum collections.
The
Director maintains and cares for works of art in The
Frost Art Museum.
14.80
DONATIONS TO THE FROST ART MUSEUM
Effective:
July 17, 1996
PURPOSE:
To establish standard policy and procedures for the
solicitation and receipt of donations, funds and property
(non-collections) made by The Frost Art Museum.
AUTHORITY/SOURCE:
Provost and Vice President for Academic Affairs
Vice President of University Advancement
University Policy and Administrative Procedures Act
16.12 (Donations).
POLICY:
The Frost Art Museum at FIU encourages, solicits and
receives contributions of all kinds from private sources
for the
operation of The Frost Art Museum. These donations are
administered by the FIU Foundation, Inc. The Frost Art
Museum is tax exempt and donations are deductible by
the individual in accordance with the policies of the
Internal Revenue Service (IRS).
PROCEDURE:
The Director of The Frost Art Museum cultivates and/or
solicits funds through Friends of The Frost Art Museum,
The Frost Art Museum Development Council comprised of
selected members of Friends of The Frost Art Museum,
and from individuals, corporations or foundations for
contributions (of all kinds) towards the support of
The Frost Art Museum.
As members of
the Friends of The Frost Art Museum, The Museum Development
Council provides leadership and guidance in securing
a stable base of private gift support for The Frost
Art Museum. Working closely with the Office of University
Advancement and the FIU Foundation, the Council and
its individual members will assist in identifying, cultivating,
and when appropriate, soliciting major gifts for The
Frost Art Museum from private individuals and organizations.
The Council and its members will also work closely with
other groups associated with The Frost Art Museum and
the University to build the widest possible base of
support for The Frost Art Museum.
The Frost Art
Museum follows existing procedures established by The
Florida International University Foundation, Inc. (16.12)
and the guidelines of the IRS.
All
solicitation materials ask that checks be made to FIU
Foundation/Frost Art Museum. Contributions of all kinds
made to The Frost Art Museum are acknowledged by the
Director of The Frost Art Museum and information is
routed through University Advancement for processing
as described in procedure 16.12.
14.90
THE FROST ART MUSEUM ADVISORY
COUNCIL
Effective: Pending
PURPOSE:
To establish an Advisory Committee Board for the Frost
Art Museum
AUTHORITY/SOURCE:
Provost, 14.70, 14.40, 14.30, 14.10
POLICY:
To encourage support and input from the University community
as well as the community at large in regards to the
Museum's mission. The Advisory committee meets on a
regular basis to approve acquisitions and deaccessions
to The Frost Art Museum collections and help with long
range, strategic plans, as well as with mission and
vision statements.
Advisory
members include art and art history professors, director
for FIU museum studies certificate, as well as independent
art historians and curators.
Last
update
February 5, 2008 9:14 AM
|
