University of Oregon Policy Library

(1) Except for the president and designees, no employee of the university is authorized to represent the university to the Legislature, its members or committees, to the Office of the Governor, and to the Executive Department and its Divisions.

(2) Nothing in this rule shall be construed as inhibiting an employee of the university from exercising the right of citizenship in a personal capacity, or be construed as inhibiting any employee of the university from appearing before a body of state government identified in this rule in response to a request from that body.

(3) Faculty members are encouraged to visit the Legislative Sessions and Hearings with students in the interests of furthering the effectiveness of organized class work, or to respond to requests from the Legislature for establishment and maintenance of special involvements such as student intern programs.

(1) In accordance with the Oregon Constitution, it is Board policy to allow employees to seek political office and to serve in the event of election. Before an employee shall become a candidate for any public office, whether for a salaried or non-salaried position, the employee is expected to consult with the president.

(2) Political activity shall in no way interfere with the performance of the major duties prescribed by the university.

(3) Because circumstances under a campaign is conducted will vary widely depending on the nature of the elective office and the extent of opposition, the determination of whether an employee may continue full-time duties while conducting or engaged in a campaign rests with the employee's president. In the event of election to the State Legislature, an employee normally will be placed on leave of absence without pay during the period of full-time responsibility. If elected or appointed to a full-time salaried office, the employee may be placed on leave of absence without pay during the term of office or may be required to resign.

Visitors to the University of Oregon are welcome, but are expected to abide by University rules and the ordinances, laws, and regulations of the city, county, and state. A visitor who fails or refuses to obey University of Oregon rules, or an ordinance, law, or regulation of the city, county or state, may be requested or ordered by a University official, designated by the President, to leave any part or all of institutionally-owned or controlled premises and to remain away therefrom until specifically authorized to return. Any visitor not complying promptly with such requests or orders will be liable to the legal consequences of such non-compliance including arrest and punishment for trespass and disorderly conduct.

University officials authorized to declare trespass are: the President.

In the event the President is unavailable to act personally or to appoint a deputy, and no written, standing delegation of authority covering the specifics of the situation exists, authority to act is delegated in the order listed to: the Senior Vice President and Provost; the Vice President for Finance and Administration; the Vice President for Research and Innovation.

The university will assess auxiliary operations, designated operations, service centers, and continuing education funds administrative overhead in order to recover the cost of central services provided to these entities. Rates charged to units will be based on a methodology that uses cost pools to allocate expenses. Detailed procedures, calculations for rates, and exemption processes will be posted on the Business Affairs website.

The University of Oregon uses strategic purchasing to purchase goods and services for the University in an efficient, price effective manner. Strategic purchasing is best practice in higher education and allows universities to impose greater accountability in purchasing, comply with ethical duties and grant requirements, and reduce University costs paid by student tuition and state funds. This policy will be implemented in accordance with the Board of Trustees’ delegation of authority to University officers, applicable law, and the University’s established ethics and financial stewardship policies, rules, and procedures.

I. RATIONALE

Strategic purchasing is the process of negotiating a large-scale contract with a company or vendor that will provide the best price and service in exchange for the exclusive right, with some exceptions, to sell to the buyer. Large enterprises like the University of Oregon frequently buy groups of similar goods and services in nearly each of their various units and departments. This includes, for example, computer hardware, office supplies, copiers, printers, office furniture, event services, and other goods and services. Large enterprises leverage their buying power to get better prices and receive better service by identifying multiple categories of goods and services that can each be supplied by a single vendor.

For example, many large enterprises, including universities, will choose a single vendor for desktop or laptop computers, such as Dell, Apple, or another vendor and receive lower prices and better service in return.

As the department responsible for establishing University purchasing guidelines, Purchasing and Contracting Services (“PCS”) is responsible for implementing this policy, including determining those goods and services that will be subject to strategic purchasing requirements and individual purchases that will be exempt from strategic purchasing requirements.

II. ENTITIES AFFECTED BY THIS POLICY

This policy affects and applies to all entities within the University, including, but not limited to, academic departments, research centers and institutes, grant-funded programs, and auxiliary departments.

III. APPLICATION OF POLICY

1. Selection of Services and Goods for Strategic Purchasing

The Vice President for Finance and Administration (“VPFA”), or designee, under delegated contracting authority from President of the University, will select those services and goods that must be purchased exclusively from a selected vendor using central University contracts negotiated by PCS. The Director of PCS will be responsible for making recommendations to the VPFA for strategic purchasing following the process described below.

