LONGWOOD CENTER FOR THE VISUAL ARTS
CODE OF ETHICS AND DECLARATION OF STANDARDS
DRAFTED 2007. APPROVED: BoV, LUF, LCVA ADVISORY BOARD 2008
The Longwood Center for the Visual Arts is a collaborative forum for students and faculty of Longwood University and the people of South Central Virginia to explore visual art and its relevance to everyday life. The LCVA fosters creativity, intellectual curiosity, and involvement in the visual arts through its exhibitions, educational programs, permanent collection, and volunteer and internship programs. The LCVA is committed to improving the quality of life in the region by providing full access to the visual arts and to the ways art exemplifies beauty, hope, and the power of human imagination.
In service to the public, Longwood University Board of Visitors, Longwood University Foundation Inc. Board of Directors and staff, LCVA Advisory Board members, staff, and volunteers are committed to fairness, inclusiveness, diversity, innovation, and integrity as they work to advance the LCVA’s goal of improving the quality of life in the region by providing full access to the visual arts. The LCVA is committed to excellence as it educates its constituents about the importance of art in everyday life. The LCVA is accountable to the public, transparent in its operations, and responsible in its stewardship of works of art, the facility, and financial resources.
This Code of Ethics and Declaration of Standards applies to the Longwood University Board of Visitors, Longwood University Foundation Inc. Board of Directors and staff, and LCVA Advisory Board members, staff, and volunteers. Longwood University’s governing authority includes members of the Board of Visitors appointed by the governor of Virginia. This document has been adopted throughout the governance and staff structure of the LCVA as more fully outlined in the definitions of authority and affiliations.
The LCVA is actively committed to informing boards, staff, and volunteers about the code of ethics and its application, evaluating the code regularly, and creating policies and procedures that reflect its values. New board members and staff are asked to sign a statement acknowledging that they have read, understand, and agree to abide by the Code. The Code and acknowledgement shall be made available during board orientation during conflict of interest training. For staff it shall be made available during orientation.
DEFINITIONS OF AUTHORITY AND AFFILIATIONS
Relationship of the LCVA to Longwood University and Longwood University Foundation Inc.
The Longwood Center for the Visual Arts is a program of Longwood University. Longwood University supervises, evaluates, and determines appropriate compensation for the staff and ensures that the LCVA is fair and inclusive in its employment policies. The LCVA is housed in a permanent facility located at 129 North Main Street in downtown Farmville, Virginia. Longwood University supervises allocation and expenditure of financial resources from the University and ensures compliance with state and federal law. The Longwood University Foundation Inc. owns assets of the LCVA, monitors donor stewardship requirements, manages financial investments, determines distribution of earnings from endowment accounts, and ensures compliance with state and federal laws for financial contributions and gifts-in-kind. The art collection is owned by the Foundation, lent to the University, and managed by the LCVA. The University through the Commonwealth of Virginia is responsible for insuring the art collection.
LCVA staff are employees of Longwood University and the Commonwealth of Virginia. All staff members are responsible for understanding the duties of their position and executing those duties to the best of their abilities. The LCVA promotes a working environment that values respect, fairness, and integrity. Longwood University’s human resource policies are fair, establish clear expectations, and provide for meaningful and effective performance evaluation. Open communication among staff is highly valued.
Documents, catalogues, and programs produced by staff members as a direct part of their duties on behalf of the LCVA or Longwood University are owned by Longwood University. LCVA staff members comply with outside employment/consultation regulations as outlined in Longwood University human resource policies. Staff members who hold faculty status are not permitted to hold teaching positions outside the University unless special permission is granted. Staff members may volunteer for other not-for-profit organizations but may not share LCVA privileged information including but not limited to member, donor, or artist databases. Staff may not use LCVA resources for the support or advancement of other not-for-profit organizations without the express permission of the Director and/or Longwood University’s chief academic officer. Staff may not use privileged access to collectors or dealers for the development of personal collecting objectives. Staff members holding political office should formally abstain from voting on any matters specifically related to the LCVA or Longwood University.
The LCVA Director serves as an ex-officio member of the Advisory Board and reports to Longwood University’s chief academic officer. The Director is evaluated and contractually employed on an annual basis by Longwood University. The Director is responsible for assigning duties to the staff and complying with University policy regarding hiring, evaluation, and dismissal of staff members.
