Art Collection Policy

1. Purpose

1.1 The Art Collection Policy (the policy) provides a framework to effectively manage the acquisition, care and conservation of the UTS Art collection (the collection).

2. Scope

2.1 This policy applies to all UTS staff and contractors involved in the management and care of the collection. It applies to all works of art acquired or proposed for acquisition by the university.

3. Principles

3.1 UTS understands the value of artistic works and aims to foster an understanding of society and culture through the acquisition, care and interpretation of contemporary art.

3.2 UTS displays items from the collection to provide a university experience that is intellectually vibrant, forward-thinking and socially engaging.

3.3 Care and consideration is taken in the acquisition, display and management of art across the university in line with the UTS 2027 strategy, the Sustainability Policy and the Social Impact Framework.

3.4 Art collection management activities are conducted ethically and in the interest of the university, while upholding the National Standards for Australian Museums and Galleries, the International Council of Museums Code of Ethics and the statements outlined in this policy.

3.5 UTS has determined areas for collection. The university aims to principally acquire and retain outstanding works of art by contemporary Australian artists that strengthen its existing collection. Collecting is focused on the following areas:

20th and 21st century Australian art, with a special focus on painting, works on paper, sculpture, photography, video and new media
contemporary Indigenous art
contemporary Australian artists’ responses to and engagement with technology and society, and
artworks by artists represented in the UTS Gallery exhibition program or by artists associated with UTS through teaching or research.

3.6 UTS may also establish special purpose collections that draw on or extend any of the acquisition areas outlined in principle 3.5. These collections must be established and managed in line with this policy.

3.7 UTS is committed to rigorous due diligence in respect of provenance, credibility and authenticity in relation to Indigenous Cultural and Intellectual Property. UTS is guided by the Protocols for using First Nations Cultural and Intellectual Property in the Arts and the Indigenous Art Code.

3.8 In line with the Research Policy, any donations from the tobacco industry are prohibited. Outside that industry, all prospective donors will be assessed through a due diligence and risk assessment process by the person responsible for the acquisition.

4. Policy statements

Acquisitions

4.1 UTS acquires artwork through purchase or gift. UTS exercises due diligence when acquiring artwork from any source.

4.2 The Curator and Manager acquires and disposes of artworks in line with this policy and the limits of general expenditure outlined in the UTS Delegations. Faculties, units and staff must seek the advice of the Curator and Manager in advance of purchasing or accepting any artwork.

4.3 All acquisitions must have a valid title or ownership documentation. Where validity of ownership is in question, UTS may, on advice, act as custodian pending resolution.

4.4 UTS observes the UNESCO Convention on the Means of Prohibiting and Preventing the Illicit Import, Export and Transfer of Ownership of Cultural Property 1970, to which Australia is a signatory. The UTS Art collection follows stringent procedures to establish detailed provenance documentation and proof of ownership and origin, adhering to Australian and international museum best practice.

4.5 The acquisition, inward loan, display and presentation of artworks by Indigenous artists is undertaken in accordance with principle 3.7.

4.6 The gift of an artwork can be made in 3 ways. As a:

direct (or unencumbered) donation
bequest, or
donation through the Australian Government’s Cultural Gifts Program.

4.7 Any financial donations for the purpose of acquiring artworks must be assessed and processed using the Philanthropic Fundraising Policy, the Donor Management Procedure (SharePoint) and the Donation Management Procedure (SharePoint).

4.8 Artworks previously acquired on behalf of the university, or received as an unsolicited gift, may be disposed of or transferred to the collection in line with this policy.

Commissions

4.9 UTS may commission artwork, including site specific public artworks and formal portraits of university figures, on the advice of the Curator and Manager in line with the Delegations.

Loans

4.10 All loans (inward and outward) must be assessed and approved by the Curator and Manager in line with this policy and subject to the condition and availability of the artwork(s) requested and the completion of a risk assessment.

