Policy

Exhibits are a valuable part of the University of Washington Bothell Cascadia Community College Campus Library and Media Center public services outreach and user education. Exhibits inform, educate, and promote the Campus Library & Media Center’s information resources and services, and, at times, entertain. Exhibits provide an excellent opportunity for the Campus Library & Media Center to engage in collaborative projects, especially with faculty members and others in the university community.

The Campus Library & Media Center hosts a variety of exhibits including, for example, student exhibits, selected examples from the collections, and traveling or special exhibits.
This policy defines the philosophy and goals for exhibits and public art displays throughout the Campus Library & Media Center, identifies responsibility for these programs, and defines acceptance guidelines and general policies. Smaller exhibits which are regarded by Campus Library & Media Center staff as "displays" are covered by this policy with the exception of extent of publicity. Campus Library & Media Center staff involved in organizing, curating, and/or mounting exhibits or displays are deemed to be acting within the course of official duties and under the authority of the University of Washington Libraries.

The display of public art is an important part of providing welcoming and pleasant facilities and also enriches the Campus Library & Media Center’s service and outreach programs. The Campus Library & Media Center’s permanent art collection and Art on Loan exhibits are not covered by this policy, but rather, by the Libraries' Public Art Policy.

The Director of the Campus Library & Media Center, in consultation with others, will be responsible for updating and revising this policy.

Goals

• Promote the diverse holdings and scholarly value of specific library collections
• Promote the role of the library, its collections, resources, services, and staff as central to the research and teaching programs of the university
• Nourish intellectual, aesthetic, and creative growth
• Educate the university community on particular topics
• Enhance the strategic mission and development goals of the library
• Encourage individuals to contribute to the expansion of knowledge
• Support university events, programs, symposia, activities, and accomplishments
• Promote university and community relations
• Recognize library supporters, friends, and donors

Criteria for Selection

Exhibits in the Libraries will be selected with reference to the Exhibits Policy. Exhibit spaces are made available, in accordance with these Guidelines, to Academic and University-related departments, faculty, currently enrolled students, UW Bothell & Cascadia student organizations, and to exhibitors sponsored by the Libraries.

The following criteria apply as exhibit proposals are considered, although not all exhibits will meet all criteria. The Libraries reserves the right to approve or disapprove all exhibit requests, to have final approval for the layout of the exhibit, and to make all decisions regarding length of exhibit duration, placement of the exhibit within the library, and content of publicity.

• Educational content ranging from advanced scholarly contributions to general informational value
• Relevance to library collections
• Broadness of appeal of the main theme
• Appropriateness of subject, technique, and style for intended location and audience
• Appropriateness to special events, anniversaries, holidays, etc.
• Relation to other events or exhibits in the community
• Representation of an influential movement, genre, trend, or national culture
• When the topic is controversial, an objective presentation is required
• Does not promote the partisan political, religious, or social doctrines of any single person or group
• Reflects vitality, originality, artistic expression, and experimentation
• Does not promote the financial profit of any individual, organization, or commercial enterprise
• Ease and cost of installation
• Satisfies public safety considerations, e.g. free standing displays, hands-on exhibits, etc.
• Exhibitor agrees to sign an exhibit proposal with the Libraries

Student & Student Organization Exhibits:  The Campus Library and Media Center welcomes student art and work for exhibition.  Student exhibits are subject to the Campus Library & Media Center Exhibit Guidelines and are for a fixed duration only.  Student exhibition space is available to currently enrolled students only and requires faculty/department involvement or sponsorship.

Exhibit Proposal Process & Required Forms

Process for proposing an exhibit in the Campus Library & Media Center

1. Exhibitor reads Campus Library & Media Center Exhibits Guidelines
2. Exhibitor contacts the below designee regarding proposed exhibit:

Library Administration
(425) 352-5258
libadmin@uwb.edu
18225 Campus Way NE, Box: 358550, Bothell, WA 98011

3. Campus Library & Media Center contact for the exhibit approves or rejects proposal in a timely manner, based on the Exhibit Criteria for Selection and/or space availability. Exhibitor is contacted with result.
4. If approved, Campus Library & Media Center contact forwards copies of the Exhibit Proposal Form to the Director of the Campus Library & Media Center.
5. At exhibit installation, the Exhibit Release Form is signed by Campus Library and Media Center contact and exhibitor.
6. Original Exhibit Proposal and Exhibit Release forms are retained in the approving department's files.

Exhibit Locations

The Campus Library & Media Center has exhibit space available on the second floor of the library:

Area Specifications and Description:

• 2 ea. Brodart Exhibit Case
  • Landscape
  • 43” H x 72” W x 36” D
  • Display height 14”

• 2 ea. Brodart “Heritage” Wood Exhibit Case
  • Upright
  • 70” H x 48” W x 18” D
  • Lighted florescent Cornice
  • 5 glass adjustable shelves

• 1 ea. Howard Miller Exhibit Case
  • Upright
  • 78” H x 28” W x 17” D
  • Lighted Halogen Lamp
  • 7 adjustable glass shelves
  • 1 fixed glass shelf

Special Conditions:

Public Area; not secured

Funding

Exhibitors are solely responsible for funding all costs associated with the exhibit, including but not limited to shipping, installation, dismantling, and insurance. Exhibitors are responsible for publicity beyond that provided by the Libraries. See the publicity section of this document for more information.