The LCVA has an active Advisory Board that sets the LCVA’s mission, strategic direction, and policies in accordance with the policies and mission of Longwood University. Specifically, the LCVA Advisory Board’s Collections Committee determines acquisition and deaccession of works of art in accordance with LCVA and Longwood University Foundation Inc. policies as well as state and federal law and guidelines set forth by the American Association of Museums. The Advisory Board assists the University in ensuring that its members and the staff act for the benefit of the LCVA and its public purpose with integrity and honesty; that programs support the LCVA’s mission and meet the needs of its constituents; that the LCVA’s resources are responsibly and prudently managed; and that the LCVA has the capacity to carry out its programs effectively.
The LCVA values its volunteers as an integral force in delivering its programs and advocating for its success and importance to the University and community-at-large. Volunteers include LCVA Advisory Board members; LCVA members; Longwood University faculty, staff, and students; Hampden-Sydney College faculty, staff, and students; regional school administrators, teachers, and students; interns; civic groups; and members of the community-at-large. Volunteers are in direct contact with LCVA constituents and often are the face of the LCVA to the University and the public. When acting on behalf of the LCVA, volunteers understand their accountability and duties and execute them to the best of their abilities.
CODE OF ETHICS: INDIVIDUAL CONDUCT
Personal and Professional Conduct
As representatives of the museum, Longwood University Board of Visitors, Longwood University Foundation Inc. Board of Directors and staff, and LCVA Advisory Board members, staff, and volunteers WILL
act professionally with honesty, integrity, and openness;
treat each other and LCVA constituents fairly and with respect;
be responsible for understanding and complying with LCVA policies that address their conduct;
not engage in any activities that may call into question the integrity or the reputation of the institution by engaging in the following: illegal actions, unethical dealings, presenting misleading or false information, and plagiarism; and
maintain confidentiality with regard to privileged information about the museum, its members, and other constituents and comply with privacy and confidentiality policies.
Conflict of Interest
The Longwood University Board of Visitors, Longwood University Foundation Inc. Board of Directors and staff, and LCVA Advisory Board members, staff, and volunteers WILL
act in the best interest of the museum rather than in furtherance of personal interests or the interests of third parties, such as friends and family;
make decisions about the LCVA and the use or disposition of its assets that are based solely in terms of the benefits to the LCVA and that neither are influenced nor appear to be influenced by any private profit, personal gain, or outside benefit for staff, board members, and volunteers; their friends and family members; or the organizations with which they are affiliated;
act with integrity and due diligence with regard to advising the LCVA on matters involving authentication of objects; and
in all official meetings, declare themselves for the record as “abstaining” from vote and/or discussion on any matter in which they may be considered to have a conflict of interest.
The Longwood University Board of Visitors, Longwood University Foundation Inc. Board of Directors and staff, and LCVA Advisory Board members, staff, and volunteers WILL NOT
accept or solicit money or gifts: for services performed within the scope of official duties other than from the institution; for compensation for obtaining employment, an appointment, or promotion for any person with any government agency; for consideration of the use of their public position to obtain a contract for any person/business with any government agency; or that may tend to influence them in the performance of their official duties;
serve as art appraisers for works being considered for the permanent collection or works currently in the collection, nor purchase art works deaccessioned by the LCVA;
enter into contracts for hire related to the business of the LCVA either personally or through business in which they may have a financial or political stake;
knowingly make false statements or produce forged documents in order to influence the acquisition or deaccession of any object or property; nor knowingly sway decision making for personal gain;
compete or appear to compete with the LCVA for the acquisition of any object, and will disclose all personal collecting transactions to the LCVA director and/or LCVA Advisory Board president (particularly when dealing with objects similar to those collected by the LCVA) excluding objects readily available on the open market, and will offer any object of interest or value to the LCVA at purchase price plus reasonable incidental expenses;
use privileged information with regard to finances, investments, contributions, or the acceptance or denial of works considered for acquisition or deaccession for personal gain; and
In particular, Longwood University employees are expected to abide by the following Longwood University policy:
Longwood University Policy 5208
CONFLICT OF INTEREST
The purpose of this policy is to provide guidance to employees relating to conflict of interest.
A. Statute: The citizens of the Commonwealth are entitled to be assured that the judgment of public officers and employees will not be compromised or affected by inappropriate conflicts. The State and Local Government Conflict of Interest Act (Sections 2.1-639.2 through 639.23) and Article 6 of the Virginia Public Procurement Act, Ethics in Public Contracting (Sections 2.2-4367 through 2.2-4377) provide the body of law applicable to all Longwood employees regarding such conflicts. While these laws are too complex to summarize, faculty and staff should be aware that the following situations may represent violations:
1. Soliciting or accepting money or gifts:
a. for services performed within the scope of your official duties other than from the institution;
b. for compensation for obtaining employment, an appointment or promotion of any person with any government agency;
c. for consideration of the use of your public position to obtain a contract for any person/business with any government agency; or
d. that may tend to influence you in the performance of your official duties.