4.11 All loans (inward and outward) are subject to the conditions set out on a formal loan agreement issued by the Curator and Manager and developed in consultation with the Office of General Counsel. These agreements must be signed off by both parties to the loan.

4.12 Outward loans to private individuals will not be approved.

Display

4.13 Priority for the display of artworks on campus is given to high profile public spaces for the maximum benefit of the UTS community and its visitors. Artworks will be appropriately acknowledged.

4.14 The collection is to be displayed at the discretion of the Curator and Manager. UTS reserves the right to restrict the display of certain artworks where the environmental or physical conditions may damage the work.

Deaccession and disposal

4.15 UTS reserves the right to remove and/or dispose of artworks in the permanent collection as a necessary part of responsible collection development and management or where a work requires such attention that it unreasonably takes away resources needed for the care of the rest of the collection.

4.16 UTS must approach the disposal of works with caution and incorporate appropriate delay and review mechanisms in its requirements for disposal. UTS must also observe any legal conditions pertaining to its right of disposal.

4.17 The final deaccession decision and manner of disposal is recommended by the Curator and Manager following careful consideration of the significance, provenance, age, condition and value of the artwork.

4.18 Full records must be kept of any artwork disposed of and of the decision-making process behind the disposal (refer Records management).

4.19 UTS complies with the Cultural Gifts Program when considering or accepting any gifts proposed by this scheme. In particular, gifts made under the program cannot be returned to the donor as the donor will have received the benefit of the tax deduction for the gift.

4.20 Works of art disposed from the collection will not be sold or given to members of the governing body or staff of the university, their families or close associates.

4.21 Any proceeds gained from disposal will be credited solely to funds used for the acquisition or maintenance of the collection.

Governance

4.22 The strategic and operational planning for the UTS Gallery and the UTS Art collection is governed by the UTS Art Advisory Committee (UAAC) (refer Appendix 1 for UAAC terms of reference and membership).

Reporting

4.23 The Curator and Manager must provide the following annual reporting:

A summary of UTS art programs and activities to the Head, Brand Strategy and Engagement; the Art, Activation and Place Group; and the University Leadership Team
A report to the Deputy Vice-Chancellor (External Engagement and Partnerships) on UTS Gallery and UTS Art collection asset management (including the collection, acquisitions, donations, loans and disposals).

Conflicts of interest

4.24 Any individual associated with the collection must declare any actual, perceived or potential conflicts of interest in line with the Conflicts of Interest Disclosure Policy.

Records management

4.25 The Curator and Manager is responsible for maintaining a current and up-to-date collection register. All collection records and the collection register must be managed in line with the Records Management Policy.

4.26 Newly approved acquisitions and loans must be formally included in the collection register in line with the Records Management Policy. Special purpose collections must be included in the collection register with a separate identifier.

4.27 Records for all deaccessioned or disposed artworks, including the minutes, decision-making and approval process for each disposal, must be kept on the collection register and official committee files by the Curator and Manager.

Policy breaches

4.28 Breaches of this policy are considered a failure to comply with the Code of Conduct. This includes UTS’s right to notify a relevant statutory authority and/or agency where breaches of relevant legislation may be evident.

4.29 Disclosures of serious wrongdoing (including corrupt conduct, maladministration, serious and substantial waste) must be managed in line with the Whistleblowing and Public Interest Disclosures Policy.

5. Roles and responsibilities

5.1 Policy owner: The Deputy Vice-Chancellor (External Engagement and Partnerships) oversees enforcement and compliance of this policy, ensuring that its principles and statements are observed. The Deputy Vice-Chancellor (External Engagement and Partnerships) is also responsible for approving all UTS Art collection acquisitions and deaccessions (on the recommendation of the Curator and Manager).

The UTS Art Advisory Committee (UAAC) reports to the Deputy Vice-Chancellor (External Engagement and Partnerships).

5.2 Policy contact: The Curator and Manager is responsible for the implementation of this policy and acts as the primary contact for advice on implementing its provisions.

