Policies and Procedures

The Benedict College Archives and Records was a combined unit, serving the preservation and historical curation needs of the College’s written material. As of July 1, 1997, the two became separate units, each with its own coordinator.

The Benedict College Archives, as a separate entity, is in its infancy. Its purpose is to preserve historical material which document the origins, development, activities, and the achievements of the College and its alumni. To accomplish this goal/purpose, the Archives will:

Appraise, acquire, process, preserve and make available materials that document its history and development;

Provide adequate facilities for preservation, servicing, and research use of materials;

Serve as a research center for the study of the history of Benedict College;

Provide information services to assist in the administration and operation of the College;

Facilitate the efficient management and use of all materials stored in archives, and

Promote knowledge and understandings of the origins, goals and programs of the college.

The Archives serves as custodian for the Mather School Files

Opening-Closing Hours
Operational Hours
Wednesday - 8:00am - 4:30pm
Thursday - 8:00am - 4:30pm

Retrieval Hours Wednesday - 9:00am -12:00noon and 2:00pm - 4:00pm
Thursday - 9:00am -12:00noon and 2:00pm - 4:00pm
Exceptions will be made for special projects and emergencies.

Acquisition
The Archives Department seeks to collect information from its faculty, staff, various departments and distinguished alumni that documents the history of Benedict College, such as:

Biographical material on faculty/staff, noted alumni and trustees; re¢sume¢s, vitae, bibliographies, biographical and autobiographical sketches; chronologies, genealogies, newspapers clippings, and memoirs of faculty/staff members;

Official correspondence, outgoing and incoming letters generated in the course of conducting college business; professional correspondence, letters relating to all facets of an academic career, including correspondence with colleagues, publishers, professional organizations and students; and personal correspondence to and from friends, relatives and business associates;

Classroom material, such as lecture notes, syllabi, course outlines, reading lists, examinations, student papers and evaluations;

Research files, outlines, research designs, raw data, notes, analyses, and reports of findings; Departmental or committee reports, agendas, minutes, correspondence, calendars, of events, programs, and related material;

College programs, flyers, reports, newsletters, bulletins, newspapers, yearbooks, board reports, catalogs, calendars, writings, brochures, directories, funded grants proposals, handbooks, pamphlets;

Audiovisual material, tapes of lectures, speeches, discussions, interviews, video tapes, motion pictures, cassette recordings, slides, multi-media productions; photographs, original photographs and artifacts, rare books, new programs;

Athletics and extra curricular activities, i.e. basketball, football, volley ball, track and field, tennis, choral productions, drama, dance, theatrical events, and other such events ;

Information that documents changes in grounds and buildings on the, campus, i.e. new construction, renovations, campus extensions, etc.;

Drafts and manuscripts of articles, books, reviews, monograph, and Memorabilia and other artifacts. This is not a definitive or exhaustive list. Materials not specifically cited above which pertains to the history of Benedict College are solicited.

Access Policy
Permission to Examine
Permission to examine manuscript materials will be granted to qualified researchers upon completion of the application form, and an agreement to abide by the rules governing the use of manuscripts. Such permissions are granted subject to whatever restrictions may have been placed on the material by the donors or depositors.

Protection of the Material
A researcher is responsible for the safeguarding of any material made available to him/her in the Reading Room. Researchers may not remove materials from the Reading Room for any purpose or rearrange the order in which they are delivered. The use of any kind of pen is prohibited. Manuscripts may not be leaned on, written on, folded or handled in any way likely to damage them. In certain cases, researchers may be required to use microfilm, or printed copies of manuscripts when such copies are available. Eating and smoking are prohibited in the Reading Room.

Permission to Publish
Permission to examine materials is not an authorization to publish them. Separate written application for permission to publish must be made to the Benedict Archives. Researchers who plan eventual publication of their work should make inquiry concerning overall restriction on publication before beginning their research. To the extent that it may be proper to do so, Benedict College will ordinarily grant the usual publication rights to applicants. However, in granting permission to publish, Benedict College does not surrender its own right thereafter to publish any of the materials from its collection or grant permission to others to publish them. If permission to publish is granted, credits must be cited in the published work. A free copy of publications, which rely heavily on Benedict's archival collection, should be presented to Archives as soon as the work is published. Benedict College does not assume any responsibility for infringement of copyright of any materials held by others.

Photoduplication
Archives will consider request for the photoduplication of material when such duplication can be done without injury to the material, and does not violate copyright restrictions.

Single copies will be provided for the researcher’s personal reference use. The photocopy must not be further reproduced. Supplying a photocopy is not an authorization to publish.

Exclusive Rights
Exclusive rights to examine or publisher material will not be granted.

