Art Collection Management Policy


This policy applies to all members of the University


To provide clear direction for the maintenance and enhancement of the works in the University of Auckland Art Collection. To manage and provide good stewardship of the University art collection consistently across the University including where permissible, disposal or deaccessioning.


The University Art Collection represents an important cultural asset for the University and the community. The collection is available for education and research purposes and is promoted through exhibitions and publications.

The University art collection is focused on works by significant contemporary New Zealand and international artists and in particular those who have specific links with the University

The Art Collection is administered by the Centre for Art Studies (CAS) in the Faculty of Creative Arts and Industries.

A primary objectives of CAS’s management of the collection is to provide a high standard of curatorial care and management of a major University and national asset.


Care and Management

1.    CAS is responsible for ensuring the integrity and security of the objects in the collection by:

  •  exhibiting, storing and caring for them in the best conditions
  •  employing registration procedures
  • maintaining appropriate records of the collection, including professional cataloguing and continued research

2.    CAS is also responsible for ensuring that works are only lent to institutions which:

  • demonstrate an ability to provide satisfactory handling, security and environment control
  •  meet all other conditions which are determined by the University
  • provide legally binding contractual loan agreements to assure compliance

3.    CAS will periodically conduct location audits of the Art Collection around the areas of the different campuses and implementing regular conservation management of the portable and fixed art works 

Display of art works

4.    Works are available for display at the discretion of the CAS Director and will must only be displayed in areas that meet relevant aesthetic, environmental and security standards 

Note - Sample Loan Request Form and Loan Agreement forms are appended to this document (add link

5.    The CAS Director and Assistant Curator are to coordinate the display of works, including the approval of suitable display areas and overseeing the installation of works 

Note - Faculties and departments interested in obtaining art work are in the first instance to contact the Assistant Curator (

6.    Faculties and departments are responsible for meeting costs associated with installing the work(s) in their environment 

7.    Works must not be moved from approved locations or photographed whilst on display without arrangements being made with the CAS Director or Assistant Curator

8.    Loan Agreements will cover the location of every art work on loan to a faculty or department 

Note - The Loan Agreements detail the work, the expectations of the lender and the requirements for borrowers from the University Art Collection

9.    Loan Agreements are to be signed by the dean of the faculty or head of the department as borrower and the Director CAS on behalf of the University as lender 

Note - A summary of the internal loan process can be found at:

Damage or theft

10.    In the event of a work being damaged or stolen whilst on display, the faculty/department must notify the Director or Assistant Curator immediately. 

11.    The borrower is responsible for costs associated with the conservation of damaged works, including repair or replacement of frames, if the damage resulted from negligence by the borrower

Refurbishment and Renovation

12.    Where works are installed in an area to be refurbished or relocated, the faculty/department or, where appropriate, Property Services must contact the Assistant Curator at least ninety days prior to the commencement of the refurbishment or relocation to arrange for works to be retrieved and temporarily stored

13.    If the art works form part of the fabric of the original building or were site-specific commissions, the process for their removal, storage and re-installation in a new site is to be managed by Property Services in liaison with CAS staff as part of the capital works budget for that project

14.    The display and insurance of works which are not part of the University collection is the responsibility of their individual owners 

Recall of works

15.    Works may be recalled at any time for the purposes of conservation, security, reframing, photography, research, exhibition or external loan 

16.    Recall of works is entirely at the discretion of the Director CAS 17.    Such works will only be replaced with other items where the period of recall exceeds eight weeks

Note - A sample Recall of Loan form is available (add link)

External loans

18.    Requests to borrow works from the collection must be in writing, addressed to the Director

19.    A Loan Agreement is to be forwarded to borrowers for their completion and signature before any work will be released 

20.    Works from the collection must only be lent to professionally run galleries and exhibition spaces with controlled environments and museum standard practices

21.    Evidence of insurance cover must be provided before any work can be released for loan

Note - The University may choose to retain its own blanket cover in some instances

Note - All works of art in the collection are covered by copyright legislation

22.    Permission to reproduce any work must be granted in writing by the copyright holder and the Director of CAS prior to publication in any form

23.    Copies of the publication are to be forwarded to the Curator for archival purposes

24.    All loans must be acknowledged as being the property of The University Art Collection in all publicity material, publications, display labels 

25.    The University’s name must appear in full and no abbreviated forms are acceptable



26.     CAS will establish and from time to time review policy on deaccessioning

Note - Deaccessioning is recognised as a necessary tool to enable the maintenance, enhancement and focus of the collection

27.    The work must not be deaccessioned without the unanimous endorsement of the Centre for Art Studies Advisory Board 

28.    Deaccessioning will be approved only by the Chair of the Advisory Board of CAS

29.    No member is individually delegated or authorised to deaccession any art or part of the Collection

30.    Records and photographs must be retained of the deaccessioned work

31.    Deaccessioning is not normally recommended but will be considered under the following circumstances:

  • a work is deemed to have deteriorated beyond repair
  • the conservation and maintenance of a work is on-going and costly, outweighing its value
  • a work endangers other works in the collection
  • a work would be more appropriately housed by another collection or institution
  • a work which does not fit the focus of the Collection
  • work which lacks sufficient documentation to support authenticity and provenance

32.    In the case of deaccessioning work of living artists, an attempt is to be made to inform them of this intention, and the possibility of an exchange of artworks with the artist should be explored 

33.    Any proceeds gained from disposal must be credited solely to the budget for acquisition of new art works


34.    The recommendation to deaccession must be made in writing, including recommended method of disposal, (supported by a conservation report and current valuation) by the Director of the Centre for Art Studies to the Art Collection Committee, whose members will then make their recommendation to the Centre for Art Studies Advisory Board 


The following definitions apply to this document: 

Art includes installations, sound and moving image

Art Collection Committee (ACC) is a sub-committee of the Advisory Board of CAS

Borrower means the faculty, department or disciplinary area

CAS means the Centre for Art Studies

Collection refers to the University art collection

Council is the University's governing body which comprises lay, staff and student members

De-accessioning refers to the removal from the University art collection by sale, if permitted, or other disposition (including gifting) of any University art

Gift means a gift as defined in the University Charitable Gift and Sponsorship Acceptance and Approval Policy (add link) and, for the purposes of this policy only, includes the lending of any art to the University

Member refers to a member of the University and includes members of Council, members of Council committees and other University committees, students, staff members, University committee appointees and where the context permits, graduates of the University

Stewardship in this context also takes account of the positioning, location, maintenance and property consequences of artwork placement

University means the University of Auckland and includes all subsidiaries 

Document management and control

Content manager: Director Centre for Arts Studies

Owned by: Dean of the Faculty of Creative Arts and Industries

Approved by: The Vice-Chancellor

Date approved: September 2016

Review Date: September 2019