Policy and Procedures Statement 3.4.7
Exhibits
Revised August 2000
I. Purpose of Exhibits
The primary purpose
of exhibits in the Michigan State University Libraries is to promote the
collections and services of the Libraries by bringing them to the attention of
the University community and visitors. Exhibits focus on topics consistent with
the scholarly and cultural concerns of the University and are, as a rule, drawn
from the holding of the Libraries, supplemented when appropriate with materials
from other sources. Exhibits are to be consistent with the Libraries'
commitment to freedom of information and cultural diversity, and are not to be
used to promote personal, commercial, or organization positions.
II. Exhibits Planning and Scheduling
The Libraries support
a number of display cases and exhibit areas. Immediate responsibility for
display cases is as follows:
SPC Reading Room: Head of Special Collections
Faculty Books
Display Case: Head of Special Collections
Chavez Collection : Chicano/Latino
Studies Librarian
Second Floor West: Exhibits Coordinator
Third Floor
West/Map Library Interior: Head of Map Library
Fourth Floor
West/Fine Arts Interior Walls: Fine Arts Coordinator
Overall
responsibility for scheduling, coordinating and publicizing exhibits rests with
the Library Exhibits Coordinator. All questions, comments, and suggestions
regarding Library exhibits must be referred to the Library Exhibits
Coordinator.
Scheduling of
exhibits in the four major areas is done on an annual basis. Suggestions for
exhibits and information about upcoming campus events, for which a supporting
exhibit might be appropriate, may be solicited. A calendar of exhibits for the
upcoming year (September 1 - August 30) is developed in July. An effort is made
to maintain a varied series of exhibits that reflect the richness and diversity
of the Libraries' collections. Major exhibits are usually of no less than 8
weeks duration. Other exhibit areas may be scheduled for shorter periods and on
an ad hoc basis. Persons wishing to plan an exhibit will submit a
proposal describing the project and other pertinent details and submit this to
the Exhibits Coordinator for review by the Exhibits Committee. The Exhibits
Coordinator will provide exhibitors with an information packet on planning and
producing exhibits in the MSU Libraries.
III. Exhibits Coordinator
In addition to the
responsibilities listed above, the Exhibits Coordinator will:
·
Evaluate
proposals for new exhibits in the MSU Libraries.
·
Propose
new exhibits and exhibit areas in the Libraries.
·
Facilitate
and assist in the production of special projects and exhibits undertaken by
others in the MSU Libraries.
·
Make
recommendations for the purchase of exhibit cases and other equipment related
to exhibits and displays used in the Libraries.
·
Propose
and produce on-line Library exhibits.
·
Organize
workshops on exhibit planning and production.
·
Seek
ways to better utilize and publicize exhibit resources available at MSU
The Library Exhibits
Committee, with the assistance of the Exhibits Coordinator, is responsible for
overseeing the exhibits program and ensuring that exhibits conform to library
exhibit policies and guidelines. Members of the committee are the Head of
Special Collections, the Fine Arts Library Coordinator, Exhibits Coordinator,
the Collections Conservator, and two additional members recommended by the
Exhibits Committee and appointed by the Director of Libraries. The Committee
will report to the Assistant Director for Access and Preservation.
The Exhibits
Committee is responsible for:
· Developing
policies and standards that will enhance the intellectual, artistic and
technical quality of MSU Library exhibits.
· Maintaining the
display cases and exhibit areas by securing necessary cleaning, upkeep and
repairs;
· Maintaining a
supply of suitable materials for use in exhibit areas, and approving and
ordering equipment and supplies needed for the production of displays.
· Supporting and
encouraging the participation of library staff in exhibit planning, design, and
production.
V. Guidelines for Exhibiting Library Materials
1.
Handling and Physical Support:
Materials should be handled as little as is necessary in preparation and
dismantling of exhibits. Physical supports should be designed and used to avoid
damage and stress to fragile materials. These supports should be of acid-free
materials and sufficiently strong to provide support for the duration of the
exhibit. Mylar ribbons of sufficient width and flexibility should be used to
restrain gently book pages which need to be held open. Under no circumstances
should books or other materials be forced open or unnaturally restrained and
positioned for display. All supports should be as visually and physically
unobtrusive as possible and should be clean, well crafted, and of uniform
materials and appearance.
2.
Light: In general UV radiation
and intensity of visible light should be kept low. Ideally, upper limits would
be a 50-75 microwatts per lumen of UV radiation and
300 lux. Light levels in exhibition areas should be
determined and adjusted by filtering or a reduction in light sources if
possible. If materials are to be displayed in an area where light is too
intense, the exhibit should be of a proportionately shorter duration. Display cases with internal lighting should
be monitored closely to assure the safety of displayed materials. Shorter display times may be indicated upon
light monitoring. Purchase of new
exhibit cases should use best technology for lighting with UV protection and
controlled heat from light source. In general, photographic materials should be
carefully evaluated for exhibition suitability in a particular lighting
situation (see item 5).
3.
Heat and Relative Humidity:
Environmental conditions in exhibition areas should be monitored regularly.
Ideally, temperatures should be in a range of 65 degrees - 75 degrees F, and
relative humidity should be 40% - 55% without gross fluctuations. Extremely
hot, dry, or humid conditions should be avoided, and valuable materials should
be removed from exhibits where dangerous levels of heat and humidity cannot be
controlled.
4.
Security: Efforts should be taken
to protect exhibited materials from theft, vandalism, or accidental harm.
Display cases must have secure locks and exhibits must be located in areas
where they can be monitored by library staff. Use of keys for the display case
is regulated by the Exhibits Committee or designated location librarians.
5.
Restricted Materials: Very
fragile, rare, unique, or otherwise extremely vulnerable materials should not
be exhibited unless special arrangements are made in consultation with the
Exhibits Committee, the appropriate collection custodian, and the Preservation
Office. In general, photographic materials should not be displayed unless
special light filtering alternatives can be arranged.
6.
Length of Exhibits: Exhibits will
usually be scheduled to run from 8-10 weeks, depending on the nature of the
exhibit and the demands of the schedule. Under most circumstances materials
should not be continuously exhibited for more than ten weeks.
7.
Frequency of Exhibit of Rare Material:
In general, very rare books and other fragile or vulnerable materials should
not be exhibited more than once a year. If a particular book must, for some
reason, be exhibited regularly, care should be taken to display different
pages, and possibly to turn the pages periodically during the exhibit.
8. Library
material placed on exhibit should be checked out to the Exhibit Committee.
Arrangements should be made with Libraries' Circulation Department to
facilitate this procedure.