2. Accepting any business/professional opportunity that is being afforded to you to influence you in the performance of your official duties.
3. Using any confidential information for your or another party's benefit that you have acquired by reason of your job and which information was not available to the public.
4. Having a personal interest in a Longwood agreement/contract (i.e., financial benefit accruing to you or a member of your immediate family by reason of ownership of more than three (3) percent of the business or annual income/salary from the business exceeding ten thousand (10,000) dollars other than your contract of employment).
5. Having a personal interest in a contract with another state agency that was not awarded through a competitive process.
6. Involvement by you or a member of your immediate family in any manner in a Longwood procurement transaction while at the same time negotiating/arranging for prospective employment with that bidder or offeror.
7. While involved in any manner in a procurement transaction, soliciting or accepting any money, service or anything of value from any bidder or offeror, contractor or subcontractor, unless consideration of equal/greater value is exchanged.
The cited Code of Virginia sections should be consulted by any faculty or staff who may be involved in any such situation as summarized above. The Code may be accessed at http://leg1.state.va.us. Employees who have questions should consult with the Human Resource Office. Any person who knowingly violates any provisions of the State and Local Government Conflict of Interests Act shall be guilty of a Class 1 misdemeanor and malfeasance in office and, in addition to any other fine or penalty provided by law, may forfeit his/her office or employment.
Approved by the Board of Visitors, September 7, 2002. Revised by the Board of Visitors December 7, 2007.
CODE OF ETHICS: INSTITUTIONAL STANDARDS
The LCVA’s board, staff, and volunteers comply with all applicable laws, regulations, and international conventions.
Inclusiveness and Diversity
The LCVA promotes inclusiveness, and its staff, board, and volunteers strive to ensure that the diversity of its constituents is reflected in its programs and committees. The LCVA and Longwood University promote diversity in LCVA hiring, retention, promotion, and board recruitment efforts.
responds to the needs of artists, academia, the museum field, and the community-at-large;
commits itself to improving its organizational effectiveness, programs, and services;
provides the field, the media, policy makers, and its constituents with content that is accurate, clear, and informed;
serves as an advocate for artists by insisting on fair, respectful, and professional treatment of artists within the institution and in the community-at-large;
accepts the role of steward for art in its possession and commits itself to preserving the original intent of the artist; and
dedicates itself to presenting compelling examples of exemplary artistic vision and craftsmanship.
Works of Art
The LCVA is a responsible steward of its permanent collection of art. The LCVA’s collection isshared with the public for educational and appreciation purposes; presented on a regular basis in permanent and temporary exhibitions to support the needs of the University, schools, and the community-at-large; available for study by appointment under supervision of the LCVA collections manager and using safe handling practices;lent to other museums for temporary exhibitions with contractual obligations stated regarding use and context, responsibilities, environmental conditions, proof of insurance coverage, and security; identified and interpreted based upon research conducted according to academic standards and the counsel of experts in the field;carefully monitored to ensure the safety and integrity of the objects and donor requirements; well-documented with records updated and verified on a regular basis;insured in case of theft, damage, or natural disaster;
protected by a plan for the care and preservation of works in case of emergency;
composed of original works of art that, if found by means of professional authentication, to be reproductions or forgeries, are deaccessioned according to deaccessioning policies;
appraised for insurance purpose by certified appraisers who are members in good standing in professional organizations (e.g., American Society of Appraisers, International Society of Appraisers); and
conserved only by trained, experienced professionals in accordance with practices outlined by the American Association of Museums, including but not limited to the following practices: before treatment occurs, a proposal must be submitted for approval, all measures taken must be reversible (when applicable), all measures should have minimal impact, all actions must be professionally documented, and the integrity of the work’s content, form, materials, and intent of the artist must be preserved.
When acquiring works for the permanent collection, the LCVA does not provide appraisals for works of art, nor does the museum provide appraiser referrals for potential donors yet may refer donors listings of professional organizations;
follows guidelines set forth by the LCVA Advisory Board and carefully considers authenticity, provenance, fit within LCVA collection categories, and the LCVA’s suitability for best stewardship of the works;
does not purchase art or other property from artists, collectors, dealers, or buyers who are current members of the staff or of the board; and
follows procedures outlined by Longwood University, Longwood University Foundation, and the LCVA Advisory Board’s Collections Committee for all gifts-in-kind made by staff, volunteers, and Advisory Board members.
When deaccessioning works from the permanent collection, the LCVA
follows criteria set forth in collections policies;
uses any monies resulting from the sale of deaccessioned works only for art acquisitions and support of collections management; and
makes clear public statements regarding sale and use of proceeds.