Prior to recommending any category of service or good for strategic purchasing, PCS must consult with a standing strategic purchasing advisory committee to determine whether it is in the best interests of the University. The strategic purchasing advisory committee will have access to review the proposed terms and conditions for any anticipated contract for strategically purchased goods and services. The strategic purchasing advisory committee will consist of:

• One representative from each of at least three academic departments;
• One representative from the Business Affairs Office;
• One representative from Information Services;
• One representative from Sponsored Projects Services;
• One representative from the Associated Students of the University of Oregon;
• One representative from Finance and Administration Shared Services; and
• Representatives from any other department determined to be relevant to the category of services or goods discussed.

The strategic purchasing advisory committee’s membership described above will include at least one officer of administration and at least one classified employee.

After consultation with the strategic purchasing advisory committee, if PCS anticipates recommending a category of services or goods for strategic purchasing, it will post its proposed selection on its University internal website, pcs.uoregon.edu, and notify all campus buyers and contract officers of the proposed selection. The online posting of PCS’s proposed selection will solicit comment from campus employees. Campus buyers and contract officers will be encouraged to invite faculty and staff to review recommendations and provide comments.

The Vice President for Finance and Administration, or designee, is responsible for determining which services and goods will be selected for strategic purchasing. The VPFA will consider the recommendations of the Director of PCS and the strategic purchasing advisory committee and comments provided by campus employees when making the decision of whether to select a service or good for strategic purchasing.

2. Considerations for Selecting Services and Goods for Strategic Purchasing

PCS and the strategic purchasing advisory committee will consider all relevant information, including, but not limited to, the following items when determining whether to select a category of services or goods for strategic purchasing:

• The number of University departments that purchase the service or good;
• The ability to fulfill the needs and specifications of each department with one vendor;
• The ability to contract for exceptions, to the extent necessary, to the vendor’s exclusive right to provide the services or goods to the University;
• The cost of integrating and committing to a new product, service, or technology;
• The level of impact on University personnel;
• Whether the service or good will cause increased ongoing operational or support costs;
• Whether the service or good is a creative work or otherwise relies on the unique skill of the individual rendering the service or making the good;
• The amount of money saved by contracting with one vendor to provide the service or good for the entire University; and
• The level of service provided by contracting with one vendor to provide the service or good for the entire University.

3. Selecting Vendors for Strategic Purchasing

PCS will select a vendor for exclusive strategic purchasing through a competitive procurement process. Specifically, each vendor will be selected through a Request for Proposal process as described in the University’s policies located at policies.uoregon.edu and PCS’s procedures located at pcs.uoregon.edu/content/statutesregulationspolicies. This includes the use of cooperative or government procurement contracts if it is determined, in writing, that the solicitation and award process for the procurement contract is reasonably equivalent to the competitive procurement process established by the University and the competitive procurement process was advertised in Oregon.

4. Exemptions from Strategic Purchasing Contracts

The Director of PCS, or a designee, may grant exemptions from this strategic purchasing policy to allow a campus employee to purchase a service or good from an alternative vendor. The buyer must request an exemption prior to making the purchase. Any purchase from an alternative vendor without prior authorization is an unauthorized procurement as described in the University Procurement and Contracting Code Policy.

The Director of PCS, or designee, will consider all relevant information, including, but not limited to, the following items when determining whether to grant an exemption from this policy:

• The purchaser’s need for required specifications or brands, including, but not limited to, exact specifications required to perform effective research;
• The purchase is a creative work or otherwise relies on the unique skill of the individual rendering the service or making the good;
• An alternative service or good can be purchased, implemented, or maintained at a substantially lower price. This also includes the same service or good purchased from an alternative vendor. This consideration depends both on the amount of the purchase and the percentage of savings; and
• If time is of the essence for the success of a critical University activity, whether the service or good can be obtained substantially earlier through an alternative vendor.

5. Applicable Purchasing Methods

PCS’s selection of an exclusive vendor for a service or good applies to all categories of University purchases, including, but not limited to:

• Purchase Card
• Duck Depot online procurement system
• Purchase Orders
• Banner Purchase Orders
• Personal Service Contracts

6. Notification of Changes to Strategic Purchasing Designations

PCS will notify campus purchasers and contracting officers of any changes to the list of goods and services selected for strategic purchasing and the vendors selected to supply those services and goods. Notice will be provided through email to all campus buyers, purchasers, and contracting officers, and on PCS’s website, pcs.uoregon.edu.