5.3 Implementation and governance roles: The UAAC (refer Appendix 1) provides advice and assurance on the strategic programming and development of the UTS Gallery and the UTS Art collection. The committee acts as a governance mechanism for developing the UTS Art collection in line with the policy.

6. Definitions

These definitions apply for this policy and all associated procedures. Definitions in the singular also include the plural meaning of the word.

Acquisition means the process of gaining legal possession of artwork for the UTS Art collection, through purchase, donation, bequest or transfer.

Artwork means any original creative work including drawing, painting, sculpture, photograph, installation, digital media or design item.

Bequest is defined in the Philanthropic Fundraising Policy.

Collection means the UTS Art collection. The UTS Art collection may have special purpose or thematic collections established for a specific purpose, building or event. The requirements of this policy apply to both the collection and special purpose collections.

Collection management activity means all of the practices and procedures implemented by UTS in acquiring, handling, accessing, storing, securing, lending, conserving and disposing of UTS Art collection items.

Commission means the request and authorisation by UTS for the production of an original artwork.

Deaccession means the process of permanently removing and deregistering artwork from the UTS Art collection. It is expected that this will only take place for clearly stated reasons, ensuring all legal and procedural requirements are met.

Disposal means the physical removal of artwork from the UTS Art collection after it has been formally deaccessioned.

Donation is defined in the Philanthropic Fundraising Policy.

Gift is defined in the Philanthropic Fundraising Policy.

Indigenous Cultural and Intellectual Property is defined in the Intellectual Property Policy.

Loan means the act of borrowing an artwork for temporary inclusion in the UTS Art collection or granting an external party or organisation the use of artwork from the permanent collection; both with the understanding that the artwork will be returned to the original owner.

Loan agreement means the formal document that sets out the agreed conditions of the loan between the lender and the borrower.

Approval information

Policy contact	Curator and Manager
Approval authority	Vice-Chancellor
Review date	2025
File number	UR19/1328
Superseded documents	UTS Art Collection Acquisition and Management Policy (UR13/1064)

Version history

Version	Approved by	Approval date	Effective date	Sections modified
1.0	Vice-Chancellor	17/04/2019	23/05/2019	New policy.
1.1	Director, Governance Support Unit (Delegation 3.14.1)	09/03/2021	08/04/2021	Amendments to reflect updates resulting from the Policy Impact Project (2020) and the newly approved Philanthropic Fundraising Policy.
1.2	Director, Governance Support Unit (Delegation 3.14.1)	03/05/2022	03/05/2022	Changes and updates to reflect new ownership under portfolio realignment under Fit for 2027 project.
2.0	Vice-Chancellor	05/12/2022	12/12/2022	Changes as a result of a scheduled three-year review. Strengthened commitment to Indigenous cultural and intellectual property, update to definition of collection to include special purpose collections, and clarification of gift requirements under the Cultural Gifts Program.
2.1	Deputy Director, Corporate Governance (Delegation 3.14.2)	12/04/2023	12/04/2023	Changes to reflect new unit title of Office of General Counsel.
2.2	Director, Governance Support Unit (Delegation 3.14.1)	08/09/2023	30/09/2023	Changes resulting from the development of the Whistleblowing and Public Interest Disclosures Policy.
2.3	Vice-Chancellor	14/02/2025	14/02/2025	Updates to reflect the new UTS Art Advisory Committee including its terms of reference and membership in Appendix 1. Change of policy owner to the Deputy Vice-Chancellor (External Engagement and Partnerships).

