The University maintains insurance for its fine arts collection, rare books, and instruments. In addition, the University insures art, artifacts, and rare books loaned to the University. Follow the guidelines below when accepting on-loan fine arts and similar property.

Art, Artifacts, or Rare Books on Loan for Display or Research

All artwork on loan must be accompanied by a written loan agreement signed by both an authorized University representative and the lender. The loan agreement should include a detailed description of the property, term of the loan, appraisal of the property declaring value, name of artist, and a photograph of the object. The loan agreement should also state whether the University or the lender is responsible for maintaining insurance on the property while in the care, custody, or control of the University.

Loan Agreements and Insurance

Visit the University’s contracting website for assistance in writing a loan agreement, and contact Risk Management with any questions on insuring artwork on loan. The department that enters into the loan agreement will be responsible for the first $1,000 of any loss.

Owned Art, Artifacts, or Rare Books

Department managers are responsible for maintaining a detailed inventory of all artwork in their departments. The inventory should include a brief description, appraisal, date acquired, and a photograph of each object. A copy of this inventory should be stored in a location outside the department. The inventory facilitates reimbursement of lost, stolen, or damaged art or rare books and documentation of the object or objects will be required when a claim is filed with Risk Management. Departments will be responsible for the first $1,000 of any loss.

See the Department Collection Policy for additional information.