SAIC On-Campus Installation Proposal Form

Students, faculty, and staff are often interested in installing work on campus. To ensure that all installations on
campus meet all SAIC policies and guidelines, an Installation Proposal Form must be completed by the artist.
Once the form has been approved and signed by the Office of Exhibition Practices, Security, Instructional
Resources and Facilities Management, and Campus Life the installation is considered approved and work on
the project may begin. The specific steps in the installation proposal process are as follows:

1. Develop a proposal that clearly communicates, with images and text, the installation you
are proposing. Your proposal should include as much information as possible to give your
reviewer the best idea of your project possible. Your proposal could include items like:
• A floor plan of the space with a drawing of the placement of your installation.
• Digital images of the space.
• Images of your piece digitally manipulated into a photograph of the proposed
space.
• Images of your piece previously installed in another space.

2. If you are a student, work with your faculty sponsor (e.g., the faculty member who
teaches your class or your faculty student group advisor) to ensure the quality of your
proposal and to gain their approval (signature required)

3. Meet with Michael Ryan in the Office of Exhibition Practices, and work with him to gain
approval for your installation. (signature required)

4. Meet with Security (Associate Director of Campus Security, Art Jackson or Campus
Security Account Manager, Jeanette Hardin).

5. Meet with Instructional Resources and Facilities Management (Associate Vice President
Facilities, Operations, and Planning, Tom Buechele, Director of Facilities Management,
Sarah Hicks or Michelle Maynard, or Assistant Director of Campus Services, Bert
Schlingmann) to gain approval for your installation (signature required)

6. Meet with a member of the Campus Life staff (Director of Campus Activities, Shannon
Delaney) to turn in your completed Installation Proposal Form. Note: if Shannon is not
available when you come to Campus Life, you can either schedule an appointment with the
receptionist or you can leave the form with the receptionist and we will contact you with final
approval.

Please note, if your project is planned for a departmental space (i.e., a space that has been determined by
your department at Instructional Resources and Facilities Management to be overseen by the department)
then the Installation Proposal Form is not necessary. However, you will need to work with your department
chair to receive approval for your project.

SAIC does not hold any insurance for art work installed on campus. Please note that if you install your work on
the SAIC campus, you are doing so at your own risk.

Please ensure that the installation you are proposing meets all of the guidelines of the SAIC safety and
security checklist provided on the following two pages:
SAFETY, SECURITY, AND LEGAL OBLIGATIONS:

Guidelines For the Review of Student Work:

The School of the Art Institute of Chicago is committed to providing a wide-range of exhibition opportunities for students as an integral
part of the School’s degree programs. These include, but are not limited to, opportunities to exhibit and curate at the Rymer Gallery,
Sullivan Galleries, The Gene Siskel Film Center, Student Union Galleries, Graduate and Undergraduate Exhibitions and Time Arts
Events, and in classes. The School holds free expression as a central value to a community devoted to the exploration of the arts. At
the same time, the School recognizes that there exist legal and other limits. These include, but are not limited to, issues of health and
safety, privacy, copyright and ownership, and harassment. Students are expected to make every effort to discuss their work with their
faculty advisor(s) from the time of its conception through development and exhibition in order to recognize possible causes of concern
that can be addressed prior to exhibition. It has been our experience that this collaborative effort, one that may also include members of
the Exhibition staff, is extremely successful in producing solutions agreeable to both the student and the School.

The School retains the right to determine when, if, how long, and where work will be displayed for any School exhibition. The School
also retains the right to relocate or to remove from any exhibition that may be in violation of law, that may be hazardous to the health
and/or safety of viewers or participants, or that which may be disruptive to the educational process. Nothing in this document shall be
considered a waiver or diminishment of these rights.

In instances where concerns are raised about the exhibition of a student’s work, the student may request a review. If the School grants
a review, then the following procedure will be followed unless the Dean of Student Affairs and the appropriate academic dean
determine that circumstances warrant adjusting the procedure.

1.Notification and Initial Meeting

Fellow students, faculty, staff, or members of the public can raise concerns. Concerns from within the school community should be
forwarded to the Dean of Student Affairs or her designee. If the Dean of Student Affairs determines that the concerns merit a review,
she will discuss the concerns with the appropriate academic Dean. After such discussion, the Dean of Student Affairs, together with the
academic Dean, may determine if there needs to be a further discussion with the student and his/her faculty advisor about the work in
question.

If the Dean of Student Affairs and the academic Dean determine that there should be further discussion, either the Dean of Student
Affairs or her designee will contact the student to schedule a meeting with the student, the Dean of Student Affairs, and the appropriate
academic Dean. The purpose of this meeting is fact finding and an effort to find a resolution of the concern(s) agreeable to both the
School and the student.

