Guidelines for Library Exhibits

For the purposes of this document, exhibits are defined as thematic displays of materials including but not limited to books, posters, documents, art work, objects and other artifacts, that should be accompanied by written commentary or labels.  The Hesburgh Libraries have three exhibit "areas":  one in Special Collections, several for the branch libraries, and one in the Hesburgh Library outside the purview of Special Collections.  The Hesburgh Library exhibit area includes one case on the second floor and the cases on the north wall of the concourse (lobby) of the main floor of the Hesburgh Library.  Occasional exhibits may be mounted in other areas of the Hesburgh Library with the approval of the library's Exhibits Coordinator and/or the Head of Special Collections.
The Hesburgh Libraries exhibits program (for all areas) has the following objectives:

1)   To teach, explain or impart information through the display of library materials to:

1. Provide an enrichment experience for students beyond what they learn in class:
2. Call attention to unusual aspects of a topic using books and other library materials:
3. Call attention to the unique strengths of the collections of the Hesburgh Libraries;
4. Commemorate events, especially those concerned with the University of Notre Dame's mission, vision, and values.

2)   To reveal the resources of the University to students and faculty to:

1. Highlight events occurring around the University;
2. Increase outreach and collaboration among the Hesburgh Libraries, academic departments and official student groups.

Initial Considerations for All Exhibit Areas
In support of its mission, the Hesburgh Libraries welcomes non-commercial exhibits. Exhibits should have a clearly defined educational purpose and content.
Priority will be given to exhibits prepared by the Hesburgh Libraries or sponsored by University organizations or official members of the University community.
The Hesburgh Libraries may elect to use exhibit materials prepared by other organizations not affiliated with the University, but preference will be given to campus organizations.
Special Collections Exhibit Area
Please see the Head of Special Collections, ex-officio Chair of the Special Collections Exhibitions Committee, for the guidelines, etc., governing exhibits in Special Collections <http://www.library.nd.edu/rarebooks/exhibits/>.

Exhibit Areas in Branch Libraries
The branch librarian for the affected branch will be responsible for coordinating exhibits for his/her library.  The branch librarian will typically follow the guidelines articulated here, but may make local adjustments, in consultation with his/her Associate Director, as appropriate.  The branch librarian may also want to seek advice from the Exhibits Coordinator (see below).
Hesburgh Library Exhibit Area (outside the purview of Special Collections)
The remaining sections relate specifically to the Hesburgh Library Exhibit Area (outside the purview of Special Collections), but may be incorporated by the other exhibit areas as appropriate.
The Associate Director for User Services appoints an Exhibits Coordinator.  The library's Exhibits Coordinator consults within the Hesburgh Libraries and selects or assists in the selection of appropriate materials for inclusion in the exhibits.
Exhibit cases in the Hesburgh Library concourse typically display information outside the field of librarianship.  The case on the Hesburgh Library 2nd floor typically displays information related to library collections or librarianship.
The Exhibits Coordinator retains right of refusal and is not obligated to accept every exhibit offered for display. Furthermore, an exhibit may be cancelled if it is not exhibit-ready or at any other stage if the exhibitors have not met the agreed upon conditions and deadlines. The Associate Director of User Services has final discretion on the selection and content of exhibits.
Scheduling an Exhibit
The Exhibits Coordinator is responsible for scheduling exhibits and coordinating their subsequent presentation.
The Hesburgh Libraries seeks a diversity of exhibits that reflect the curriculum and collections of the University. For that reason, the Exhibits Coordinator will generally schedule exhibits no more than one year in advance.  Exhibiting groups may curate only one exhibit per year if there is a wait list.
While the Coordinator will make every effort to honor scheduling commitments, the Library reserves the right to postpone, reschedule, curtail, or cancel an exhibit.
Preparing the Exhibit
Exhibitors will be responsible for creating the exhibits and for providing high-quality, exhibit-ready content. Content should be accurate and based on authoritative sources. Written materials should provide context and background appropriate for a general audience and create a cohesive narrative for the exhibit.
Topics for exhibits will be provided for the interest, information, and enlightenment of all people of the community the library serves. Materials should not be excluded because of the origin, background, or views of those contributing to their creation.

Fr. John Jenkins states that “A university has an obligation to promote the free discussion of issues that are controversial in our society….  It is understood that certain presentations are intended to be provocative, and are so with good reason.  Chairs, however, must make informed judgments on whether provocative presentations have academic or artistic value, or are gratuitously offensive.  While the former may merit sponsorship, the latter do not.  In making such judgments all must recognize the special identity of the University of Notre Dame, and take account of associated sensibilities.” <http://president.nd.edu/speeches-and-publications/closingstatement/commonproposal/>
Responsibility for review of written materials prepared for exhibits rests with the Exhibits Coordinator in consultation with the Associate Director of User Services.
Exhibitors will be responsible for providing all other materials and their costs. Under special circumstances, the Hesburgh Libraries may provide equipment and supplies for exhibits within available resources.
Mounting and Dismounting an Exhibit
All assembly, mounting and dismantling must be conducted by the exhibitors.
Exhibit materials must be removed by the agreed upon termination date.
For significant exhibits, the Exhibit Coordinator will post descriptions and photographs on the Exhibits website at http://www.library.nd.edu/about/exhibits.shtml#special.

Liability for Items in Library Exhibits Cases
Robert Zerr, Director , Risk Management and Safety, May 7, 2008

1. Notre Dame Owned Materials (fine art, rare books, documents, memorabilia, etc.).

        Notre Dame's property insurance will provide coverage subject to a $5,000 deductible (campus unit's responsibility).  This coverage includes theft and damage of any sort from water, heat, fire, breakage, etc.  Every item in the exhibit should be listed with a replacement value.  Irreplaceable items should have a value placed on them that will provide funds to purchase a like or similar item.

2. Non-Notre Dame Owned Materials

        Property owned by others (ND faculty/staff or non-ND affiliated persons) can be handled in two ways:

        a. Have the owner of the property sign a waiver and release agreement (attached appendix) which explicitly states that ND is not responsible for anything that might happen to the property.  This is the preferred approach.
 
        b. If the owner refuses to sign the waiver and his/her piece(s) is a must for the exhibit, Notre Dame can insure the piece(s) through its property insurance subject to the same $5,000 deductible.  In this case we require that the owner provide Risk Management and Safety with a letter stating the value of each item/piece to be placed in the exhibit.  The value given to us in the owner's letter will not necessarily be honored in the event of a loss and will be researched by our insurance carrier to determine an appropriate replacement value working with the owner.