Art Policy
– May 29, 2025
Page 1 of 4
ART POLICY
Policy Type:
Management
Initially
Approved:
October 26,
2015
Policy Sponsor:
Vice-President,
Finance and
Administration
Last
Revised:
May 29, 2025
Primary Contact:
Vice-President,
Finance and
Administration
Review
Scheduled:
May 29, 2030
Approver:
Board of Governors
A.
OVERVIEW
Mount Royal University (University) holds a collection of Artwork for the purpose of enriching the
cultural and social environment on campus. This Policy governs the management and use of the
Art Collection for the purposes of preserving it and promoting its appropriate use in line with the
University's status as a public institution.
B.
PURPOSE
The purpose of this Policy and its associated Procedures is to ensure that:
(a) the management and scope of the Art Collection is reflective of the
University’s values;
(b) the care of Artwork meets the University’s Standard of Care; and
(c) the future growth of the Art Collection will be subject to: (i) adequate resources to ensure the
University’s responsibilities are met, and (ii) artistic merit in the context of the University’s campus
and community.
C.
SCOPE
This Policy applies to all University employees and to all Artwork held in the University’s Art
Collection.
D.
POLICY STATEMENT
1.
GENERAL
1.1
The University recognizes that historically, art collecting practices have often been
harmful to Indigenous artists and communities. The University seeks to recognize
Indigenous artists and Indigenous Artwork in line with the University’s commitment
to Indigenization and decolonization.
1.2
The University collects Artwork with a view to enriching the social and cultural
environment of campus, guided by the following principles:
a. The University endeavours to maintain the Art Collection in the long term public
trust, as such it does not deaccession work for sale to meet operating
obligations. Any proceeds from the disposal by sale of any Artwork following
Art Policy
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deaccession from the Art Collection will be used to further the management and
use of the Art Collection.
b. The University will not acquire artwork that is known or suspected to have been
acquired illegally or unethically.
c. The University will not acquire Artwork if the preservation, restoration, and/or
display requirements are beyond the capabilities of the University.
d. All Artwork found to be within the care of the University whether as part of the
Art Collection or on loan from another lending institution is subject to the
University’s Standard of Care, unless otherwise stated in the Loan Agreement.
e.
The University will take reasonable steps to provide access to the University’s
Art Collection, subject to the availability of resources and compliance with
relevant laws and University policies.
f.
The University will respect intellectual property rights related to all Artwork. Any
reproduction of Artwork for promotional, educational, or other purposes must be
approved by the Art Committee and comply with copyright laws.
g. The University will respect all artist and donor requests which direct the specific
care or use of any individual Artwork, including but not limited to donor
recognition, care of Indigenous belongings, or community direction.
1.3
The decisions on acquisitions, loans, borrowing and deaccession or disposal of
artwork rests with the Vice President, Finance and Administration.
2.
COMPOSITION OF THE ART COMMITTEE
2.1
The Art Committee will comprise the following members:
• Associate Vice-President, Development or designate
• Associate Vice-President, Office of Indigenization and Decolonization or
designate
• Dean, University Library or designate
• Director, Business and Retail Services
• Two Faculty members, one of which from Art History as appointed by the
Provost
• Up to three (3) University employees who have a demonstrated interest in
the arts. Additional members may be added for a limited time depending on
committee requirements
2.2
The Art Committee may establish sub-committees from time to time to support
specific University initiatives. Sub-committees will be chaired by an active member
of the Art Committee.
2.3
The Vice-President, Finance and Administration will select the Art Committee Chair
from among its members.
3.
RESPONSIBILITIES OF THE ART COMMITTEE
3.1
The Art Committee is responsible for making recommendations regarding the
management and use of the Art Collection to the Vice President, Finance and
Administration, including, but not limited to: Accessions, loans (both incoming and
outgoing), Deaccessions, conservation and maintenance, insurance coverage,
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copyright, fair market appraisals, exhibition and installation, in accordance with the
Procedures associated with this Policy.
3.2
The Art Committee will establish a committee terms of reference to guide its work
and will be approved by the Vice-President, Finance and Administration.
3.3
The Art Committee will meet at a minimum of three times per year.
3.4
The Art Committee works in partnership with the Library as needed to support the
management of the Art Collection.
E.
DEFINITIONS
(1)
Accession:
means the process of legal acquisition of an Artwork into the
University’s Art Collection
(2)
Art Collection:
means all of the Artwork that the University owns or that is in
the University’s care and control. It excludes work that is: (a)
privately owned, (b) developed for the express purpose of
marketing and/or communications, (c) managed through the
University archives
(3)
Artwork:
means all forms of original art, including but not limited to
paintings, drawings, prints, photographs, sculpture,
installations, digital and electronic works, murals and artefacts.
Artwork may also be part of the fabric of buildings, such as
windows, or may be displayed outdoors. Artwork may be a
single item or an integral unit made up of components
(4)
Deaccession:
means the process of legal removal of an Artwork from the
University’s Art Collection
(5)
Policy:
means the Art Policy
(6)
Procedure:
means the procedures related to the Art Policy
(7)
Standard of Care:
means the degree of care and maintenance applied to Artwork
to be generally expected of an institution which is not a
professional museum or gallery and whose primary purpose is
not the collection or display of art. For further clarity, it means
the degree of care, maintenance, and security that is
equivalent to the care, maintenance, and security that is
provided by the University generally for its facilities
(8)
University:
means Mount Royal University
F.
RELATED POLICIES
● Fundraising and Gift Acceptance Policy
● Contractual Signing Authority Policy
G.
RELATED LEGISLATION
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● Copyright Act, R.S.C., 1985, c.C-42
● Cultural Property Export and Import Act, R.S.C. 1985, c.C-51
● Historical Resources Act, R.S.A. 2000, c.H-9
● Berne Convention for the Protection of Literary and Artistic Works.
● UNESCO Convention on the Means of Prohibiting and Preventing the Illicit Import, Export
and Transfer of Ownership of Cultural Property 1970
H.
RELATED DOCUMENTS
• Art Collection Procedures
I.
REVISION HISTORY
Date
(mm,dd,yyyy)
Description of
Change
Sections
Author
(Position Title)
Approver
(Position Title)
10/26/2015
NEW
Director, University
Secretariat
01/21/2020
Editorial
Template Update,
Position Title Update
Policy Specialist
University Secretary
10/06/2023
PEC to ELT
1, 3
Policy Advisor
General Counsel
and University
Secretary
05/29/2025
Major revisions
Complete review
Art Committee
Board of Governors
J.
HISTORICAL NOTES
The following University departments were involved in the initial drafting of this Policy: Financial Services,
Library, Marketing and Communications, Physical Resources, Interior Design, Development, Risk
Services and Legal Services.