If, after this meeting, agreement has not been reached as to a resolution to the concern(s), the Dean of Student Affairs and the
academic Dean may determine that formal mediation should occur. In this case, the Dean of Student Affairs will submit to the student a
letter outlining the concerns, a rationale, and a required solution. A copy of the letter will be sent simultaneously to the academic Dean.

2. Formal Mediation
After receiving the letter, the student may request mediation and should direct their request to the Dean of Student Affairs or her
designee. If the request can be granted, the Dean of Student Affairs will convene a mediation committee whose membership shall be
two faculty members from the Curriculum Committee of the Faculty Senate, the appropriate academic Dean, the Dean of Student
Affairs or her designee, and an appropriate gallery representative. Either the Graduate or Undergraduate Dean will chair the mediation
committee. All meetings will occur at the School during regular school hours. The student may also choose one faculty member to
accompany them to the mediation. Until such time as the mediation committee has made a decision, the formal decision taken by the
Dean of Student Affairs and the academic Dean shall be binding.

3. Final Notification
If, after the meeting, the mediation committee determines that the formal decision made by the Dean of Student Affairs
and the academic Dean was appropriate, that decision will stand and the student may not request another review. If, after
the meeting, the mediation committee determines that another decision other than the formal decision proposed by the
Dean of Student Affairs and the academic Dean would be appropriate, then the student’s work shall be subject to the new
decision and the student may not request another review. The academic Dean will make every effort to notify the student
by letter promptly of the outcome of the meeting, an account of the concern, and the rationale for the decision.
Safety and Security Guidelines:

All artwork (including live performances) must comply with the health, safety, and security guidelines below. If your project
involves anything listed below, you must discuss it with Michael Ryan, Director of Exhibition Curricula, in the Office of
Exhibition Practices. Contact Michael Ryan at 312-629-6532 or mryan3@saic.edu.

Bloodborne Pathogens, Animals, and Controlled Substances:

• Bloodborne Pathogens (BBP), or BBP sources are prohibited. This includes blood, urine, and other bodily fluids.
• Live animals and untreated hides are prohibited.
• Provide a certificate from a professional taxidermist for taxidermy animals.

Food, Water, Controlled Substances, and Bio-Matter:

• Food and perishables are restricted, or prohibited. Projects involving food and/or bio-matter must be discussed with exhibition
staff prior to installation.
• Water and other liquids are restricted, and must be discussed with exhibition staff prior to installation.
• Alcohol, narcotics, and controlled substances are prohibited.

Weapons:
• Weapons are prohibited.
• Objects that resemble weapons must be discussed with exhibition staff prior to installation.

Performance:
• If your piece includes live performance, you must discuss it with exhibition staff, and submit a detailed narrative of props and
actions.

Heavy, Unstable, and Sharp Objects:

• Pedestals, sculptures, and heavy objects must be stable.
• Stanchions may be required to limit interaction with fragile, or unstable artwork.
• Sharp edges/points must be protected.

Fire Safety:
• Draping, or hanging objects from fire sprinkler pipes is prohibited.
• Artwork must remain 18” below fire sprinkler heads.
• Tent and umbrella structures are prohibited.
• Materials must be noncombustible or flame retardant. Large fabric artworks, or window coverings must be discussed with
exhibition staff prior to installation.
• Exhibition staff must be provided with a Material Safety Data Sheet (MSDS) for hazardous materials, or materials used for
fireproofing.
• Halogen Bulbs or bulbs exceeding 100 watts must be pre-approved by exhibition staff.
• Candles/open flames are prohibited.
• Incorporating fire extinguishers, exit signs, and alarm systems into artwork is prohibited.
• Flammable, corrosive, and other hazardous materials are prohibited.
• Oil based paint and solvents are prohibited. Water-based paints are permitted.

Egress, Ingress, ADA, and OSHA Regulations:

• Exhibition spaces must be wheelchair accessible in accordance with the American Disabilities Act (ADA). Entrances to exhibit
spaces must be a minimum of 36".
• Stairs, handrails, and platforms must meet American Disabilities Act (ADA), and Occupational Safety and Health
Administration (OSHA) regulations.
• Emergency exit paths must be a minimum of 44” wide.
• Exit signs cannot be obscured.

Electrical:
• Electrical equipment must be grounded.
• Electrical cords (including extension cords) must be 3 pronged.
• Bare wiring must be contained in conduit.
• Extension cords may not be used in lieu of fixed wiring.
• Spliced wires, and electrical tape are prohibited.
• Power strips must have ground fault protection.
• Electrical equipment must be UL listed or equivalent.
• Artwork must be equipped with a power cut-off, clearly labeled, and accessible.
Safety Questionnaire and Check List:

Are there physical hazards that can harm the viewer?

 Moving parts?
 Accessible sharp edges or corners?
 Can it be knocked over?
 Will objects be thrown into the audience?
 Are there objects that could be mistaken for weapons?
 Other physical hazards?

