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Seneca College Art Committee

Terms of Reference
  1. College Art Committee and Art Collection
  2. College Art Collection Aims
  3. Guidelines for Acquisition
  4. De-accessioning Art Works
  5. Curatorial & Educational Practices
  6. Conservation
  7. Display & Location
  8. Loans

  1. College Art Committee and Art Collection
    1. The Seneca College Board of Governors has approved establishment of the Seneca College Art Committee to conduct and manage a College Art Collection program. Reporting to the Vice-President of Finance and Administration, the mandate of the Art Committee includes:
      1. reviewing and managing the Seneca College Art Collection (including all art acquisitions to the College whether made by purchase, commission, gift or donation) in accordance with these Terms of Reference;
      2. ensuring general awareness and accessibility to the Art Collection;
      3. promoting educational opportunities for employees and students related to art and the Art Collection;
      4. supporting art initiatives that contribute to related Seneca programs.
    2. The Art Committee will consist of knowledgeable and experienced representatives from the various employee groups and, as best as possible, from the different college campuses.
    3. Heads of Faculties, Schools and Departments may acquire art and art collections; however, only the Seneca College Art Committee may recognize such works as part of the official Seneca College Art Collection. Art that is not deemed part of the official Seneca College Art Collection is the responsibility of the Faculty, School or Department that acquired it and costs for the insurance, security and maintenance of the art must come from their own annual budgets.
    4. While primary responsibility of the maintenance of the Art Collection rests with the Art Committee, all College employees are responsible for the safety of the College’s Art Collection.
  2. College Art Collection Aims
    1. To develop and maintain a visual art collection of national significance and repute.
    2. To collect works of visual art of demonstrable excellence by artists of significance, consistent with the perceived developments in contemporary art, with an emphasis on Canadian artists and/or artists who have an important connection to the College.
    3. To collect and commission selectively works of art which enhance the buildings and grounds of the College and which foster an understanding, enjoyment and appreciation of the visual arts among the College community and members of the general public.
    4. To collect selectively works of significance for the development of research and reference collections, which support the College’s commitment to the study and preservation of Canadian visual arts.
  3. Guidelines for Acquisition
    1. Criteria for acquisition
      Seneca College collects works of visual art within these terms of reference whether by purchase, commission, gift or donation in the following categories, listed in descending order of emphasis:
      1. Works of demonstrable excellence by artists of significance as deemed by peers, with an emphasis on Canadian artists and/or artists who have an important connection to the College,
      2. Site-specific works of art and/or works suitable for the display conditions of sites within the College’s buildings and grounds,
      3. Works of significance for the purpose of developing identified research and reference collections,
      4. Works of art which contribute to the general congruence of the collection.
    2. Acquisitions procedures and agreements
      All works of art proposed for acquisition by the Seneca College Art Collection must be approved by the Art Committee prior to acquisition. Recommendations for the acquisition of artworks that exceed the budget of the Art Committee must also be ratified by the Vice-President, Finance and Administration, prior to acquisition.
      Only the Art Committee has the right to reserve works and/or make an offer of purchase of art works for the College Art Collection. When approving art works to be acquired, the Art Committee will consider the following:
      1. The management and resource implications of accepting gifts or purchases and the financial and legal implications of accepting improperly valued gifts or improperly priced purchases.
      2. Clear legal title is required for all art works permanently acquired. If clear title cannot be provided, a proposed acquisition should not proceed. Title will pass to the College and not to any individual or organizational unit.
      3. Copyright in each of the art works shall be determined at the time of acquisition.
        The Art Committee will provide advice with respect to procedures for the acquisition of works of art and other matters relating to collection policy and art works.
    3. Donations/gifts
      Gifts to the Collection will be encouraged, provided such gifts are within the Collection policy guidelines, in particular the College Policy on Gifts-in-Kind Donations. The Art Committee shall have the right to accept or refuse such offers of gifts as they occur.
      Gifts will only be accepted where the donor has legal title to the work and the gift is made on the basis of a total transfer from the donor to the College.
  4. De-accessioning Art Works
    1. The Collection will be subject to periodic review in order to assess its relevance to the Collection Policy. Works will be considered on a case-by-case basis for de-accessioning based on the following criteria:
      1. irrelevance to the Collection Policy
      2. low artistic merit
      3. duplication
      4. theft or loss, damage or serious deterioration in condition
      5. the possibility of upgrading by exchange
    2. The Art Committee is responsible for endorsing the disposal of art works from the Collection, as and when appropriate. Works identified for disposal will be valued by a recognized/authorized evaluator and offered for sale or donation, in the following priority order:
      1. the artist/donor of the work
      2. to another public gallery or collection
      3. through an auction house.
