II.) Reading Room Regulations
III.) Accepted Formats and Exclusions
IV.) Collecting Areas
B.) Special Collections
B.) Department Transfers
VII.) Policy Revisions
The Greenslade Special Collections and Archives, housed in Library Building C, consists of two main collections: Special Collections and the Kenyon College Archives. Special Collections includes rare books ranging from medieval manuscripts to contemporary artists’ books and special subject research collections. The Kenyon College Archives collects records and other materials of enduring historical value documenting the history, organization, policies, and activities of the College. Materials include college publications, student and faculty papers and photographs, and college memorabilia.
As with the general Library Collection Development Policy, Special Collections and Archives reflects and supports the Library’s mission and the College’s goals. Special Collections and Archives supports the use of primary source materials within the Kenyon College curriculum and the wider community of scholars.
II.) READING ROOM REGULATIONS
Reading Room Rules
In order to create a positive experience and protect materials, we ask all visitors to follow these rules:
Reading Room Reservation
The Reading Room is available for classes and other groups utilizing materials from the collection. Appointments may be made with the Special Collections Librarian, College and Digital Collections Archivist, or by contacting firstname.lastname@example.org. Groups not utilizing collections material will be asked to find another venue for their meeting.
III.) ACCEPTED FORMATS AND EXCLUSIONS
Materials may be acquired for the Special Collections and Archives through transfer, gift or purchase, but selection for placement in Special Collections and Archives lies with the Special Collections Librarian and the College and Digital Collections Archivist, often in consultation with the Collection Development Librarian, Associate Director of Research and Instruction and the Library Director.
Format of Materials Collected
The primary formats collected include printed texts, manuscripts, photographs, graphics, artifacts and objects, microform, audio-visual materials, databases, and digital materials. We try to acquire scholarly editions, typically first editions or unique materials. Textiles, furniture and fine art are not typically collected due to the specialized nature of their care.
Transport of Collections
Donors are responsible for the delivery of materials to the Library. Special circumstances may be taken into consideration.
IV.) COLLECTING AREAS
Acquisition of New Materials
Special Collections and Archives acquisitions will be evaluated by the same criteria as for other library materials however, additional selection criteria specifically applicable to SC&A will be considered, including but not limited to:
The College Archives seeks documentation that will accurately reflect the establishment, development, and activities of Kenyon College. In pursuit of these records, the Archives will collect official records from administrative offices and academic departments of Kenyon College, their predecessors, and affiliated bodies, including:
To supplement these records and ensure all significant aspects of the College’s activities are documented, the Archives will also collect materials from non-official sources including:
If any materials require access restrictions, those restrictions should be made for a fixed term and determined at time of donation or transfer. Access to materials may not be retroactively restricted except in extraordinary circumstances agreed upon by Special Collections and Archives staff.
Due to limited staffing, budget, and space, all donations, gifts, and transfers are subject to review by the College and Digital Collections Archivist and Special Collections Librarian and may be declined. The Archivist also reserves the right to periodically review the archival status of accessioned materials (see section V. of this document).
B.) SPECIAL COLLECTIONS
Acquisition of New Collections
New collections will be considered by the College under the following conditions:
In an effort to preserve and maintain our cultural and literary history, Kenyon College Greenslade Special Collections and Archives will continue to maintain materials in the following collections:
Gift materials owned by individuals or organizations may be accepted to the Special Collections and Archives if they meet the collection criteria established in this document and after evaluation by Special Collections and Archives staff.
All donors must transfer material under a Deed of Gift agreement signed by the owner(s) of the materials and Special Collections and Archives staff.
It is the responsibility of the donor to demonstrate they are the valid owner(s) of the material on offer. When assigning ownership of the materials to the Special Collections and Archives, the donor will be granting copyright of the materials to the College unless otherwise agreed.
The Kenyon College Library and Development Office requests that written appraisals be made by a qualified appraiser on collections believed to be in excess of $5,000. In order to avoid conflict of interest, librarians or library staff are not permitted to perform appraisals. The potential donor is responsible for contacting a qualified appraiser.
Materials requiring access restrictions are discouraged from deposit. If any materials require access restrictions, those restrictions should be made for a fixed term and determined at time of donation. Access to materials may not be retroactively restricted except in extraordinary circumstances in agreement with Special Collections and Archives staff.
B.) DEPARTMENT TRANSFERS
Transfer of materials to the Archives from offices and departments of the College are considered permanent and irreversible. The materials may be made available to department staff only in the reading room of the Archives.
A department or office transferring materials to the Archives will fill out a Transfer Form before any materials are accepted for deposit in the Archives.
For departments and offices with frequent deposits of materials, i.e. programs, publicity, press releases, etc., a delivery schedule may be established with the Archivist.
Decisions regarding purchases for the collection will be based on a general knowledge of the historical strengths and weaknesses of the collection, as well as on a knowledge of the curriculum of the College and an understanding of the research needs and interests of both faculty and students.
Additional criteria to be considered includes: significance of the subject matter, importance of the author or creator, potential for use by patrons, importance to total collection, availability in consortium or area libraries, scarcity of materials on the subject, purchase price, continuation costs, format and its longevity, and available space.
The Special Collections and Archives staff reserves the right to review the status of any accessioned materials and recommend their disposal if the material does not meet the criteria of the Department Policy as outlined in this document.
Materials will only be deaccessioned within the terms of their deed of gift, college regulations, and established records management policies.
VII.) POLICY REVISION
This document may be periodically reviewed and updated as needed.
Revised: August 2018 by JLC (to replace instances of reference to Olin/Chalmers with appropriate locations in response to library reconstruction)
Revised: October 2014 by AM and EWC
Created: August 2014 by Abigail Miller, College and Digital Collections Archivist; Elizabeth Williams-Clymer, Special Collections Librarian
Approved by: Julia Warga, Associate Director of Research and Instruction; Amy Badertscher, Library Director