- Do my student organization's records belong in the University Archives?
- Do you collect archives of student activism?
- What are some examples of archival records?
- What are some examples of records you do not collect?
- How do I transfer my student organization's records to the University Archives?
- How do I access my student organization's archival records?
Student organizations often produce records and publications that document student life, collective student activity, and the social climate of their times. The records of student organizations are often one of the only sources from which future researchers may come to understand what students at UC Irvine were like in the past.
Do my student organization's records belong in the University Archives?
The University Archives is interested in collecting material that relates to the following topics:
- Student organization records that document the creation of the group, significant events, and activities
- Leadership and actions of student governments and councils
- Campus culture, including events, performances, and social life
- Student led activism, documenting on and off campus events, protests and marches, and/or encampments
- Student involvement in service activities
- Greek life
- Student publications in all formats, including zines produced by student organizations or as part of UCI coursework
Do you collect archives of student activism?
Yes, we do. The Archiving Student Activism Toolkit, created on behalf of Project STAND, provides some tips and questions to consider or to ask us when considering donating your materials to the University Archives, including:
- How will copyright, privacy, and restrictions be handled for this collection, and how do those impact me/us as the creator/s of this material?
- What are your methods of preservation?
- How will your archive contextualize this material for researchers, and who decides how it will be arranged and described for potential users?
- What is the expected timeline and method for making these materials available?
- In what ways will researchers be able to access this collection?
What are examples of archival records?
- Constitutions and bylaws
- Websites, newsletters, flyers, brochures, posters, and other publications
- Annual reports
- Correspondence that documents programs, activities, and events
- Meeting minutes and supporting documentation
- Membership rosters
- Photographs, audio interviews, video recordings
- Clippings, press releases, and scrapbooks
- Social media posts
What are some examples of records you do not collect?
- Exact duplicate copies of anything
- Routine correspondence, e.g., requests and acknowledgments
- Records of routine matters, e.g., requests for leave, purchase orders, receipts
- Reference files or research material, including news clippings, publications, and form letters of departments or organizations other than your own
- Rough drafts of publications, articles or reports (in most cases)
- Blank forms, letterhead, or other stationery
- Educational and/or private records protected by the Family Educational Rights and Privacy Act (FERPA)
How do I transfer my student organization's records to the University Archives?
As a leader of a student organization or an alumnus, you might be in possession of materials that have a place in the University Archives as a record of your group's activities on campus. Contact the University Archivist to schedule an appointment to transfer your records. In your e-mail, please describe the scope of the records, which organization produced them, and the activities they document. We would also appreciate a copy of any inventories or indexes you have made of the records. Archives staff can arrange pickup for large transfers.
We will return any materials that are deemed to be out of scope for the archives.
How do I access my student organization's archival records?
Special Collections staff will provide you with reference assistance when you need to access the records after the transfer. You will need to come in to the Special Collections and Archives Reading Room during open hours, or make an appointment to come in, and register as a researcher. Requests from your organization to borrow material that you transferred may be accommodated in special circumstances.