Accessions Process

The UCCS Campus Art Collection has grown along with the campus over the past 50 years. The Art Collection is comprised of artworks donated by alumni and other donors, art purchased by various departments, and artworks acquired through the state's "Percent for Art". Over time, the Art Collection has grown without a centralized effort to inventory, permanently label, and track the artworks in UCCS holdings. In 2013, a new policy was written for the campus regarding the Campus Art Collection, and a committee formed to advise campus leadership on issues related to Campus Collections on an ongoing basis. Members of this Committee do not have the authority to acquire or deaccession artworks independently, but to serve in an advisory role to the Chancellor and University.

The UCCS Campus Art Collection includes thousands of art objects, which have significant aesthetic, historical, cultural, and market value, and provide significant opportunities for teaching. Much of the Collection is on public display throughout the campus. The Collection is the property of The Regents of the University of Colorado, a body corporate. As employees of UCCS, UCCS faculty and staff members are stewards of the Collection.

Accessioning is a two part process that begins with the transfer of legal title of the objects to UCCS and commits UCCS to the responsibility for the proper care and use of the objects. The second part is the act of recording and cataloguing the artwork and adding it to the permanent Collection.

Artworks proposed for accession to the UCCS campus art collection must be submitted to the Campus Collections Committee for review. 

The process for submission is: 

• Download and complete this acquisition proposal form
• Email form and details to  Karin Larkin
• In advance of review - Campus Architect must approve location, dimensions, and facilities needs (ADA, lighting, security)
• In advance of review - Vice Chancellor of Administration & Finance must confirm funding sources for acquisitions
• Pay attention to deadlines - complete information is due 2 weeks prior to biannual meetings by email
• Incomplete submission of application materials, information, and site details may prevent the Campus Art Collection committee from consideration of acquisition. 

What is the process for acquisition?

• Campus Collections Committee reviews completed applications
• Committee makes recommendation to UCCS Chancellor 
• UCCS Chancellor and Administration reviews, approves, or denies applications
• Once approval is received, Deed of Gift and/or contracting for purchase is responsibility of the sponsoring department, program or individual.
• Acquired works will be added to the Campus Art Collection digital database. The cataloging process involves photographing, obtaining measurements, writing a physical description, creating a condition report, physically numbering, obtaining additional information and entering this data into the searchable collections database.

• First Friday of October (deadline for submissions - third Friday of September)
• First Friday of April (deadline for submissions - third Friday of March)