COVID-19 Update: The library will be closed to the public until further notice. Our goal is to continue to make as many of our services available as possible. A guide to "Remote Resources for Library Users" is available on our website.

Rod Library Art Collection Management Policy

Rod Library Art Collection Scope

The Rod Library Art Collection consists of pieces focusing on themes and artists with a connection to UNI, Iowa, and the Upper Midwest.


The Fine & Performing Arts Collection welcomes gifts of original works of art to the Rod Library Art Collection. Other materials like books, sound recordings, and musical scores should be directed to the Resource Management Unit for consideration. Given the costs associated with reviewing and processing gifts, the Library seeks to acquire only works of art that support the University’s needs. Gifts supplement the Library's purchase, making works of art freely available for viewing and ensures the preservation of these works.

Making A Donation

All offers to donate works of art to the Rod Library Art Collection should be made by contacting the Fine & Performing Arts Librarian by phone or email. During the initial contact with the donor, the size, content, and condition of the gift as well as its appropriateness for the Library collection, will be determined. In some instances, large collections offered by a donor may be reviewed at the donor’s location by a librarian, if local, or via digital photographs, if not local.

Ordinarily, the donor is responsible for arranging for delivery of any gift accepted. For collections located on campus, donors can make arrangements for delivery by Facilities Management-Transportation personnel.

Terms of Acceptance

Not all potential gifts of works of art are appropriate for the Fine & Performing Arts Collection and some offers may be declined. Gifts are accepted with the understanding that the addition of the works of art are at the discretion of the Fine & Performing Arts Collection. Works of art that are accepted become the property of the Library and are subject to the policies and procedures that govern Library collections. A Deed of Gift documents the agreement made with the donor, and any conditions associated with the gift.

Acknowledgement of Gifts

All gifts of art are acknowledged by a letter from the Fine & Performing Arts Librarian. Works of art received by the Library may be described or listed in the acknowledgment letter.  However, the Library cannot compile a detailed list of works of art for a large donation or provide a reconstruction of the contents of a gift at a later date.

Federal regulations prohibit the Library from providing any appraisals or evaluations of gifts.  It is the donor's responsibility to assign a value for tax purposes or to have the donation independently appraised for this purpose.

Scope of Materials Generally Accepted

The Library generally accepts donations of works that meet these criteria:

•           Excellent physical condition

•           Adds to collection balance and breadth

•           Falls within the general scope of the collection

•           UNI student

•           UNI connection

•           Iowa or Upper Midwest connection

•           Our ability to display, store, and care for pieces

Disposal of Gifts Not Added

Gifts that are not added to the local collection may be returned to the donor if arrangements to do so are agreed upon at the time of the initial donation. Works of art also may be offered to other University departments or state institutions, sold, donated, or discarded.

Other Acquisitions

Much of the Rod Library Art Collection consists of original pieces purchased by the library at the Annual Student Juried Art Exhibition, the College Hill Art Festival, other local art festival or vendor. Purchased works should fall within the scope of the collection. Funding for these purchases comes from Foundation accounts, monetary donations, or the library’s budget.

Care of the Art Collection

Items in the art collection should be cared for and conserved as much as possible. Pieces should be regularly dusted and/or cleaned and framed when appropriate. The collection should be rotated regularly to reduce the risk of UV exposure over time. Items not on display should be stored in the art storage unit in the Fine & Performing Arts Collection.

The Rod Library Art Database should be continuously updated with the inventory of the collection including unique identifier, accession information, location, copyright, provenance, and an image gallery.


Sometimes is it necessary to deaccession pieces from the collection. Criteria for deaccessioning include physical condition and scope of collection.

Fine and Performing Arts Collection
Adopted or Revised Date
March 14, 2019
Review Date
Rod Building
About Us
My Account
Ask Us!
Site Search
Floor Maps
Staff List