Contents:
To describe the University Libraries' procedures and guidelines that pertain to the main exhibit area and the Diversity Studies Room. Exhibits in The Special Collections Library and other library locations are excluded from these procedures.
Exhibits support scholarly, historic, social and cultural initiatives of the University, primarily using Libraries' collections. When appropriate the Libraries may partner with other University units.
Exhibits promote the richness and diversity of the Libraries' collections and services and aim to educate the viewer.
Exhibit materials may include a particular subject or event, special collections, little-known resources or services, library gifts, or other library-related materials. They may also include materials developed in partnership with other University units. Facsimiles are made of most materials to protect valuable items and to keep collections available for patron use.
As the Knowledge Commons project is designed in 2010, the main exhibit area in Pattee Library and the exhibit area in the Diversity Studies Room, 109 Pattee Library, will reconfigure or relocate.
The exhibit coordinator, reporting to the manager of Public Relations and Marketing (PRaM), coordinates exhibits and related programs in Pattee and Paterno Libraries. He or she focuses primarily on the two main areas but also offers consultation for other library displays and when appropriate develops overlapping themes.
The exhibit coordinator and manager of PRaM host several meetings a year with interested faculty and staff to develop ideas and themes for exhibits. The exhibit coordinator welcomes emails or printed notes of exhibit ideas and works into the calendar as appropriate.
Faculty and staff from related libraries select exhibit images and text and then work with the exhibit coordinator, who creates final format.
Libraries and University owned materials do not need an itemized insurance listing. Items from private collections require a written and itemized listing with noted replacement cost for each item or a written and signed insurance waiver.
Exhibit coordinator works with selected materials to develop an informative and aesthetic outcome. The Digitization and Preservation Department prints over-sized materials. The exhibit coordinator formats exhibit cards and opening statements and submits with one or two images to PRaM for review and creation of promotional materials.
The exhibit coordinator reports to the manager of Public Relations and Marketing, who keeps the Assistant and/or Associate Deans apprised of exhibits and any related questions. The Libraries' administrative deans review as appropriate.
An exhibits budget projected each spring includes all costs related to installation of exhibit and related programming. Costs for promotional communications are projected in the marketing budget.
The exhibit coordinator is responsible for installation and removal and ensures return of all materials to appropriate place.
The exhibit coordinator creates a folder on the Shared Drive for each exhibit, with name and date, and includes exhibit scans from Digitization and Preservation, promotional materials, and any other pertinent materials. PRaM oversees storage of these items for five years, and then gives materials to the Penn State University Archives.
Effective Date: February 1, 2010
Date Approved: February 1, 2010 (Dean's Library Council)
Last Review Date: February 2010
