Policies & Forms
University Archives and Special Collections Forms
Deed of Gift Form - (PDF) (for archival collections) Please use this form if you wish to donate non-University records to the department. Contact the Archivist prior to sending materials.
Transfer Agreement Form - (PDF) Please use this form to transfer University records to the University Archives. Contact the Archivist prior to sending materials.
Transfer Guidelines Document - (PDF) Please read through these guidelines before transferring University records.
University Archives and Special Collections Policies
- Archives and Special Collections will consider requests for reproduction of materials when such duplication can be done without injury to the material and when duplication does not violate donor agreements or copyright laws.
- All photocopying and scanning is performed by Archives staff members. Due to limited staffing, researchers may need to pick up photocopies the day after the request is submitted.
- Researchers may use a personal handheld camera with the permission of Archives staff. Researchers may not use a tripod.
- Photocopies cost $0.10 per page. Researchers may pay for and pick up photocopies at the Kimbel Library circulation desk.
- Researchers are solely responsible for the use made of any material secured from the University and liable for any infringement of copyright.
- Researchers planning to quote, paraphrase, or cite materials are requested to use proper citation. Citation format examples are available in finding aids.
- For additional information on U.S. copyright, please see:
Some of the collections in the University Archives and Special Collections may have access restrictions placed on them. Materials may be restricted based on legal requirements, confidentiality, condition of materials, or by donor request. Specific access restrictions are described in the collection's finding aid. Researchers are responsible for requesting access to restricted materials from the individual or agency that imposed the restriction. Access to restricted materials may only be granted with written authority.
Reading Room Guidelines
- Researchers are required to complete a Researcher Registration form.
- All purses, coats, backpacks, and briefcases (including laptop computer cases) are to be left at an empty study carrel in the reading room. Please use cell phones, pagers, and other personal communication devices outside the reading room.
- Food, drink, gum, and tobacco products are prohibited.
- Only pencils, note paper, and laptop computers (without cases) are allowed in the reading room. Paper and pencils will be provided upon request. Laptops may be used as long as they do not disturb other researchers or staff.
- Researchers are expected to follow staff instructions regarding handling requested materials. This may include wearing cotton gloves supplied by staff.
- Please retain the existing order and arrangement of unbound materials in each folder and in each box. If materials appear to be out of order, please alert Archives staff immediately. Researchers may use one (1) folder from a box at a time.
- Researchers should use slips of paper (available upon request) to mark importance or interest in specific materials.
- Archives and Special Collections staff reserve the right to inspect all research materials and personal items before researchers leave the reading room.