    3. Monies received from de-accessioning and disposal of works will only be used to purchase other works of art for the collection. Monies received from de-accessioning and disposal of works will be in addition to monies allocated in the Art Committee’s annual budget.
    4. De-accessioning and disposal will be initiated and undertaken by the Art Committee.
  5. Curatorial & Educational Practices
    The Art Committee of the Seneca Art Collection is responsible for all curatorial, registration and educational aspects of the Collection as follows:
    1. Curatorial
      1. Within the resources available and in accordance with priorities from time to time to develop the Collection by acquisition (following the guidelines as setout in these Terms of Reference), research, publication and exhibition;
      2. To care for the Collection by following maintenance and conservation programmes as set out in the Conservation section of these Terms of Reference;
      3. To increase the Collection’s profile by developing and maintaining liaisons with the community, artists, art dealers, arts organisations, curators and galleries, past and prospective donors, Seneca Alumni and other museums and collections.
    2. Registration
      Develop and utilise a manual of registration procedures in keeping with the Seneca's asset management guidelines, where applicable. These procedures shall control cataloguing, stocktaking, photography, copyright, lending, labelling, display and installation, valuation and insurance, security and housekeeping and shall be regarded as the guidelines that control the day-to-day activities of the art committee.
    3. Educational Practices
      Develop, produce and/or implement educational materials, exhibits and events that foster a greater understanding of the Collection and art in general. These practices may include, but are not limited to: curatorial catalogues (print or electronic), loans from other institutions, travelling exhibitions, guest speakers, competitions, and artist-in-residence programs,
  6. Conservation Policy
    1. A Conservation Survey of the Seneca Art Collection should be undertaken by a qualified conservator/s to identify works in need of immediate care and to develop an overall Maintenance Programme. Funding for this activity will be made available from the Art Committee’s budget.
    2. A Maintenance Programme will be designed to help avoid expensive, one-off treatments wherever possible and assist with annual budgeting for conservation. It should be a form of preventative housekeeping rather than a corrective service and be reviewed every five years.
    3. Conservation of works will be undertaken at the discretion of the Art Committee in consultation with relevant conservators (e.g. paper, textile, paintings, sculpture or following the Maintenance Programme. Conservation treatment of any work from the Seneca Art Collection shall only be undertaken by qualified conservators, with references.
  7. Display & Location
    1. The Art Committee and/or designates will be responsible for monitoring works displayed on each campus, and will report any changes or modifications to the location and environment conditions to the Art Committee.
    2. Works of art on display must not be moved without prior approval from the Art Committee. The Art Committee members and/or designates will manage the movement of works of art on display. The relevant campus personnel and security will be advised of any proposals to move works of art on display.
    3. Plans for commissioning public art for placement within the Seneca environs must include consultation with the Art Committee. Endorsement by the Art Committee may assist with additional funding from arts organisations or other funding bodies.
    4. If works of art are planned for new buildings, priority at the planning stage in consultation with the Art Committee is desirable so that all curatorial, artistic, design, financial and logistical concerns and any other specific requirements can be duly considered.
    5. Priority is given to the locations that maximize exposure of the art work to the College community and that demonstrate security, insurance, conservation and regular monitoring is enacted and maintained.
    6. The display of privately owned works of art and works of art belonging to organisational units which are not recognised as being a part of the Seneca College’s Art Collection will be the responsibility of the individual owner or unit.
  8. Loans
    1. Works from the Seneca Art Collection may be lent to exhibitions outside the College at the discretion Art Committee. Works from the Seneca Art Collection will only be lent to professionally run galleries and exhibition spaces with controlled environments and museum standard practices.
    2. All requests for loans from the Seneca Art Collection must be in writing, addressed to the Art Committee. An official lending agreement will be forwarded to successful applicants for their completion and signature before any work will be released.
    3. All freight costs are to be covered by the borrower. All additional costs such as crating, packing, and reinstallation on return, where applicable, are to be met by the borrower.
    4. Only recognised art carriers are to be used for carrying any work from the Seneca Art Collection. The College, with recommendations from the Art Committee, reserves the right to nominate the carrier.
    5. Evidence of appropriate insurance coverage must be provided before any work can be released for loan. Seneca College may choose to maintain its own blanket coverage in some instances.
    6. All works of art in the Seneca Art Collection are covered by copyright legislation. Permission to reproduce any work must be granted in writing by the copyright holder and the Art Committee prior to publication in any form. Copies of the publication are to be forwarded to the Art Committee for archival purposes.
    7. All loans must be acknowledged as being the property of Seneca College in all publicity material, publications, display labels etc. The College’s name must appear in full and no abbreviated forms.
    8. All works must be returned in the condition in which they were dispatched. Works on loan must not undergo any conservation treatment, reframing, hanging alterations or other changes without consultation with the Art Committee and/or unless agreed to in writing by the College.