KSU Archives Policies

  • Equitable Access to Collections

    In accordance with legal requirements, professional standards, institutional policies, and donor agreements, the University Archives and Special Collections provides open and equitable access to the collections under its care without discrimination.   

    Access to Unprocessed Collections

    The University Archives and Special Collections permits access to unprocessed collections on a case-by-case basis. Please consult one of our archivists for assistance. 

    Access to People with Disabilities

    Researchers with special needs that affect their use of Archives collections should contact staff in advance of their visit. Archivists may need additional time to prepare appropriate access copies or to supply adaptive technologies. The Archives makes every effort to accommodate user requests and needs.   

    Access to Private and Confidential Information

    Archivists do their best to identify access to private and confidential information held in the collections under its care and to restrict access to it. There may be instances in which records containing this type of information are made available to users solely for research purposes. The user must agree not to disclose, make public, or publish in any format confidential information discovered while using the collections of the University Archives and Special Collections.

    Private information, or personally identifiable information (PII), is herein defined as information that can be used on its own or with other information to identify, contact, or locate a single person, or to identify an individual in context. Confidential information is herein defined as information that an individual has disclosed in a relationship of trust and with the expectation that it will not be divulged to others without permission in ways that are inconsistent with the understanding of the original disclosure.   

    Access to Items in Poor Condition

    Archivists reserve the right to restrict access to items in poor physical condition. Researchers may be offered the option of viewing reproductions of fragile or damaged items. 

  • Walk-In Reference Requests

    In order to provide the best possible service, our professional archives staff requires time prior to your visit to research our collections, as well as time dedicated to your visit. Therefore, the Archives does not accept walk-in or unscheduled reference or research requests without a prior appointment. Students completing projects involving archival material should schedule an appointment with an archivist before visiting the Archives.   

    To schedule an appointment, please complete our Service Request Form.

    Using the Reading Room

    To ensure long term preservation of the materials in our collections, the Archives asks that researchers follow these guidelines: 

    • Archival materials may be viewed only in the reading room of the Archives or in designated use areas.
    • Food, drink, or tobacco products are not permitted in the Archives. 
    • Use pencils (not pens) for note-taking. Researchers may use a laptop computer or other electronic devices provided it is not disruptive to other patrons or does not damage the materials.   
    • Preserve the original order in which the materials are arranged. Do not rearrange items in a box or folder. Take one folder out of the box at a time. Do not remove individual documents or photographs from boxes; instead, remove the entire folder.
    • Treat archival items with care, making sure not to mark, fold, or damage them. The Archives supplies gloves for handling delicate materials.   
    • Archivists reserve the right to inspect researchers' backpacks, briefcases, and other personal items upon entering or exiting the reading room.   

    Publishing Items from the Collections

    Users wishing to publish or quote extensively from material in the Archives collections must submit a Permission to Publish form to the Director of the University Archives and Special Collections.

  • Individuals desiring to publish reproductions or representations of items from the University Archives and Special Collections must apply for permission using the Permission to Publish form.

    The Archives may approve use for those collections for which:   

    • The copyright holder is Kennesaw State University or Southern Polytechnic State University 
    • The copyright holder has granted permission to the Kennesaw State University Archives through a formal deed, form, or statement   
    • The Archives may not grant permission for collections for which the copyright status is uncertain or for items that are still under copyright protection. Archivists will review each publication request on a case-by-case basis.   

    It is the responsibility of the user to determine copyright status and to obtain permission from the current copyright holder. 

  • These examples conform to basic Chicago Style and demonstrate the elements commonly used when citing archival materials. When citing materials as part of a course assignment, always check with your instructor to determine their preferred citation style.  

    For additional assistance with citations, please contact an archivist or the KSU Writing Center

    Example Citations: 

    Photo from Bell Aircraft Corporation: 

    • B-03-036, 1942-1945, Photographs, Bell Aircraft Georgia Division (Marietta) Collection, 1942-1945, SC/B/001, Kennesaw State University Archives. 

    Correspondence from Robert deTreville Lawrence III Papers: 

    • Letter written from father to daughter, January 9, 1895, Box 2, Folder 17, Robert deTreville Lawrence III Papers, 1730 - 1991, SC/L/001, Kennesaw State University Archives. 

    Oral History Transcript: 

    • Interview with Michael W. Thomas, 2018-04-17, Cobb County oral history series, Kennesaw State University Oral History Project, 1973- , KSU/45/05/001, Kennesaw State University Archives. 

    The Sentinel Article:  

    • Cavender, Larry, “On-Line Registration Is A Success," The Sentinel, January, 1983. 
  • Digitized collections are made accessible for purposes of education and research. The University Archives and Special Collections have given attribution to rights holders when possible; however, due to the nature of archival collections, we are not always able to identify this information. 

    If you hold the rights to materials in our digitized collections that are unattributed, please let us know so that we may maintain accurate information about these materials. 

    If you are a rights holder and are concerned that you have found material on this website for which you have not granted permission (or is not covered by a copyright exception under US copyright laws), you may request the removal of the material from our site by submitting a notice, with the elements described below, to archives@kennesaw.edu. 

    Please include the following in your notice: 

    • Identification of the material that you believe to be infringing and information sufficient to permit us to locate the material; 
    • Your contact information, such as an address, telephone number, and email address; 
    • A statement that you are the owner, or authorized to act on behalf of the owner, of an exclusive right that is allegedly infringed and that you have a good-faith belief that use of the material in the manner complained of is not authorized by the copyright owner, its agent, or the law; 
    • A statement that the information in the notification is accurate and made under penalty of perjury, and 
    • Your physical or electronic signature. 

    Upon receiving a notice that includes the details listed above, we will remove the allegedly infringing material from public view while we assess the issues identified in your notice.