Reading Room Rules
The purpose of archives is two fold-first, to preserve and maintain the permanent, non-current records of the College as well as varied collections of historical material donated by faculty, staff, and alumni and second, to make the material available for research. In an attempt to achieve these purposes, the following rules govern the use of material.

Procedures for Obtaining Material

1. Each researcher must complete a Patron Analysis and Regulations Form for every research program in order to establish his/her identity, and to assist the Archives staff in locating potentially useful sources.
2. Sign a daily guest register.
3. The Researcher is responsible for returning all materials to the staff; no materials may leave Archives, nor may they be transferred to another researcher.
4. As a security measure, Archives reserves the right to inspect all articles used at reading tables.
5. Researchers are permitted only in the designated reading area.

Care of Material

1. All material must be handled with care. Marks may neither be added nor erased; tracing and rubbing are prohibited. Loose sheets and volume pages should be handled by their edges. The surface of photographic prints is not to be touched. Cotton gloves (supplied by Archives) must be worn when examining negatives and prints.
2. Remove only one folder from a box at a time. Do not remove material from the folders. MAINTAINING THE EXACT ORDER OF MATERIAL IN A FOLDER AND FOLDER WITHIN A BOX IS OF SINGULAR IMPORTANCE. If a mistake in arrangement is discovered, please call it to the attention of the staff. Do not re-arrange material yourself.
3. Due to the potential harmful residue from ink, only pencils and typewriters may be used for note taking purposes. Only note taking paper and pencils are permitted on the reading tables in addition to archival material.
4. Persons charged with mutilation, destruction and theft of material are subject to prosecution.
5. Smoking, eating and drinking are prohibited in the Reading Room.

Duplication, Citation and Publication

1. Duplication of information is provided in the “Request for Photoduplication” and “Request for Photographic Services” forms.
2. Citation information is provided in the “Examples of Citation ” sheet.
3. In the event that this research becomes a source of publication, a copy is requested. If a copy is unavailable, a bibliography note is to be sent.

Restrictions on Use
The use of certain material is restricted by the Office of origin, or by the donor. For the protection of its collections, Archives reserves the right to restrict accesses to records which are not arranged, are being processed, or are exceptionally valuable or fragile. In some cases copies may be substituted for the originals.

B E N E D I C T   C O L L E G E  A R C H I V E S

Patron Analysis and Regulations

Name___________________________________________________Date____________

                      Last                          First                         Initial     

Address_______________________________________________________________

                       Street                       City                          State               Zip

Nature of Research:

            (   )    Dissertation_________________________________________________

                                                                           Proposed topic

            (   )    Thesis______________________________________________________

                                                                           Proposed topic

            (   )    Publication__________________________________________________

                                                                           Proposed topic

            (   )    Lecture/ Speech______________________________________________

                                                                           Proposed topic

             (   )    Research Paper (   )  Graduate__________________________________

                                                                                 Dept.                         Course

                                               (   )  Undergraduate______________________________

                                                       __________________________________________   

                                                                                              Proposed Topic

            (   )   Administrative Inquiry_________________________________________

                                                                             Subject

            (   )   Other (specify)_______________________________________________

                     ___________________________________________________________

                     ___________________________________________________________

                     ___________________________________________________________

Patron Description:

            (   )    Benedict Faculty - Department__________________________________

            (   )    Benedict Staff - Department____________________________________

            (   )    Benedict Student - Major______________________________________            

             (   )    Other Student - Undergraduate - Major___________________________

            (   )    Other Student - Graduate- Major________________________________

                (   )    Other Faculty (  )  Staff  Name of  Institution   _____________________

            (   )    Government Official - Agency__________________________________

(   )    General Public ______________________________________________

(To be completed by Archives staff)

Records Group Used______________________________________________________

                                ______________________________________________________

                    ______________________________________________________

Document Copied    ______________________________________________________

                               ______________________________________________________

Photographs Used   ______________________________________________________

                               ______________________________________________________

Photographs Copied______________________________________________________

                               ______________________________________________________

Other                      ______________________________________________________

                               ______________________________________________________

                                                                               _____________________________

                                                                                              Staff  Member

REGULATIONS FOR USE OF ARCHIVAL MATERIAL

1.     All material must be used in the reading room of Archives.

2.     The use of pens for note taking is prohibited.

3.     No marks or erasures are to be made on the documents.

4.     The researcher will maintain the documents in the order they are arranged.

5.     Upon finishing each box or group of boxes or record series, the researcher will

      notify a member of the Archives staff who will check and shelve the material

      before additional items are delivered to the researcher.

6.     Photocopying is available for a minimal fee, arrangement will be made by the Archives

      staff, upon request.

7.     The researcher is advised that Archives does not hold the literary rights to the material

       in its collection and that it is the responsibility of the researcher to secure those rights

       when needed.

