Public Art Gift Acceptance Policy

Introduction

Hamilton College displays a limited amount of public art on the campus. Some public art is on permanent display and some is displayed for a defined period of time. Current students, employees, and donors interested in displaying or donating public art should be advised that Hamilton College has limited space/storage for gifts of this type and the Committee (defined below) will be selective and practical in their decision-making process. It is not possible to approve all public art – whether gifts or temporary displays – due to space limitations and maintenance requirements. Generally, only art that has a direct connection to Hamilton, its history, and the College’s educational mission will be accepted as a donation or approved for temporary display.

Public Art is defined as works of art that are paintings, sculpture, collages, posters/prints, drawings, glassware, antiques, wood carvings, student art, faculty art, murals, photography, video, electronic media, and objects (in clay, fiber, textiles, metal, plastic, or any other material) donated to or purchased for the College for public display, or created by Hamilton students, faculty, or staff for public display.

This policy applies to potential gifts of art to the Trustees of Hamilton College and also to temporary displays of art. It does not apply to the Wellin Museum, Special Collections, the Rare Book Room, or the Archives. Potential gifts of art to the Museum should be directed to the Wellin Museum staff. Inquiries about potential gifts to the Rare Book Room or Archives should be directed to the appropriate staff in those offices.

Gifts of public art that the donor agrees the College can sell have a different acceptance protocol.

Authority and Responsibility

Authority for donations of public art to Hamilton College resides with the Committee on Public Art (CPA). While potential donors may approach many offices of the College, without exception, all offers of works of public art must be vetted by the CPA. The CPA meets quarterly to review proposed gifts, address any areas of concern about public art installations, and make recommendations to the College’s senior staff concerning the acceptance or rejection of, installation, and oversight for Public Art on the Hamilton campus.

Proposals to the CPA

A prospective donor or department planning to purchase public art must complete a Proposed Gift of Public Art form. No commitment may be made to a donor or artist prior to review and decision by the CPA. The requestor must include the reason for making the display, gift or purchase, a description of the object/item including size/dimensions and condition, the proposed location for installation, the acquisition budget and estimated installation and maintenance costs of the item, and the College department that will be responsible for maintaining the work of art. The form also clearly states that gifts of art are not insured and indicates that the College is not responsible for maintaining the object/item.

The CPA will discuss the proposed gift or purchase including an installation site and make a final recommendation to the senior staff to accept or decline the gift. The CPA Chair will convey the decision of the senior staff to the donor or other responsible party.

Authority and Responsibility for Temporary Student Created Art

Students often display works of art on campus as part of course work or as part of their activities for recognized student groups. If a student or student group wishes to install a piece of public art, they must complete a Temporary Community Member-Created Art form. The requestor must include the reason for the temporary public art display, a description of the object/item including size/dimensions and condition, the proposed location for the installation, the estimated installation and maintenance costs of the installation, and the names of the student or student groups responsible for maintaining the work of art, and to whom it will be returned at the end of the installation period. 

A subcommittee of the CPA has authority over student or student-group created public art and sets limits on the time frame of the installations to ensure a multiplicity of voices. The CPA subcommittee – which meets as needed – reviews submissions for temporary public art from students or student groups, and makes recommendations to the College’s senior staff concerning the acceptance or rejection of such requests. 

The subcommittee for reviewing student or student-group created temporary public art consists of:

• Vice President, Administration & Finance  
• A faculty member appointed by the Dean of Faculty
• Vice President for Academic Affairs and Dean of the Faculty (serves as the Committee Chair)
• A student appointed by the Student Association

The College will not retain student works of art in perpetuity unless they have been approved under the donation process described above. When the removal/disposal of a piece of student art is necessary, an agent of the CPA will notify the student or student group at the last known primary mailing address above. Such correspondence will advise the student or student group of the deadline for making provisions to collect the work of art and warn the creator that the failure to do so in the time specified will result in its disposal. 

Questions about this policy should be addressed to the Vice President, Administration and Finance or the Vice President for Academic Affairs & Dean of Faculty.

Updated October 2024