References

Code of Conduct

Conflicts of Interest Disclosure Policy

Cultural Gifts Program

Donation Management Procedure (SharePoint)

Donor Management Procedure (SharePoint)

Indigenous Art Code

International Council of Museums Code of Ethics

National Standards for Australian Museums and Galleries

Protocols for using First Nations Cultural and Intellectual Property in the Arts

Philanthropic Fundraising Policy

Records Management Policy

Social Impact Framework

Sustainability Policy

UNESCO Convention on the Means of Prohibiting and Preventing the Illicit Import, Export and Transfer of Ownership of Cultural Property 1970

UTS Delegations

UTS Gallery & Art Collection

UTS 2027 strategy

Whistleblowing and Public Interest Disclosures Policy

Appendix 1: UTS Art Advisory Committee terms of reference and membership

The UTS Art Advisory Committee (UAAC) is a university-wide advisory and consultative committee whose members support the strategic and operational planning for the UTS Gallery and the UTS Art Collection (UTS Gallery & Art Collection).

The committee acts as a governance mechanism for developing the UTS Art collection in line with the Art Collection Policy.

The UAAC is chaired by the UTS Chief Marketing and Communications Officer with membership comprising representatives from the university’s senior professional and academic staff. The UAAC reports to the Deputy Vice-Chancellor (External Engagement and Partnerships).

The UAAC:

enhances collaboration between UTS Art programs and research, teaching, student and external communities, and industry
ensures that partnerships and engagements are viable and sustainable, and
helps to implement the Art Collection Policy.

Terms of reference

Purpose

The UAAC ensures the strategic growth, impact and relevancy of UTS Gallery & Art Collection programs. The committee can inform and recommend material procurement as relevant to the development of the UTS Art collection.

Objectives

The objectives of the UAAC are to:

implement the Art Collection Policy to ensure the care and development of the UTS Art collection as an asset of the university
support decision-making regarding art acquisitions, donations, accessions, deaccessions and loans for recording in line with the Art Collection Policy
provide input into the scheduled and unscheduled reviews of the Art Collection Policy and ensure the policy’s objectives are met
support industry and sector best practice
review operational impacts and resourcing to ensure sustainability of the UTS Gallery & Art Collection
ensure programming and procurement is ethical, culturally inclusive and environmentally sustainable
inform and endorse the strategic vision for the UTS Gallery & Art Collection in line with university planning requirements
endorse the Curator’s annual program plan, ensuring that there is appropriate liaison and coordination with the activities of the university
inform and endorse strategies for the achievement of external funding sponsorship, partnerships, gifts/donations, bequests and general advancement activities
inform and endorse internal sponsorship and partnership opportunities for UTS Gallery & Art Collection programs
ensure integration of UTS Gallery & Art Collection programs with UTS’s Indigenous strategies and UTS’s creative industries strategy
inform and support audience development strategies including learning and public programs; and monitor engagement with the UTS Gallery & Art Collection’s internal and external audiences
represent and raise the public profile of the UTS Gallery & Art Collection.

Composition and membership

Composition	Membership
UTS Chief Marketing and Communications Officer (Chair)	Tracy Chalk
Pro Vice-Chancellor (Indigenous Leadership and Engagement)	Professor Robynne Quiggin AO
Head of Capital Works	Deirdre Barnes
Deputy Vice-Chancellor (Education and Students)	Professor Kylie Readman
Dean, Faculty of Design, Architecture and Building	Professor Mark Evans
Dean, Faculty of Science, or nominee	Steven Langford (Head of School, School of Mathematical and Physical Sciences)
Dean, Faculty of Engineering and Information Technology	Professor Peta Wyeth
UTS Curator (UTS Gallery & Art Collection)	Stella Rosa McDonald
UTS Librarian	Michael Gonzalez
Head, UTS Animal Logic Academy	Ian Thomson
Co-opted members on the basis of their skills and experience as appropriate	Cherine Fahd, Artist Associate Professor, UTS School of Design Co-chair of the Powerhouse Photography Advisory Group

On the recommendation of the chair, the committee has the power to approve the co-option of members on the basis of their skills and experience as appropriate.

Membership term

The length of committee membership terms will be 2 years for staff and one year for co-opted members.

Meetings

Minimum of 3 scheduled meetings per year.

Quorum

The quorum shall be one-half of the current members of the committee. If one-half is not a whole number, the next higher number shall be used.