I. The University of Oregon (University), upon approval by the Board of Trustees (“Board”), shall award honorary degrees, which shall be honorary doctorates, under the following criteria:

A. To an individual or individuals who has/have shown outstanding scholarship or artistic achievement in their lifetime; or,

B. To an individual or individuals who has/have performed extraordinary public service or contributions to society in their lifetime.

II. No honorary degree shall be awarded by the University of Oregon to any person(s) who is/are currently employed by the University of Oregon, to any sitting member of the Board, or to any person(s) currently holding elective office within the United States.

III. An individual or organization shall not receive an honorarium or payment in exchange for accepting an honorary degree. This does not preclude an honorarium or compensation for other service or functions at the university, e.g., speaking at commencement or participating in a lecture series. The Board may grant an exception to this at its discretion.

IV. There shall be an Honorary Degrees and Distinguished Service Awards Committee (“Committee”), which shall include the following:

• President of the University of Oregon or his/her designee, who shall be chair;
• Chairperson of the Faculty Advisory Council (FAC) or his/her designee from the FAC;
• President of the University Senate or his/her designee from among University Senators;
• Chairperson of the Graduate Council or his/her designee from the Graduate Council;
• Chairperson of the Undergraduate Council or his/her designee from the Undergraduate Council;
• Vice President for University Advancement or his/her designee;
• Five (5) members of the teaching faculty, appointed by the President in consultation with University Senate leadership; and,
• President of the Associated Students of the University of Oregon (ASUO) or his/her designee from the ASUO Executive Team.

1. The Committee will act in a consultative fashion regarding Distinguished Service Awards or other awards or types of recognition the president so tasks with the Committee. Those awards or recognitions are not subject to the procedures and criteria articulated herein.

V. The Committee shall solicit nominations for individuals who meet the criteria in Section I. Nominations may come from the University community or the broader community at large. Nominations may be submitted at any time, but the Committee will make a proactive solicitation at least once each academic year, preferably during the fall.

A. The Committee shall screen nominations, ask for more information about the nominees as necessary, and investigate, to its satisfaction, that the nominee(s) meet the criteria above.

B. It is the responsibility of the Committee to evaluate each nominee and to determine whether it is appropriate to send a recommendation to the University Senate.

C. The Committee and the University Senate shall do all work on honorary degrees in the strictest of confidence.

D. The University Senate, in Executive Session, shall discuss the candidates presented by the Committee. Members of the Committee shall make the presentations in support of the nominee(s) separately.

E. University Senators shall discuss, ask questions of the Committee if necessary, and vote separately on each nominee. A majority vote of members present is necessary for the nomination to be approved. Approval of a nomination will place a name into a pool of approved nominees.

F. The President of the University Senate shall formally inform the President of the University of the outcome of any vote related to honorary degrees.

G. The Committee will review, on at least an annual basis, the pool of approved nominees to ensure that it remains appropriate. Nominations in the pool shall sunset after three years; although such a sunset does not preclude an individual from receiving future recommendations pursuant to this policy.

H. From among the pool of approved nominees (see Section e) approved by the University Senate for an Honorary Degree, the President will forward up to two nominees in a given academic year to the Board of Trustees for final consideration.

The naming, or renaming, of an academic unit is considered a major event in the history of the institution, requiring due consideration, appropriate due diligence, and consultation.

The Board of Trustees shall be the sole authority allowed to name any campus, school, college, department, or equivalent in recognition of an individual or organization.

The President of the University, or his/her designee, is authorized to name academic units not articulated in the above paragraph in recognition of individuals or organizations. This includes, but may not be limited to, centers, institutes, or programs.

Naming an academic unit is generally reserved for a donor or donors who have made significant financial contributions to that unit. However, academic units may also be posthumously named for an individual, group or organization in recognition of exceptional nonfinancial contributions to the University of Oregon or to society at large. In such instances, there should be a correlation between the contribution and the field in which naming is considered. Exceptions to the posthumous requirement may be granted by the Board of Trustees or the President, respectively, given the type of academic unit.