Borrowed works are
cared for with the same diligence as works in the permanent collection;
accompanied by contractual obligations outlining the presentation, lending period, publicity, security, transportation, insurance valuation, and notification requirements; and
presented in exhibitions (with the exception of benefit auctions) for educational purposes.
To help all staff meet their potential and to sustain the LCVA and encourage its growth, the staff models professional conduct and provides leadership, clarity, and respect for individuals and for diverse points of view. Staff members are encouraged to set and achieve yearly goals for professional development, and resources, as fiscally possible, will be allocated in support of these pursuits.
The LCVA facility is used for educational purposes and in support of LCVA programming. The facility will not be used for commercial purposes nor for activities that might endanger works of art or property. The LCVA staff maintains a clean, organized, and safe environment for each other, vendors, contract workers, visitors, and volunteers. On a daily basis the facility is cleaned and checked for problems. On a regular basis the facility is checked for safety including but not limited to security system, elevators, alarm system, fire extinguishers, sprinklers, and emergency lighting and exits. The LCVA follows policies outlined by the University as well as those dictated by state and federal law.
The LCVA protects the rights of its employees, donors, volunteers, and lenders by adhering to University and Foundation policies as well as state and federal law. Specifically, the LCVA does not share or sell personal information including but not limited to mailing lists, social security numbers, financial worth and investments, and art valuation and security measures. The LCVA does not share the valuation of works in its collection individually (except for purposes of lending). Staff members are required to secure and lock files and computers with sensitive materials while they are not in use.
The LCVA is committed to teaching student volunteers the benefits of utilizing their knowledge and skills on behalf of their community. In support of Longwood University’s mission, the LCVA provides a laboratory for the development of citizen leadership in Longwood University students regardless of their area of study.
Work by volunteers conducted on behalf of the LCVA is not financially compensated except under circumstances whereby a volunteer may incur costs for hosting an LCVA event or traveling on behalf of the LCVA. Under these exceptions all expenditures must be pre-approved by the Director and must observe Longwood University and/or Longwood University Foundation Inc. guidelines for reimbursement and purchases. Under no circumstance shall a volunteer be compensated for his or her time.
The LCVA expends its funds responsibly and prudently by:
drawing from its endowment funds consistent with donor intent and supporting the endowment’s public purpose as outlined by the Longwood University Foundation Inc.;
ensuring that all spending practices and policies are fair, reasonable, and appropriate to fulfill its mission;
reviewing financial reports for accuracy and completeness and ensuring that they are made available to the public.
The Commonwealth of Virginia conducts audits of Longwood University funds used, and an independent auditor conducts audits of Longwood University Foundation funds.
Fund-Raising and Business Practices
The LCVA is truthful in its fund-raising solicitation materials. It handles information about donors and donations with confidentiality, expends funds consistent with donor intent, and provides appropriate acknowledgement and recognition. The LCVA discloses whether those seeking donations are LCVA board members, volunteers, LCVA staff, or University employees. The LCVA does not hire companies or outside individuals to solicit for the LCVA.
The LCVA is always mindful of its affiliation with Longwood University as well as its role in the community and the importance of maintaining the highest level of public trust. Therefore, the LCVA does not lend its name for commercial or political purposes. The LCVA lends its name only for educational ventures closely tied with its mission and values; associates only with organizations and institutions in good standing in the community; and carefully reviews projects to ensure that the integrity of the institution and the University is maintained.
The LCVA provides comprehensive information about the museum and responds in a timely manner to requests for information subject to the limitations of the Freedom of Information Act. Basic data about LCVA operations conveyed through brochures, newsletters, annual reports, program reports, and policies are available to the public.
The staff is required to back up all operational information and collections records on a regular and scheduled timetable and to follow all University policies regarding the disposal of University documents. An archive chronicling LCVA activities and publications is labeled and maintained on a yearly basis. Files documenting collections (computer and hard copies) are kept on site and at a location away from the facility in case of an emergency.
USE OF THIS CODE OF ETHICS AND DECLARATION OF STANDARDS
The Code of Ethics and Declaration of Standards for the Longwood Center for the Visual Arts is a living document, designed to be disseminated, used, and updated. The LCVA will establish a schedule for regular review of the code and standards and its dissemination. LCVA staff will:
incorporate it into its staff handbook and board and committee orientation materials;
review it during new employee orientations;
post it on the LCVA intranet and on the LCVA’s public Web site; and
disseminate it to all LCVA volunteers via appropriate vehicles.
Credits: Some of the information incorporated here was directly adapted from the Code of Ethics established by the American Association of Museums.