Download University Archives Collections and Gifts Policy

University Archives Collections and Gifts Policy
Purpose
The goal of the University Archives within Forsyth Library is to collect, preserve, and provide selective
access to research materials in various formats that document the historical, cultural and educational
experiences of Fort Hays State University. The University Archives seeks to support the educational
mission of the university and the library by providing research assistance and instruction to students,
faculty, staff, alumni, external researchers, and community patrons.
Scope of Collections
The University Archives collects print and digital materials, books, manuscripts, records, publications,
media, images, and other historical materials documenting the intellectual, social, educational and
cultural aspects of Fort Hays State University from 1902 to the present. Duplicate materials and those
not fitting the scope of collections for the University Archives will not be accepted. Space or
technological limitations may guide acceptance decisions.
Materials Collected
The Fort Hays State University Archives collects paper records, publications, photographs, programs,
film, audio visual materials, and memorabilia that document the intellectual, cultural and administrative
aspects of the university. These include, but are not limited to:
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Alumni
o Documents
o Newsletters
o Publications
Athletics at Fort Hays State University
o Media guides
o News releases
o Photographs
o Sports programs
o Video clips
Divisions, Departments, Committees & Organizations
o Meeting Minutes
o Histories, including special activities and events
o Newsletters, photographs or other memorabilia of a unique character
o Policy
o Reports
Faculty papers and publications are archived selectively according to these criteria:
o Potential research value of the papers
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o Faculty member’s contribution to the growth and development of FHSU
o Faculty member’s contribution to community, state, and/or national affairs
o Faculty member’s national or international reputation in an academic field
Historical Materials
o Books and pamphlets
o Oral histories relevant to the history of the university and region
o Photographs
Student Materials
o Literary publications
o Newspaper, print (print and digital)
o Student handbooks
o Theses (print and
o Undergraduate research materials (digital)
University administration
o Budget and financial reports (print, digital)
o Catalogs (print)
o Commencement programs
o Correspondence related to important events, i.e. the inauguration of a President or the
opening and dedication of a new facility
o Media, including videotapes and DVDs showing campus events
o Divisions, departments and organizations of the University (faculty, staff and students)
o Minutes
o Promotional materials produced by Marketing and University Relations
o University Relations news releases (print and digital)
o University Organizational and Structural Change Documents
o Photographs documenting university history and events
o Policy
o Presidential papers and artifacts
o University Relations
University public-facing web sites (selectively captured and archived)
Acceptance of Gifts
Gifts, whether of funds or materials, provide a valuable opportunity to enhance the University Archives
and are welcomed. Gifts of materials represent a significant investment by the library of time and
resources needed to properly evaluate and process and to permanently store materials. Accompanying
monetary gifts are always appreciated to assist with processing collections when possible. These
principles guide our decisions regarding acceptance of gifts:
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Gifts are selected for the potential to provide value to future scholars and researchers
interested in the history of Fort Hays State University.
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Gifts are accepted without formal conditions concerning the shelving, housing, processing,
access, or final disposition of gifts, unless specifically agreement is made between the Dean of
the Library and the donor.
Accepted gifts are processed in a cost-effective manner following standard archival procedures.
Gifts become the property of the Forsyth Library upon receipt.
The University Archives reserves the right to determine retention, location, cataloging
treatment, access, transfer, and all other considerations related to the use of the donated
materials, including possible removal or transfer from the collection.
If you are interested in donating materials for University Archives, please contact Sherry Severson,
University Archivist, at [email protected] or (785) 628-5282.
Appraisal of Gifts
Forsyth Library and the University Archives do not appraise gifts for monetary value. The IRS requires an
independent appraisal if a donor plans to claim a charitable deduction above a certain value.
Information on gift appraisals for tax purposes is available on the IRS web site.
Approvals:
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University Archivist
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Dean of the Library
_________10/14/2016____________
Date
_________10/14/2016____________
Date