Appalachian State University
Special Collections
Policies and Procedures
Policy: The Special Collections makes its collections available to ASU faculty, staff, and students, and to outside researchers, in a timely and convenient manner. The office is also charged with the security of these materials and their long-term preservation. To balance these requirements, the following procedures for the use of the Special Collections materials have been established.
Access Procedure:
1. All prospective researchers are urged to read and become familiar with the Special Collections Policy and Procedures BEFORE visiting our reading room. Copies of this document are available by request through campus mail and US mail, or may be obtained from our web site: www.library.appstate.edu/archives/
2. Normal hours of business are 9:00 am to 4:00 pm, Monday through Friday. If you wish to make an appointment please call or e-mail:
Dean Williams
(828) 262-4041
willmsda@appstate.edu
3. Researchers must produce valid photo identification before being permitted to use the manuscript and rare book collections. ASU faculty, staff, and students must present their University ID. Outside researchers can present their driver's license or passport.
4. Special Collections is located on the fourth floor of Belk Library and Information Commons . Closed Collection materials must be used under observation in the D.D. Dougherty Reading Room. Coats, briefcases, and backpacks are not permitted in the Reading Room and will be secured behind our circulation desk. Cell phones, pagers, and other personal communication devices must be turned off and left in briefcases and backpacks.
Retrieval Procedures :
1. Researchers may familiarize themselves with the holdings of Special Collections by searching the catalog records and finding aids online through our web site. Hard copies of finding aids are available in the Special Collection reading room.
2. ALL archival collections and rare books are housed in closed stacks and are non-circulating. Items are requested by filling out a Retrieval Request Form. Although several boxes may be requested on the form, researchers are only permitted to examine one box at a time.
3. Closed collection materials may be examined only in the reading room. All items will be brought to the researcher by a staff member.
Handling Records:
1. Please make sure your hands are clean and free of moisturizers, lotions, etc.
2. Handle records gently. Do not lean on, trace over, write on, or fold. Books may be placed on the book proper-upper instead of holding them. You may be asked to use white cotton gloves for certain materials.
3. Researchers may bring only pencils into the reading room for note taking. If you lack pencils, they may be borrowed from Special Collections. The only other device allowed for note taking is a lap-top computer.
4. Records must be maintained in the order in which they are received. If a researcher discovers out of order or misfiled material, he/she should notify staff immediately.
Duplication of Materials: See policy for obtaining duplications .
Permission to Publish Materials : Please refer to “Procedures for Publication”
Acknowledgement :
When citing materials from our collections, identify the item and the title of the collection; then use the appropriate credit line:
University Archives, Appalachian State University. [Collection Name]. [Folder Name].;
W.L. Eury Appalachian Collection. Appalachian State University [Collection Name]. [Series Name, Subseries Name]. [Folder Name].;
or Stock Car Racing Collection, Appalachian State University [Collection Name]. [Series Name, Subseries Name]. [Folder Name] .
Statement of Responsibility :
I have read and understand the foregoing policy and procedures for the use of all records under the care of the Special Collections, and I have read and agree to abide by the following statement of responsibility.
I understand that permission to examine records, if granted, does not include permission to reproduce or publish the contents of any excerpt there from at any time, and that separate written application for permission to reproduce, publish, or quote, must first be made to the appropriate collection coordinator, specifying the record(s) to be reproduced or quoted. I agree to abide by the decision.
I understand further that the Special Collections makes no representation that it is the owner of the common law copyright or literary property in any unpublished record (document, photograph, drawing, or any other item) in the collections of Special Collections; and that permission to publish must also be obtained from the owner of the copyright (the author or the author's transferees, heirs, legatees, or literary executors).
If I request, by filling out the proper forms, photographic, photocopy, digital or other reproduction of any record or portion thereof, I agree that the reproduction is made solely for my convenience in examining the item; that the reproduction will not itself be reproduced; and that it will not be examined by or transferred to any other person or institution without the prior written permission of the appropriate collection coordinator.
In consideration of my being granted permission to examine any collection or record on the terms set forth above, I agree to indemnify and hold harmless the university, its officers, employees and agents from and against all claims made by any person asserting that he is the owner of the common law copyright or literary property.
I agree that if I cite any material from ASU Special Collections, that I will acknowledge the material as specified in the ASU Special Collections “Policy and Procedures.”
_____________________________
SIGNATURE
NAME (please print): _____________________________________________________
ADDRESS: _____________________________________________________________
INSTITUTIONAL AFFILIATION: __________________________________________
FORM OF IDENTIFICATION: _____________________________________________
RELATED ID NUMBER: _________________________________________________
DATE: ________________STAFF INTITALS: ________________________________
CITATION:
University Archives, Appalachian State University. [Collection Name]. [Folder Name].
W.L. Eury Appalachian Collection. Appalachian State University [Collection Name]. [Series Name, Subseries Name]. [Folder Name].
Stock Car Racing Collection. State University. [Collection Name]. [Folder Name].