Procedural Requirements

• Suggestions for naming an academic unit will be made through the Vice President for Advancement, in consultation with the Provost and Senior Vice President, to the President or the President’s designee. The Vice President for Advancement may receive recommendations from and shall consult with appropriate others (e.g., appropriate vice presidents, deans, department heads, directors, etc.).
• Suggestions for naming in recognition of exceptional nonfinancial contributions to the University of Oregon or society at large shall include a description of the activities and circumstances that warrant consideration. While "exceptional nonfinancial contribution" could be operationalized in many different ways, for the purposes of this policy it is likely to describe remarkable activities, circumstances, and/or experiences of individuals that directly served to advance or provide inspiration in advancing the values and mission of the University.
• The President or his/her designee shall consult confidentially with the Faculty Advisory Council. The President may consult confidentially with any other advisory group that he/she feels is appropriate.
• Pursuant to this policy, the President shall make a recommendation on naming an academic unit to the Board of Trustees for its approval when required.

1. Definitions:

Campus Plan - UO document (including all related and approved subject plans) that defines the university's requirements with respect to physical development of university properties.

2. Requirements:

The University will maintain a long-range campus development plan (the Campus Plan) covering all real property under its control and management.

All physical development of university properties shall comply with the Campus Plan.

The Campus Plan contains a framework that describe the type and extent of campus development. The Campus Plan must be consistent with other applicable law.

The President or designee will approve revisions to the campus boundaries.

The Campus Plan is available online at:http://cpfm.uoregon.edu/campus-plan

Proposed amendments shall be made in accordance with the process set forth in the Campus Plan. The amendment process set forth in the Campus Plan requires the President's approval following a recommendation from the Campus Planning Committee.

3. Exclusions and Special Situations:

Deviations from or changes to the Campus Plan may be directed by the President.

A. Authority

This policy establishes the procedures that will be followed by the University of Oregon (University) to acquire, receive, hold, control, convey, sell, manage, operate, lease, lend, improve, and develop all real property of the University under the control of the Board of Trustees (Board) ), herein referenced as “Real Estate.”

B. Definitions

All definitions in this Policy have the meanings set forth in the UO Procurement and Contracting Code Policy 580.061 (P&C Code”) unless the context requires otherwise or except as stated. Delegation of authority for real estate transactions is also described in the P&C Code.

C. Space Use Planning

The university shall establish space use objectives and standards consistent with the university’s mission. The objectives and standards shall ensure that space allocation and usage are consistent with other relevant university policies and in alignment with the university’s strategic plans and goals. They shall apply to all university owned, leased, and managed properties.

The Campus Planning Office in Campus Planning and Facilities Management, working with the Provost’s Office, is responsible for establishing and managing space use objectives, standards, and procedures.

D. Records

The University will maintain the official records of all documents that affect real property under its control and management. Documents affecting real property include, but are not limited to, all instruments that acquire, transfer, sell, or alter the character of land.

E. Purchase of Real Property

(1) All purchases of real property will be for the present or future development of the University.

(2) Legal title to all real property purchased must be taken and held in the name of the State of Oregon.

(3) The President is delegated the authority to execute conveyances for the purchase of real property after the following have been performed to satisfaction of the President:

(a) Obtain at least one appraisal by a licensed and experienced real estate appraiser estimating the fair market value;

(b) Complete an environmental assessment and determine that any risk associated with the real property is reasonable;

(c) Determine that sufficient ongoing revenues are available to operate and maintain the property

(4) If the consideration for the purchase is $5,000,000.00 or more, the President must receive the prior approval of the Board or an appropriate standing committee of the Board.

F. Gifts of Real Property

(1) Legal title to all real property gifted to the University must be taken and held in the name of the State of Oregon.

(2) The President is delegated the authority to execute conveyances for the gift of real property after the following have been performed to satisfaction of the President:

(a) Complete an environmental assessment and determine that any risk associated with the real property is reasonable under the circumstances;

(b) Determine that sufficient ongoing revenues are available to operate and maintain the property.

G. Condemnation

Acquisition of real property by condemnation will be conducted in accordance with ORS Chapter 35 and must be approved by the Board.

H. Sale of Real Property

(1) The President is delegated the authority to execute conveyances for the sale of real property after the following have been performed to satisfaction of the President:

(a) Obtain at least one appraisal by a licensed and experienced real estate appraiser estimating the fair market value;

(b) Verify whether any tax exempt financing was used to purchase or improve the property and, if any such debt remains outstanding, ensure continued compliance with IRS regulations.