Does the artwork include, liquids, toxic materials, or chemicals?

 Toxic materials?
 Federally or other regulated materials?
 Does it create dust or have dusty compounds?
 Liquids?
 Unknown materials?
 Are Material Safety Data Sheets available for potentially harmful materials?

Does the artwork contain fire hazards?

 Flammable materials?
 Do solid materials pass the flame test?
 Are all fabrics flame retardant. Is this information available from the manufacturer?
 Open flames or heating elements?

Does the artwork use electricity?

 Standard 110 volts, 15 amps?
 UL-listed parts?
 Are electrical components accessible (emergency shut-off)?
 Other special needs?
 Cords are 3 pronged plugged into 3 prong receptacles?
 Power strips must have Ground Fault Circuit Interrupters (GFCI).
 Exposed wiring?
 Are there other electrical hazards?

For performances/interactive works, are there special risks?

 Actions that can harm the performer, or the audience?
 Audience interaction?
 Special effects (fire, smoke, pyrotechnics, etc.)?
 Are performers suspended or physically elevated?

Are there other special concerns?

 Special lighting?
 Organic materials that may attract insects or vermin?
 Materials that need replacement with time?
 Special handling requirements (i.e. protective clothing, gloves, goggles, etc.)?
 Public warning notice, “do not handle”?
 Is your artwork childproof?

Are small objects secured?

 Can it fit into a purse or small bag?

Are there light or sound hazards?

 Loud sounds which may damage audience hearing?
 Strobe lights?
 Is there an excess, or complete absence, of light?
 SAIC Installation Proposal Form
Title:

Contact Information
Primary Contact Person: SAIC ID #: .
Phone Number: email address: .
Are you a: Student Faculty Staff
Faculty & Staff – with which what department is this installation affiliated: .
Students – with which class or student group is this installation affiliated: .

Event Logistics
Location of Installation: .
Date & Time of Installation_________________ Date & Time of De-installation_________________

Description
Please provide a detailed description of the piece you would like to install, the installation plan, the
de-installation plan, and all materials involved (attach another page if necessary):
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________

Please provide a detailed description of your installation plan and all materials involved. Please
indicate if you may be altering the space in any way (attach another page if necessary).
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________

Supporting Documentation

Develop a proposal that clearly communicates, with images and text, the installation you
are proposing. Your proposal should include as much information as possible to give your
reviewer the best idea of your project possible. Your proposal could include items like:
• A floor plan of the space with a drawing of the placement of your
installation.
• Digital images of the space.
• Images of your piece digitally manipulated into a photograph of the
proposed space.
• Images of your piece installed in another space.
A sample proposal can be found on the SAIC Online Exhibition Resource Center at www.exrx.blogspot.com or
on the SAIC Portal under “Student Services” and “Campus Activities” or visit the Office of Exhibition Practices

SAIC Installation Proposal Form

Signatures of Responsible Parties
Faculty and staff (and students where applicable) must sign before any approval signatures can be obtained.

Faculty/Staff Sponsor

Print Name: _____________________________ Signature: ________________________________

By signing here you are indicating that you understand the details of this installation and that you share
responsibility for this event

Student Signature:__________________________________________________________________
By signing here you are indicating that you understand the School’s policies and procedures and will abide by
all of them in planning and executing this installation

Approval

Approval of your installation should be obtained in the following order:

1) Office of Exhibition Practices Signature:_______________________________________________

Sharp 220B – Office of Exhibition Practices - inside the SUGs LG Space (Must be signed by Michael Ryan)

2) Instructional Resources and Facilities Management Signature:

Sharp 705 (Can be signed by: Associate Vice President Facilities, Operations, and Planning, Tom Buechele, Director
of Facilities Management, Sarah Hicks or Michelle Maynard, or Assistant Director of Campus Services, Bert
Schlingmann – if no one is available please schedule an appointment through the receptionist, Rachel Pettiti)

print name: _____________________________ signature: _____________________________

3) Security Signature:
Sharp 710 (Can be signed by: Associate Director of Campus Security, Art Jackson or Campus Security Account
Manager, Jeanette Hardin)

print name: _____________________________ signature: _____________________________

4) Campus Life Signature:

Sullivan Center 1203 (Can be signed by: Director of Campus Activities, Shannon Delaney)

print name: _____________________________ signature: _____________________________

5) Once the Piece is Installed - Office of Exhibition Practices

Sharp 220B – Office of Exhibition Practices - inside the SUGs LG Space (Must be signed by Michael Ryan)

print name: _____________________________ signature: _____________________________

Note: The final signed document should be turned into the Office of Exhibition Practices
(Sharp 220B) – If Michael Ryan is not available, you may leave it with the office staff.