Security & Insurance

Exhibits are often located in high traffic areas whose visibility reduces the likelihood of damage or theft of materials; however, the Campus Library & Media Center takes no responsibility for the security or welfare of exhibits at any time, including during transport, installation, or dismantling. Before an exhibit is installed, exhibitors and the Campus Library and Media Center’s representative must sign a release, indemnifying the UW from any responsibility for loss or damage. The original signed Exhibit Release Form will be retained in the unit. A copy of the Form will be sent to the Office of the Dean of University Libraries.
Insurance coverage, if needed, is the responsibility of the Exhibitor. Insurance to cover the value of the exhibit is available for on-campus exhibitors from UW's Office of Risk Management. Exhibitors from off-campus are encouraged to insure their exhibit through their own agent.

Safety
Exhibits and displays must be placed so as to accommodate physical safety considerations. There cannot be loose cords or cabling; free-standing units must be secure; and ease of egress from the exhibit for emergency purposes must be assured. The exhibits must be set up so as to accommodate disability access.

Best Practices
Exhibits must be well prepared, organized, and aesthetically pleasing. In order to most effectively promote a Libraries exhibits program, units are encouraged to have a schedule of exhibitions planned for six to twelve months in the future.

Exhibit Duration:
Unless otherwise agreed upon, exhibits will have specific start and end dates, although the end date may be extended if the schedule allows. Since exhibit conditions place a strain on library materials being displayed, exhibits running longer than three months are not encouraged, and should be undertaken only under exceptional circumstances.

Exhibit Materials Handling:
Exhibitors must handle books and artifacts gently and with conservation concerns in mind. In general, books should be displayed on bookstands, cradles or supports. Exposure to direct sunlight should be avoided. Panels with halogen light and cases with interior lighting can also be damaging to exhibited materials. Exhibitors should consider using facsimiles for fragile materials such as newspapers and photographs.

Special Collections and Preservation staff are experienced in the proper handling and display of unique and fragile materials, and can provide guidance to library exhibitors. Special arrangements should be made in advance for consultation and questions by contacting the Manager of Special Collections Operations or the Preservation Administrator.
See these sources for more information:

• ANSI/NISO Z39.79-2001 Environmental Conditions for Exhibiting Library and Archival Materials, http://www.niso.org/standards/standard_detail.cfm?std_id=575
• NEDCC: Protecting Paper and Book Collections During Exhibition, http://www.nedcc.org/plam3/tleaf25.htm

Generally, when circulating Libraries materials are used in a display, the materials must be checked out using an exhibition check-out card available from Circulation. This will cause a special message to appear in the UW Libraries Catalog that the item in "Unavailable" for the duration of the exhibit. Exhibitors may place a card in the display noting that the materials will be available for check-out after the exhibit ends.

Exhibit Text/Labels 

Text should be word processed and printed on a high quality printer if not professionally designed and/or typeset.

Exhibit Support Materials:

• Bibliographies, brochures and other promotional material and/or instructional materials to accompany an exhibit are strongly recommended but not mandatory.

• Exhibitors are responsible for preparing the content of the publications associated with their exhibit. Examples include: a bibliographical list of items displayed; a double sided brochure; an exhibit catalog.

Sound, video, or computer displays accompanying exhibits will be installed and removed by the exhibitor in consultation with library staff.

Publicity

Receptions & Related Activities

Rooms in the Campus Library & Media Center may be, on occasion, available for receptions and other activities (workshops, talks, demonstrations) linked to exhibits. These should be discussed with the specific Campus Library & Media Center exhibit contact who will consult the room use policy and check the schedule to see whether a reception or other activity can be held.
Some rooms carry a charge for cleaning and set-up and the exhibitor will be responsible for meeting these costs unless other arrangements have been made prior to the reception or event. If alcohol or food will be served, consult the Campus Services Event Planning website.

Dispute Resolution

The Campus Library & Media Center supports academic freedom and the free expression of opinion. The Campus Library & Media Center will not exercise any censorship of materials such as books, images, labels, catalogs, or promotional literature that do not violate the guidelines as expressed in the Campus Library & Media Center’s Exhibits Guidelines or local, state, or federal laws.

The University Libraries subscribes to the American Library Association's Library Bill of Rights as it applies to exhibit spaces and bulletin boards, specifically:

The library should not censor or remove an exhibit because some members of the community may disagree with its content. Those who object to the content of any exhibit held at the library should be able to submit their complaint and/or their own exhibit proposal to be judged according to the policies established by the library.

Challenges of a display, exhibit, or printed materials posted or displayed in the Campus Library & Media Center may be sent in writing to the Director of the Campus Library & Media Center. The Campus Library & Media Center will respond to written statements as follows:

• The individual will be notified that the Campus Library & Media Center has received his/her written statement of concern.
• A copy of the statement is to be forwarded through the supervisory chain.
• A review process will be conducted in a timely matter by Library Administration in response to an individual's statement of concern.
• While a concern is being considered, there will be no change in the status of the display, exhibit, or printed materials.
• Upon completion of the review process, the appropriate administrator will notify the individual of the Campus Library & Media Center’s decision.
• The individual may appeal the decision to the Senior Associate Dean of University Libraries.