The Archives and Special Collections include materials that are unique, rare, and/or fragile. Because of this extra measures are taken to protect them.
Many of the collections held in Archives & Special Collections were not generated by university offices, but were donated by individuals and community organizations. This may include materials donated by faculty and students that are not considered university records. With respect to researcher access to records from a donor or depositor other than a public agency, access is given subject to any restrictions agreed to with the donor or depositor, in accordance with the Kentucky Open Records Act. A note indicating whether there are any restrictions on access to the collection is usually included in the online catalog record, as well as the finding aid. In addition, patient records held as part of manuscript collections are protected under the Health Information Portability and Accountability Act (HIPAA). These records are restricted for 50 years after the individual's death, or if the death date is not known, for 125 years from the creation of the last entry in the record.
If you require students to do special projects with Archival materials, including exhibitions, please note that such uses require work in conjunction with curators and archivists, and at least 8 weeks' advance notice of the project and the materials desired. Please note that any use outside the Ekstrom Library building requires certification of appropriate security and climate in the exhibit space. ASC staff will determine on a case by case basis whether materials can be used or lent for such purposes.
Any materials already available online may be used in digital projects, with proper attribution. Files may be downloaded from Digital Collections, and metadata may be reused.
A limited number of materials held by ASC that are not available in Digital Collections may be digitized for the class project. Because this calls on us to digitize materials on spec, we must require a prior agreement with the course instructor. Typically, the class is limited to 30 items, which must be requested by the course instructor, aggregated as a single request. Class assignments requiring more than 30 items may incur reproduction fees, which may be paid for by the department offering the course via University "ProCard" or by individual students. In addition, the faculty member is advised to contact ASC well in advance (preferably as they begin to plan their syllabus and the project itself) to determine how far in advance digitization orders should be placed. Image orders may take 3 weeks to complete. Oral history digitization requests may take longer, depending on the number and length of recordings involved.
Archives and Special Collections will consider collaborative projects that match ASC's priorities while advancing the goals of faculty members outside ASC. These might take the form of students creating metadata for existing or planned Digital Collections, or the creation of new Digital Collections.
Archival collections, manuscripts, photographs and other formats in ASC collections may require special citation information arranged as required by the style manual used in a particular class or publication. Tips for citing these materials are outlined here:
Published materials such as rare books and journal articles from ASC collections do not require special citations.