UCR Library Exhibits Policy

This policy defines the nature of the UCR Library's exhibitions program and the procedures governing these exhibitions.

  • Scope

    The UCR Library Exhibits Committee plans and oversees a rotating roster of exhibitions in the UCR Library’s public areas that showcase Library holdings and collections and/or enhance the cultural and intellectual life of the University and the larger community and coordinates with Special Collections and University Archives (SCUA) on exhibits in the SCUA Reading Room. 

    The UCR Library is committed to presenting a high-quality exhibitions program that supports the teaching and research mission of the University. Preference is given to exhibitions that connect to the UCR curriculum, faculty and student research, campus organizations and events, and/or current events. The Exhibits Committee is responsible for all exhibitions displayed in the UCR Library outside of the Special Collections and University Archives Reading Room. The chair will be appointed by the Library Cabinet. 

    To propose an exhibition, exhibit proposers must use the Library's exhibition proposal form. The form and a guide to assist librarians, faculty, or students who wish to create a UCR Library exhibition will be made available on the UCR Library’s website.

  • Definitions

    Consumable Collections: Collections or items that are intended for display or use which are understood to be impermanent and for which are understood to have a necessarily finite life span.

    Condition Report: A condition report provides a detailed record of an object's
    condition, typically including a written description and photographic documentation of damage, deterioration, or alterations to that object. A condition report may also include information about the object's construction, its history of use or display, as well as previous treatments. (see:

    Facilities Report: Provides the opportunity to record the latest information about an institution's physical specifications and staff practices. The standard form expedites the exchange of information critical to lenders and insurers. (see:

    Permanent Collections: Collections or items that have long-term informational,
    cultural, historic, artistic, or intrinsic value and which are intended to be preserved for use by future generations in perpetuity.

    Public Area: An open area which the public can access (e.g., lobbies, hallways,
    instruction rooms, meeting rooms).

  • Committee

    The Exhibitions Committee is comprised of Library employees and charged with overseeing all exhibitions in the Library, including making procedural decisions related to exhibition spaces, content, installation, and security; reviewing and approving exhibition proposals; seeking out exhibition ideas and partners; creating an exhibitions calendar; and managing exhibition supplies and resources.

  • Exhibition Areas

    The following areas are the current and approved exhibition areas in the UCR Library.

    Tomás Rivera Library

    • First Floor Exhibit Gallery
    • Special Collections and University Archives

    Orbach Science Library

    • Orbach Atrium

    The Exhibitions Committee must consider any requests to display in areas not currently included in the list of exhibitions areas.

    • Exhibition Content
      • Exhibitions are selected based on:
        • Breadth of appeal
        • Educational content
        • Timeliness to current and campus events
        • Relation of materials to the campus and wider community
        • Opportunity for presentation of companion public programming
        • Scheduling constraints. Proposed exhibitions must fit into the Library planning calendar
        • Reinforcement of the Library’s strategic and development goals
        • Quality and aesthetic value
        • Thematic integrity
      • Exhibitions are designed to showcase UCR Library holdings and will primarily contain materials from its collections.
      • All exhibitions are temporary.
      • The Exhibitions Committee, chaired by the Events & Exhibitions Program
        Manager, oversees and is responsible for all exhibitions. The Committee makes final determinations about all exhibition content.
      • Exhibitions are curated by Library staff or in cooperation with faculty, students, or campus groups.
      • The Library is committed to presenting diverse points of view and to the
        principles of academic freedom.
      • The Library’s primary purpose is to provide our users with access to collections and services. Exhibitions may not compromise the privacy of staff and users or disrupt or harm the facility, collections, or visitors.
  • Exhibition Installation and Security

    The Library does not provide any special security in its exhibition areas, except in Special Collections and University Archives, which is staffed at all times that the SCUA reading room is open to the public. Exhibitions outside of Special Collections and University Archives should not contain material of high value or unique or rare materials.

    Digital surrogates should be exhibited when at all possible.

    Artists who loan their work for exhibit in the Library are required to sign an indemnification form.

    Exhibitions must fit into the display cases, wall spaces, and/or free-standing exhibit mounting systems provided. Free-standing exhibitions or the addition of computer monitors or supplementary materials will need to be approved by the Exhibit and Public Art Committee in consultation with the campus fire marshal. 

    Materials that are on loan from staff, faculty, students, or campus organizations are displayed at the risk of the lending party. The Library does not provide any insurance for materials on display or assume any responsibility for the loss, theft of, or damage to any materials on exhibition.

  • Required Forms and Documentation

    The Exhibits Committee develops and maintains all required forms and documentation templates to be used in the planning, management, and decommissioning of UCR Library exhibits. Those forms and documentation templates can be found at: [UCR Library Exhibits and Public Art
    Forms and Documentation].