EXHIBITS POLICY

Revised April, 2003

  1. PURPOSE OF EXHIBITS The primary purpose of Library exhibits is to provide education and enrichment for students beyond the classroom.
  2. NATURE OF EXHIBITS The primary emphasis of exhibits will be educational, rather than commercial, with the following goals:
    1. to inform users of resources of the library, calling attention to the unique strengths of our collections
    2. to call attention to unusual or memorable aspects of a topic as revealed in books and other library materials
    3. to bring together, in a display, disparate material on a topic, that might be scattered throughout the collections
    4. to commemorate events, especially events concerned with the University's programs or activities
    5. to affirm diversity within the University community
  3. EXHIBITS COMMITTEE
    1. Appointment, Terms, and Reporting Line
      1. The Library Exhibits Committee is composed of at least three persons, appointed for two-year staggered terms (June 1 - May 31), by the University Librarian. Individuals may serve a maximum of two consecutive terms on the Committee.
      2. The University Archivist serves as a permanent member of the Committee.
      3. Before making appointments, the University Librarian will solicit recommendations of potential members from managers and other staff. Appointments will be made with consideration to representation from different areas of the Library and with an attempt to balance new with more experienced members
      4. The Exhibits Committee reports to the University Librarian.
      5. The Chair is appointed annually by the University Librarian.
    2. Charge: The charge of the Library Exhibits Committee is to:
      1. administer the exhibits program policy of the Orradre Library
      2. formulate budget recommendations for the support of the exhibits program and handle funds appropriate for that purpose
      3. act as liaison with academic departments and other constituencies of the University interested in the exhibits program
      4. review proposals for exhibits
      5. coordinate, schedule and supervise the planning and preparation of exhibits
      6. arrange publicity for exhibits in coordination with the Library's Marketing Team
  4. OTHER GROUPS OR INDIVIDUALS AS PART OF EXHIBITS PROGRAM
    1. Participants
      1. The Library Exhibits Committee and other official organizational units within the University, such as departments, centers, institutes, or authorized student groups can produce exhibits. Groups or organizations other than the Exhibits Committee wishing to use space in the Orradre Library for an exhibit must submit a proposal during the proposal period to the Exhibits Committee for approval (see V.A.1 below)
      2. Some Library-mounted exhibits may involve the use of "Guest Curators". These individuals, often an appropriate subject specialist or department head, provide expertise on the subject matter of a given exhibit and/or prepare or provide teaching resources, such as a bibliography, webpage, or lecture which extends the educational impact of an exhibit.
      3. Exhibit space is not generally available for non-University groups; but, at its discretion, the Exhibits Committee may recommend the display of a traveling exhibit, such as those produced by the Library of Congress or other appropriate agency. The University Librarian must approve all traveling exhibits.
      4. Groups participating in the Exhibits Program can propose a virtual exhibit component as part of their exhibit proposal. The virtual exhibit can be mounted on the Library website or hosted on another site with a link from the Library's webpages.
    2. Participant Obligations
      1. Preparation and mounting of the exhibit must be done by the department, group, or individuals proposing the exhibit.
      2. As with the physical exhibit, the virtual exhibit is to be prepared by the group proposing the exhibit. The Exhibits Committee will provide the technical specifications for web access.
      3. The Exhibits Committee requires that all permissions/copyrights/ intellectual property rights are obtained before any physical or virtual exhibits are mounted in the exhibit space or on the Library's website as part of the Exhibits Program.
      4. All exhibits must be clearly labeled and clearly display information on the sponsoring agency or unit.
      5. Each group preparing an exhibit must provide a short summary or description of the exhibit for publicity purposes.
  5. CRITERIA FOR EVALUATING PROPOSED EXHIBITS
    1. Proposal Submission and Evaluation
      1. The Exhibits Committee solicits proposals from the University Community in the Spring Quarter for the following academic year. A Proposal for the Use of Orradre Library Exhibit Space form (pdf or Microsoft Word) must be submitted to the Chair of the Exhibits Committee by the deadline indicated for review by the Committee. The exhibit schedule for the following year will be determined by the end of the current Academic Year. However, at times throughout the exhibit year, there may be opportunities to add exhibits to the calendar.
      2. Exhibit Guidelines
        1. Exhibits must meet one or more of the functions outlined in II. "NATURE OF EXHIBITS" above.
        2. Exhibits must be sensitive to the Jesuit and Catholic traditions of Santa Clara University.
        3. Exhibits should present a balanced representation of information on issues, particularly when the topic of the exhibit is one on which there may be differing and strongly held opinions.
        4. Exhibits should neither commercialize nor editorialize personal or partisan opinions, viewpoints, etc., but should inform and educate.
      3. Proposals will be considered based on the following criteria:
        1. Stated purpose or theme of display
        2. Educational content
        3. Appropriateness of subject matter
        4. Originality
        5. Proposed design and layout
      4. If a proposal includes a virtual exhibit component, it will be reviewed based on the same criteria as the physical exhibit, stated above.
    2. Exhibit Review
      1. Proposals are reviewed by the Exhibits Committee and evaluated in accordance with the criteria above. The Committee may request a personal interview with the proposal writer(s) for purposes of clarification.
      2. The Exhibits Committee will return proposals, with their response, before the academic year ends. In some cases, an exhibit may receive provisional approval, subject to some modification, before final approval is given. All exhibits must be fully approved by the Committee before mounting.
      3. The Library Exhibits Committee reserves the right to review each exhibit before the exhibit is opened to the public and to require changes in keeping with these guidelines, as well as to modify schedules for duration of an exhibit, if necessary.
  6. DESCRIPTION OF AVAILABLE EXHIBIT SPACE
    1. Display Cases
      • Two 5' x 5'10" x 1'2" lighted wall cases with marble base
      • One 5'9" x 5'6" x 1'5" lighted wall case, inset
      • One 2'4" x 5' x 9" display case on 3' high table
      • One 3' x 8' x 1' lighted wall case in Boland Reading Room
      • None of the exhibit cases has environmental or lighting controls.
    2. Exhibit Supplies
      1. The Exhibits Committee maintains a limited supply of materials for the use of the Library's Exhibits Committee. Other groups or individuals are required to provide all necessary materials, except book stands.
      2. Neither the Exhibits Committee nor Orradre Library is responsible for damage to, or theft of, materials included in the exhibit cases. All cases are locked.
      3. Exhibitors are responsible for their own insurance and may be required to provide proof of insurance to the Exhibits Committee and appropriate University offices.
  7. DISPLAY SCHEDULE/LENGTH OF EXHIBITS
    1. The Exhibits Committee must provide the University Librarian with the schedule of exhibits for the upcoming academic calendar year by July 1. The duration of an exhibit will vary with calendar, subject matter, and circumstances; but, as a general rule, exhibits are not scheduled for longer than a calendar quarter.
    2. For exhibits that have a virtual exhibit component, the virtual exhibit will normally reside on the Library Website for six months after the close of the physical exhibit. At the end of this period, the virtual exhibit may be moved to a webpage for past exhibits.
    3. In order to avoid the unsightly appearance of incomplete exhibits, exhibits should normally be installed in no more than two consecutive days. All materials should be assembled before installation begins. This includes signs, labels, and Library materials. (Books should be properly checked out before being used in an exhibit.) Exhibits should be dismounted according to the Exhibits Committee schedule.