Collections Policy [April 10, 2008]

Preamble

In its role as a public teaching and research university, the University of Toronto is committed to the preservation of and dissemination of knowledge.   As part of this commitment, the University has assembled and will continue to assemble various collections which it preserves and uses for research and teaching and, in some cases, makes available directly to the public.  The University strives to treat such collections, at all times, in accordance with applicable ethical and regulatory standards, in a manner consistent with a stewardship role and in accordance with the highest academic standards, and in a manner that deploys University resources responsibly.

1.     Definitions

For the purposes of this Policy, the following definitions apply:

"Accessioning” and to “Accession” means the decision to assemble a Collection

“Administrator” means the head of the academic division that has or is proposed to have care and control of a Collection, or his or her delegate.  In the case of a Collection held or proposed to be held by the University’s central administration, the responsible Vice-President, or his or her delegate, shall normally be the Administrator.

“Collections” means sets of objects or materials, living or non-living, and associated documentation that the University has decided to assemble, safeguard and share for scholarly purposes, but does not include any:

• items  that  are  part  of  the  teaching  and  research  records  of  an  individual  faculty  member,  teaching  staff   member or librarian for which no decision to Accession has been made under this Policy;
• live animals that are within the scope of other University policies and procedures;
• print materials, digital forms of library materials, archival materials or media material within the scope of  other University policies or materials that prior to this Policy have been incorporated in the collection and preservation  practices  of  the  University  Library,  the  University  Archives,  or  the  University’s  art collections; or,
• items that cannot be held lawfully by the University or any person associated therewith.

“De-Accessioning” and to “De-Accession” means the decision to disassemble a Collection, in whole or in part.

“Monitor” means an administrative staff member or faculty member appointed by the Administrator to oversee a Collection. In the case of a Collection held by an academic division, the Monitor shall normally be the chair of the department in which the Collection is held.

“Use” means any use of a Collection or any part thereof, including for research, teaching, display, access, and commercial purposes.

2.     Principles

Before Accessioning, the University shall make reasonable efforts to satisfy itself that it has the legal authority to Accession and to Use the items that will form the Collection.  It shall also satisfy itself that it has, and will continue to have in the foreseeable future, the financial, space and personnel resources to maintain the Collection and Use it in a safe, lawful and appropriate manner and, at the relevant time if appropriate, to De-Accession.