(2) If the consideration for the sale is $5,000,000.00 or more, the President must receive the prior approval of the Board or an appropriate standing committee of the Board.

I. Easements

(1) The President is delegated the authority to execute easements and other nonpossessory interests in real estate.

(2) If granting an easement, the President shall first verify whether any tax exempt financing was used to purchase or improve the property and, if any such debt remains outstanding, ensure continued compliance with IRS regulations.

J. Use of Board Property

(1) If the University intends to lease or license real property owned by the Board and either (a) the term of the lease or license exceeds 50 days in total or (b) the arrangement was not set at fair market value, then prior to the execution of the lease or license, the President or designee will confer with the University’s treasury operations unit to determine compliance with bond restrictions.

(2) The President or designee will obtain prior approval of the Board or an appropriate standing committee of the Board for agreements permitting the construction on or renovation to Board-owned property if such improvements exceed $5 million during the term of the agreement. To obtain approval from the Board or an appropriate standing committee of the Board, the University must specify where funding for operations and maintenance will come from.

(3) If the University permits construction on or renovation to Board-owned property, the University must approve all plans and specifications prior to the commencement of work and obtain record drawings upon termination of the agreement or completion of the work, whichever first occurs.

(4) The University normally will not make available University buildings and other facilities to individuals for essentially private use or to outside organizations, unless approved in University policy or required by law. Exceptions will be made only if the proposed use is consistent with University policies and missions and the individual or organization fully reimburses the University for all appropriate costs.

K. Leases

(1) The President is delegated the authority to execute leases of real property.

(2) If the consideration for the lease is from $5,000,000 to $15,000,000 or the term of the lease is over 10 years but less than 15 years, the President must receive the prior approval of the Board.

(3) If the consideration for the lease is over $15,000,000 or the term of the lease is over 15 years, the President must receive the prior approval of the Board or an appropriate standing committee of the Board.

(4) Prior to executing an amendment to a lease, the President must receive approval under subsection (2) or (3) based on the consideration or term of the amended lease.

A. Museum Acquisition Procedure

(1) Conditions. Because the Jordan Schnitzer Museum of Art's collections are vital to its usefulness and continued excellence, all acquisitions shall meet certain conditions:

(a) They should meet at minimum the criteria of quality reflected in the best objects now in the Museum's collections;

(b) They should be relevant to the purposes and functions of the Museum, which include support for the institution's teaching and research in the visual arts as outlined in the University of Oregon Policy Statement "Jordan Schnitzer Museum of Art Mission," so as to strengthen those collections in which the Museum specializes and for which it is recognized by scholars and artists;

(c) Because the Museum must be able to provide proper storage and care of the objects accessioned into the collections, no object will be accepted which cannot be properly cared for and stored;

(d) The Museum must observe all State of Oregon, federal, and applicable international laws on acquiring imported art objects and will not, therefore, accept objects collected or acquired under questionable or illegal circumstances. The Museum endorses the 1970 UNESCO Convention on the Means of Prohibiting and Preventing Export and Transfer of Ownership of Cultural Property, and the 2003 American Association of Museums (AAM) recommended procedures regarding objects transferred in Europe during the Nazi Era, pursuant to an agreement reached in October 2000 by the AAM, the Association of Art Museum Directors and the Presidential Advisory Commission on Holocaust Assets in the United States;

(e) Title to objects shall be obtained free and clear of restrictions and qualifications of any type or manner, unless it is deemed by the University authorities (the President or the President's designees) in concurrence with the Museum Executive Director, the Museum Collections Committee, and the Curators to be in the best interests of the University. If an object is accepted under restricted conditions, notation of the restriction must be included in the object's permanent documentation.

(2) Criteria. Objects are added to the permanent collection by gift, purchase, bequest, exchange, or other transactions by which legal title passes to the Museum. Before accepting objects to the permanent collections, the Museum Collections Committee shall consider whether:

(a) The object to be accessioned is destined for a particular collection area. Objects not so destined shall be accepted only in rare circumstances, including but not limited to situations where it may be prudent and necessary to accept an entire private collection, even though some of the works may not be regarded as having Museum quality, in order to obtain desired works. The Museum Collections Committee shall make specific recommendations where entire collections are to be considered for acquisition;

(b) The object is unique or of greater aesthetic quality or value than similar ones already in the collections;

(c) Proper care can be given to the object;

(d) The object is in suitable condition for use and exhibition;

(e) The provenance of the object, as determined by the Director or appropriate Curator(s) is satisfactory;

(f) The object is encumbered with conditions imposed by the donor regarding use or future disposition. As a rule, only unrestricted objects should be accepted;

(g) The use of the object is restricted or encumbered by intellectual property rights (copyright, patent, trademark, or trade secret) or by its nature (obscene, defamatory, potentially an invasion of privacy, physically hazardous);

(h) The object is generally consistent with the goals of the Museum.