The researcher, by signing this form, acknowledges his responsibility to observe the above

regulations and further acknowledges that a violation of these regulations will serve as

cause to prohibit continued use of material in Archives.

                                                                        __________________________________

                                                                                              Signature

                                                                        __________________________________

                                                                                                  Date

Oral Histories

Most persons, who have had a uniquely productive and historic life, or who have been recognized for noteworthy achievements and who have contributed to a better life for mankind, depart this world without leaving an accounting for posterity.   Oral history memoirs lack the immediacy of private correspondence but some are detailed, intimate and more reflective.

Benedict’s oral histories aim to give the interviewee an opportunity to reminiscence and speak from first-hand experiences about her/his life. These moments will be recorded on cassette or videotape. 

Archives seek to obtain oral histories from prominent alumni, friends of the College, distinguished faculty and outstanding staff.  A directory of histories will be published when feasible.

FORMS

ORAL  HISTORY  CONSENT  FORM

We, ____________________________and _________________________, do hereby

                   interviewee                                           interviewer

consent to the recording and preservation by magnetic tape of an interview and further

consent to the transcribing, typing, and printing a publication of said interview by

BENEDICT COLLEGE  ARCHIVES, said College, or its agents.

It is understood that said interview is to be kept and maintained by the College as a

part of its oral history collection for use by students, faculty and scholars for so long as

the College believes said material to be of scholarly or historical value.

_______________________________      _______________________________

               interviewee                                                     interviewer

Address________________________       Address________________________

            ________________________                   ________________________

            ________________________                  ________________________

Date    ________________________       Date     ________________________

Date of  Accession:  _______________________________________________

Equal Opportunity in Education and Employment

Without Regard to Handicap, Race, Sex, Color, Creed  or National Origin

ORAL HISTORY OF GIFT AGREEMENT

BENEDICT COLLEGE ARCHIVES

I, __________________________of ______________________________________own and  desire to give to the Benedict College Archives the following described property which consists of _______________________taped time contained on ________________________________________of recorded tape.

_________________________________

Description of Property:

Audio/Video recording resulting from _______________oral history interview session(s) conducted on ___________________, ____, 19___ as part of the Benedict College Archives Oral History Collection.

______________________________________________________________________

Property Rights:  I hereby convey and transfer to the Benedict College the above-described property irrevocably and subject to no conditions or restriction whatsoever.

Copyrights:  I hereby grant such copyrights to the Benedict College Archives as I may possess in these tape recordings

Access:  The tape/video recording and /or verbatim or respondent edited transcripts shall be available for research commencing _________________,19___.

____________________________                                     . _______________________

     Donor                                                                                     Date

The Benedict College Archives shall by its duly authorized agents, hereby accepts the above described gift.

____________________________                                        ._____________________

Archives, Curator                                                                       Date

Equal Opportunity in Education and Employment

Without Regard to Handicap, Race, Sex, Color, Creed, or National Origin

Accession No._________________

Manuscript No. ________________

INSTRUMENT OF DONATION

Name of Collection ___________________________Date Received _______________

Name of Donor______________________________ Phone______________________

Address _______________________________________________________________

                                  Street                  City                       State                          Zip

I hereby donate the items and material described herein to Benedict College, Columbia, SC to become its permanent property.  The items and material will be housed in the ___

_____________________________________  to be administered in accordance with the College’s policies.   I agree that this material may be made available for research on an unrestricted basis subject only to those restrictions which may be specified below:

Access:________________________________________________________________

Copyright:______________________________________________________________

Other:  (attach extra sheet if necessary) _______________________________________

Any items within the collection which are not retained shall be:  (donor to inital choice)

Returned to Donor: _________    Discarded: _________ Other:__________________

                                                          ________________________________________

                                                                  Donor signature                           Date

Accepted by: ___________________________________________________________

Description of Donation: (brief)

No. of boxes ____ No. of vols._____No. of items_____ Add to collection___________

(TO BE COMPLETED BY  ARCHIVES STAFF)

Loaned  for: Copying___________  Microfilming ____________  Duplicate copies for  _____________

___________________________________________________________________________________

Loan Period:________________________________Return Originals to:  ________________________

Special instructions:___________________________________________________________________

  __________________________________________________________________________________

Prepare donor certificate and send : Direct to donor_______  Donor will pick up  __________________

Collection acknowledge: By letter______________By certificate____________Date  _______________

  __________________________________________________________________________________ 

DATE__________________________

ACCESSION   NO. _________________

Accession Sheet

TYPES  OF MATERIALS

               ___  Maps                             ___  Tapes                                       ___  Other ____________________

TEMPORARY  LOCATION

PROCCESSED DOCUMENT NUMBER(S)

ACKNOWLEDGEMENT

RESTRICTIONS

COMMENTS: