• Section 1 - Introduction
• Section 2 - Purpose
• Section 3 - Scope
• Section 4 - Audience
• Section 5 - Definitions
• Section 6 - General Principles
• First Nations Cultural Material
• Section 7 - Collection Development and Management Principles
• Section 8 - Collection Development Strategies
• Section 9 - Collection Access and Use
• Access to the Galleries and Museum Collections
• Section 10 - Responsibilities and Delegated Authority

Section 1 - Introduction

(1) The University of Newcastle (University) through its University Galleries plays a pivotal role in connecting the University with a broader artistic and cultural ecosystem locally, regionally, nationally and internationally through engagement with its significant historical, cultural, and artistic collections. The University Galleries manages the Art Collection and play a pivotal role in supporting the learning, teaching, research and work integrated learning activities of the University.

(2) The University Galleries are responsible for the acquisition, housing, preservation, management, curation, exhibition, and provision of access to the University Art Collection (Art Collection).

(3) This Policy should be read in conjunction with the Art Collection Development and Management Procedures.

Section 2 - Purpose

(4) This Policy communicates the Art Collection development and management principles of the University.

Section 3 - Scope

(5) This Policy applies to all activities relating to acquisition, care, deaccession, repatriation, and disposal of material and artworks which are managed by the University Galleries, regardless of format.

(6) Material that has been acquired by a College, School, controlled entity, or Research Centre without approval of the Art Curator or an authorised delegate may be deemed outside of the scope of this Policy.

Section 4 - Audience

(7) Staff, students, University affiliates and alumni, honorary academics, galleries and museums, philanthropic benefactors, the general public, resource-sharing organisations and industry partners.

Section 5 - Definitions

(8) In the context of this document the following definitions apply:

1. “accession” refers to the formal process of acknowledging an artwork, object, or archive to be part of the collecton;
2. “acquisition” means the formal process of obtaining valid title to an artwork, object, or archive;
3. “Art Collection” refers to items that are University property and have been formally accessioned through the University Galleries. It is the aggregate of artworks, original creative works, archival material, objects, and cultural material under the ownership and care of the University Galleries. The Art Collection includes objects such as, but not limited to, drawings, paintings, sculptures, photography, cultural and other artefacts, digital media, and design items;
4. “collection management” refers to the strategies and processes of acquisition, retention and management, records keeping, preservation, deaccession, and provision of access to artistic and cultural material;
5. “conservation” means the care of cultural material. Conservation activities may include preservation, restoration, examination, documentation, digitisation, research, advice, treatment, preventive conservation, training and education. All measures and actions should respect the significance and physical, historical, aesthetic and cultural integrity of the object;
6. “Cultural Material” means an item of material culture that as a functional, educational, symbolic, or spiritual purpose that has been made or used by humans;
7. “deaccession” means the process of officially removing an item from the collection to sell, return, or dispose of the item;
8. “Indigenous Cultural and Intellectual Property” or “ICIP” refers to the rights of Australia’s First Nations (Aboriginal and Torres Strait Islander) peoples to their heritage. ICIP incorporates traditional knowledge, traditional cultural expression, and performances;
9. “material” includes, but is not limited to, artworks, cultural material, and archival material. Materials may be physical or digital or other formats or media;
10. “preservation” means activities or actions undertaken to slow down or prevent deterioration of, or damage, to cultural material and thereby extend the life of collections and collection material. It is enacted through the formulation and implementation of policies and procedures related to the following: appropriate environmental conditions; handling and maintenance; procedures for storage, exhibition, packing, transport and use; integrated pest management; emergency preparedness and response; and reformatting/duplication;
11. “provenance” means the history and ownership of an artwork or object from the time of discovery or creation to the present time from which authenticity and legal title is determined;
12. “repatriation” means the return of artworks or cultural material to the country of origin, or to former original owners (or their heirs). It can refer to artefacts, heritage items, human materials (including ancestral remains), paleontological and ethnological items;
13. “restoration” refers to the treatment of materials through minimal intervention to enhance its interpretation. Restoration may involve the reassembly of displaced components, removal of extraneous matter, or re-integration using new materials;
14. “University Aboriginal and Torres Strait Islander Cultural and Intellectual Property Protocol” means the University's ethical standard in supporting Indigenous people to maintian, control, protect and develop their ICIP.

Section 6 - General Principles

(9) The University Galleries will uphold the following general principles: 

1. Intellectual freedom: The University Galleries will support the principles of intellectual freedom by developing, and making publicly available, collections that represent a variety of perspectives. Material will not be censored or removed based on disapproval of the artist’s or creator’s political, social, moral, or other opinions or behaviour; 
2. Indigenous inclusion: The University is committed to the protection of Indigenous Cultural and Intellectual Property (ICIP) rights of all Aboriginal and Torres Strait Islander people. The acquisition and management of all Art Collection materials will be in accordance with relevant statutes, including but not limited to Protocols for Using First Nations Cultural and Intellectual Property in the Arts, and the University's Indigenous Cultural and Intellectual Property Protocol;
3. Equity of access: The Art Collection practices will ensure inclusive and equitable access to the Art Collection, whilst complying with licencing and copyright laws and observing ICIP protocols; 
4. Sustainability: In support of the Environmental Sustainability Policy, and efforts towards the attainment of the United Nations Sustainable Development Goals, the University Galleries are committed to sustainable collection development. This includes a commitment to providing access to information (Sustainable Development Goal Target 16.10) and integrating the Sustainable Development Goals across the Art Collection development and management; 
5. Support to University staff and students: The University Galleries will make the Art Collection available through exhibition and other activities, such as the provision of data to support University staff and student research activities, wellbeing initiatives, and cultural safety for First Nations peoples. 

First Nations Cultural Material

(10) The University Galleries is committed to respecting cultural sensitivities in the acquisition, inward loan, management, display, interpretation, and disposal of works of Indigenous and First Nations’ art and cultural material. The University Galleries is committed to rigorous due diligence in respect to the provenance and authenticity of Indigenous and First Nations’ cultural and intellectual property.

(11) The University Galleries will follow best practice protocols to inform fair, sensitive, and effective consultation in dealing with First Nation artists and communities. In the execution of its duties, the University Galleries will act in accordance with the Indigenous Cultural and Intellectual Property Protocol.

Section 7 - Collection Development and Management Principles

(12) In addition to the general principles, the following principles will apply to the development and management of the Art Collection:

1. Ethics: Art Collection management activities, including acquisition, deaccession and disposal, will be conducted ethically and in the interest of the University by the University Art Curator, or their nominee. These activities will adhere to the National Standards for Australian Museums and Galleries, International Council of Museums Code of Ethics, and the Australian Institute for the Conservation of Cultural Material Code of Ethics and Code of Practice and the statements outlined in this policy and associated Art Collection Development and Management Procedure;
2. Acquisition standards: The University Galleries will develop the Art Collection through strategic acquisitions, commissions, and where relevant, deaccessions. High value acquisitions for the University Art Collection must be approved in accordance with the University's delegations of authority (see Delegations Register). Acquisitions will comply with the National Standards for Australian Museums and Galleries; 
3. Community consultation: Selection of material will be based on the professional expertise of the Art Curator and information actively sought from the wider University, academic, cultural, and Aboriginal and Torres Strait Islander communities;
4. Donations: Gifts, donations, bequests and transfers will be considered in accordance with the Art Collection Development and Management Procedure;
5. Resource sharing: The University Galleries will support resource sharing and collaboration in finding sustainable and cost-efficient solutions to rising acquisition and collection management costs, subject to format availability, copyright law, and ICIP protocols;
6. Risk and insurance: The University Galleries will manage risk in accordance with the Risk Management Policy and Risk Management Framework, seek timely valuation of the Art Collection for insurance purposes, and undertake digital preservation activities to mitigate losses of valuable digital assets;
7. Due diligence: the following matters will be considered: 
   1. operational and logistical limitations, such as funding and budgets, staff capacity, storage and conservation limitations; 
   2. research, reputation and monetary value of potential collection materials;
   3. relevant legal obligations in relation to acquisition and disposal of collection materials, as well as sector best practice for collection management; 
   4. the vulnerability and risk of potential collection materials, particularly digital born materials, and
   5. the autonomy and rights of Aboriginal and Torres Strait Islander people in relation to their cultural knowledge, heritage and intellectual property.

Section 8 - Collection Development Strategies

(13) The development and ongoing management of the Art Collection will: 

1. Value: add value, reputation and distinction to the University and its assets; 
2. Research and education: support the learning, teaching, and research needs of the University, as defined by the University Strategic Plan;  
3. Arts and Culture: support and inform the University's Art and Culture Strategy;
4. Institutional knowledge: to support and enhance knowledge about the University and those who have a relationship with it; and
5. Aboriginal and Torres Strait Islander culture: support and enhance appreciation and understanding of Aboriginal and Torres Strait Islander art and cultures. 

Section 9 - Collection Access and Use

(14) The University Galleries makes the Art Collection available to foster intellectual curiosity, academic rigour, cultural understanding, and social inclusion.

(15) All access and use of the Art Collection is governed by adherence to copyright law and best practice, as well as the University's Indigenous Cultural and Intellectual Property Protocol and University Galleries Use Policy.

Access to the Galleries and Museum Collections

(16) The University Galleries displays items from the Art Collection and mounts other exhibitions to provide the University with a platform that is intellectually vibrant, reflective, and socially relevant. 

(17) The University Galleries will develop and maintain relationships with the University community, artists, art dealers, arts organisations, galleries, museums and libraries, and past and prospective donors through the curation, interpretation and exhibition of the Art Collection in a range of formats.

(18) The University Galleries will facilitate and promote access to the Art Collection in accordance with this Policy, including copyright and ICIP, cultural sensitivity, and security requirements.

(19) The University Galleries will make the Art Collection available, where feasible, for research by members of the University and to external Researchers. Some items may be restricted due to cultural or religious sensitivities. Access to the Art Collection for research purposes is at the discretion of the Art Curator.

(20) Access to, and use of, the Art Collection is governed by the Art Collection Development and Management Procedure.

(21) Access to the Galleries is subject to the Galleries Use Policy.

Section 10 - Responsibilities and Delegated Authority

(22) The Art Curator is responsible for the Art Collection and its development and management.

(23) Accountability for the regular valuation of the Art Collection lies with the Art Curator, in adherence to directives from the Risk Unit.