(3) Appraisals and Donor Tax Deductions. Gifts to the Museum are tax deductible as a charitable donation based on the fair market value of the gift evidenced and substantiated in a manner acceptable under federal Internal Revenue Service regulations:

(a) Staff members of the Museum shall not provide appraisals for donated objects;

(b) Neither the Museum, the University of Oregon, nor the State of Oregon is responsible for the authenticity and accuracy of the appraisal.

(4) Museum Collections Committee. The Museum Collections Committee is an advisory committee to the Executive Director composed of members of the Museum’s Leadership Council, University faculty, and others whose expertise in art and the art world is beneficial to the Museum, in addition to its permanent and ex officio members;

(a) The permanent, ex officio members of the committee are the Museum Executive Director, Curators, and Collections Manager;

(b) The other members of the committee are appointed for three-year terms by the President of the Museum’s Leadership Council in consultation with and with the approval of the Museum Collections Committee chair, the Curators, and the Executive Director. The terms of office for these appointees shall be staggered to provide for committee continuity;

(c) The committee chairperson shall be selected by the President of the Museum’s Leadership Council, and shall hold this position for a two-year term;

(d) If for any reason (other than the expiration of a member's term of office) an appointed position on the committee becomes vacant, the vacancy shall be filled in the same manner as original appointments. The replacement member shall serve for the unexpired portion of the vacating member's term.

(5) Meetings of the Collections Committee shall be called by the Chairperson of the Committee in consultation with the Executive Director two to four times annually, or more frequently, if so needed. The following procedures shall be followed:

(a) For each object under consideration for acquisition, the Director or Curator shall present to the Collections Committee the documentation and provenance of the object and explain its contribution to the collection as a whole;

(b) If possible, each object under consideration by the Executive Director should be physically present for evaluation by members of the committee. If the chairperson determines that this is not possible, adequate images of the object shall be presented to the committee;

(c) Minutes of all Collections Committee meetings shall be taken and maintained;

(d) The Collections Committee may suggest and recommend to the Executive Director for purchase work deemed desirable for the collection when funds are available.

(6) The Executive Director shall make all decisions with reference to acquisitions.

(7) The Executive Director shall notify donor(s) of acceptance or rejection of objects.

B. Museum De-Accessioning Procedure

(1) Criteria. Permanent removal of objects from the collections will be done in a legal and ethical manner. The manner of disposition chosen will represent the best interests of the Museum, and the University of Oregon. An object in the Museum of Art collection can be considered for de-accessioning only if it meets at least one or more of the following criteria:

(a) It has physically or organically deteriorated beyond repair as determined by a reputable conservator; or

(b) It requires conservation, the cost of which would exceed the Museum's funds or the Museum's ability to raise the necessary monies; or

(c) It cannot be either properly stored or properly exhibited by the Museum; or

(d) It is, in the opinion of qualified outside experts, of markedly inferior quality and/or there is a duplicate or superior example of the same kind and type already in the collection; or

(e) It no longer has study, research or exhibition value; or

(f) It no longer supports the mission of the Museum; or

(g) It is determined that the work is stolen or fake; or

(h) To comply with the November 1990 Native American Graves Protection and Repatriation Act (NAGPRA) or the 2003 AAM Guidelines Concerning the Unlawful Appropriation of Objects During the Nazi Era; or

(i) Object material is potentially hazardous to human health or to other objects.

(2) Procedure. Removal of object(s) from the Museum's permanent collections can be recommended only by the Executive Director, the Curator(s), the Collections Manager, or a conservator:

(a) After such a de-accession recommendation is made, a de-accession worksheet for each object shall be begun and placed in the documentation file;

(b) A thorough search shall be made by the Museum Collections Manager of records and related University archival files to determine legal ownership as well as restrictions imposed by the donor and accepted by the Museum at the time of accessioning. Where restrictions exist as to use or disposition of the object, the Museum will observe those conditions to the extent it is reasonably possible to do so. If there are questions as to intent or force of restrictions, the Museum will seek advice of the University Office of General Counsel. New acquisitions obtained through the sale or trade of the original donated item will be credited to the donor, as a “Gift of the donor by Exchange”;

(c) The qualified staff members, including the Executive Director, Curator(s), and Collections Manager, will then meet to discuss the results of this search and to propose an appropriate course of action. If all agree to recommend de-accession, the recommendation and relevant information is then presented to the Museum’s Collections Committee, which shall vote on recommending the de-accession to the Executive Director. A majority vote is sufficient for such recommendation. Final authority rests with the Executive Director to determine whether de-accession should occur. The Executive Director will then inform the Senior Vice President and Provost and the Vice President of University Relations of any decisions made regarding de-accessioning. The results of any de-accession vote shall be recorded in the documentation file;

(d) Before any object can be de-accessioned and exchanged or sold from the Museum collections (whether from "permanent exhibition collections" or "study collections"), one recognized professional expert (who is neither a current nor former Museum employee), recommended by the Museum staff, shall be consulted for an opinion on the quality of the object. If the reason for the recommendation is the poor condition of the work, the expert shall be a qualified conservator in the special area of the object under consideration and should additionally offer an opinion as to the physical and economical feasibility of reconditioning the work. This expert opinion shall be submitted in writing, dated, and kept in the permanent documentation file;

(3) Disposal. Upon approval to de-accession an object, the following procedures shall be implemented:

(a) The Museum Collections Manager shall notify the University Property Control Office and provide copies of supporting documentation to remove the object(s) from the Museum collection inventory;

(b) A written, dated appraisal from a certified art appraiser (who is neither a current nor a former Museum employee) shall be sought by the Collections Manager, Curators or Executive Director to establish current market value of the object(s) to be de-accessioned;

(c) In order that objects de-accessioned from the Museum collection may continue to serve the purpose for which they were initially acquired, an effort shall be made to place them (by exchange, transfer, or sale) in another non-profit institution. To achieve this end, such objects shall be advertised in appropriate professional publications, which may be online. Such advertisement shall clearly state that neither the Jordan Schnitzer Museum of Art, the University of Oregon, nor the State of Oregon guarantees the authenticity nor the appraised value of the work. This disclaimer shall be repeated in writing at the time of sale, transfer, or exchange. Should it be deemed appropriate and useful for teaching, the de-accessioned work may be retained by the Museum for its study collection;

(d) Sales to private parties or profit-making entities shall be pursuant to state law dealing with disposition of surplus property. Whenever possible, the work of art should be sold at public auction in a city outside Eugene. In all cases, the sales should be public, although some works of art because of their nature may be more appropriately sold in the public marketplace. De-accessioned objects shall not be given or sold to any Museum staff member or University of Oregon official whose responsibility includes Museum operations, funding, or administration, nor to their representatives or immediate families. Members of the Museum’s Leadership Council and its Collections Committee also may not acquire any de-accessioned item nor may their representatives or immediate families. Proceeds from sales are to be earmarked for the acquisition of objects that will improve the Museum's collection;

(e) Exchanges of de-accessioned objects shall be for object(s) of equal or greater value to the Museum and these transactions shall be made in accordance with the procedures of the Museum’s De-accession procedures;

(f) Any transactions involving a combination of object(s) and monies (given or received) shall be negotiated at the discretion of the Executive Director after consultation with the Collections Committee;

(g) Copies of records for de-accessioned objects, including provenance, research, and data on publication, and a statement authorizing removal from the Museum collection (signed by the Executive Director and the appropriate University administrators) and any other necessary documentation will be forwarded to the acquiring institution (or individual) at the time of the exchange of ownership;

(h) Documentation shall be kept in donor files, showing disposition of object(s). Where feasible, the exhibition label on object(s) acquired through exchange of a donation, or with funds derived from the sale of a donation, shall credit the donor of the exchanged or sold gift. Original records for de-accessioned objects will remain on permanent file in the Museum Collections office, with the de-accession work sheet showing completion of all steps in the de-accession process, including record of means of disposal, new ownership, and the original document showing Museum and University approval of the de-accessioning and the Executive Director's authorization. Cross-references will be placed in catalog card files;

(i) The Museum Collections Manager shall initiate procedures to remove de-accessioned objects from the computer inventory records.