Mission | Collection
Development and Research |Reservations |
Donations
Mission Statement
The University Archives (UA) collection exists to organize,
and preserve significant materials and documents which relate to Wingate
School/College/University and the Charles A. Cannon (noted industrialist
of the 1900’s) personal papers collection for future generations. The UA
supports researchers in understanding the education community, traditions,
and history of Wingate School/College/University.
Materials in these collections are under the supervision of
the Ethel K. Smith Library Archivist. The Archivist seeks to aid researchers
in understanding the education community, traditions, and history of Wingate
School/College/University.
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Collection Development and Research
Policy
The Archivist reserves the right to retain only those items
which add strength and balance to the total archives collection. Discretion
on behalf of the donor of personal items for this collection is requested. A
donor form must be completed by the donor and received by the Archivist
prior to the time of donation.
The UA supports researchers in understanding the education
community, traditions, and history of Wingate School/College/University
and the Cannon Collection and will not accept materials with donor restrictions. The
variety of materials in the display area will be managed in an effort to
protect artifacts and to educate visitors.
The UA emphasizes preservation. Therefore, a non-circulating
policy applies to the entire collection. Archival materials will not
be placed at risk during the time of research. Guidelines for researchers
include:
- Supervision from the Archivist
- Necessary trade tools*: gloves,
pencils, no ink pens, etc.
- No food or drink
- Timely requests - Responsibility will be placed on the researcher
to make requests for materials at a minimum of two weeks in advance
of the date needed.
- Fees- The nature of certain requests may require more lead time and
expense if off-site duplication services are required. The researcher
assumes all monetary liability for said services. Due to condition,
not all materials are available for photo copying. Requests for
reproductions of some items are at the discretion of the Archivist.
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Efird Building Usage/Reservation
Policies
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Friendly Version -- includes signature area)
The University Archives (UA) collection exists to organize
and preserve significant materials and documents which relate to Wingate
School/College/University for the prosperity of future generations. Materials
in this collection are under the supervision of the Ethel K. Smith Library
Archivist (ext. 8097). The primary function of this building is to
serve as the University Archives repository and site of the Charles A. Cannon
personal papers collection. The UA emphasizes preservation. Archival
materials will not be placed at risk.
A secondary function may include facilities reservations by
both academic and non-academic departments and/or groups for on-campus events. Outside
organizations may rent the facility. Reservations are handled by the
EKS Library Circulation Supervisor. Contact Luanne Barbee (ext.
8093, 7:30 AM – 3:00 PM, M-F) for applicable fees and rates.
Guidelines, which are illustrative but not exhaustive, for
facility reservation include:
- All requests for reservations must be placed at least two weeks in
advance of said event since the UA operations function in this building. Contact
704-233-8093 to make a building reservation. Student
Library Assistants may not accept reservation requests.
- Upon arrival and departure on the day of the event, the requesting
party must visit the Circulation Desk to check in (and
out) with the Circulation Supervisor (or the designated
library staff contact) in the Ethel K. Smith Library.
- The reserving/responsible party must present identification
at the Circulation Desk to the Circulation Supervisor (or the
designated library staff contact) for admittance into the Efird Memorial
Library Building. The designated contact will accompany the reservation
party to the University Archives for access into the Efird building.
Guidelines, which are illustrative but not exhaustive, for
facility use include:
- Use of the campus food service provider is acceptable for events inclusive
of refreshments. It is the responsibility of the food service provider
to monitor the food service, clean the food space following the event,
and dispose of all trash and debris. The food service provider
is responsible for dinnerware and equipment associated with the event. Restrictions
include: canned heat devices, chafing dishes, candles, or other open
flames. To schedule with the campus food service provider, contact Brandi
Heatherly at 704-233-3044. Outside food or food service providers
are prohibited.
- Candles of any nature may not be used for ceremonial or decorative
purposes.
- Please note this is a historical facility and is not equipped for
multi-media presentations. This includes no Internet access.
- Capacity – For meetings which exceed twelve participants, the requestor
must contact the Campus Facilities Manager (ext. 8220) in order to reserve
additional chairs. Fees do apply. The requestor assumes all
monetary liability for said services. Table and seating configuration
is the responsibility of the requestor. The facility must be returned
to its original placement following the event. Per Campus Facilities
Manager, the maximum number of participants is as follows: Seated =
14 Individuals; Standing Room Only = 27 Individuals.
- Additional fees will be levied to the requestor for any damage incurred
to the building or materials during the reserved time frame.
- Special needs visitors may access the building via the rear entrance.
The UA collection exists as an effort to support the education
community and researchers in understanding the history of Wingate School/College/University
and the Charles A. Cannon personal papers collection. We encourage
use of the facility and request that the visiting parties recognize and
underscore this emphasis on protection and preservation.
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Wingate University Archives
Donated Materials Agreement/Policy
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Version -- includes signature area)
The Wingate University Archives is pleased to receive donations
of appropriate materials from faculty, students, alumni, and members of
the community. Gifts appropriate for the collection should build the stature
of the University Archives (UA). The following guidelines have been formulated
to describe current gift procedures for donors. Before giving materials
to the UA, the donor should understand and agree with the following:
- The UA will have full ownership of the gift and will not house materials
with donor restrictions.
- The decision to add gift materials to the UA collection will be made
following the same governing guidelines as those used for the purchase
of Library materials: the UA reserves the right to dispose of duplicates
and unsuitable material as necessary and textbooks, defined as books
designed primarily for instruction in a specific subject, will not be
accepted.
- Gift materials will be classified and displayed according to the UA
guidelines for preservation purposes. A decision will be made by the
UA Librarians as to the nature of display depending upon the condition/age
of the gift item.
- The UA reserves the right to determine the retention of all/any items
in a donation.
- A set time for evaluating donated materials should be agreed upon
in advance of acceptance of the donation.
- The UA reserves the right to refuse materials which are musty, mildewed,
water-damaged, insect-infested and/or in poor condition as deemed by
the Archivist.
- It is the responsibility of the donor to make arrangements for the
transportation of materials to the UA.
- The UA will acknowledge all donations with a letter from the Library
Director with a general description of the donation. Unusual or unique
items may be acknowledged publicly unless the donor requests anonymity.
- The UA does not generally accept periodical issues as gifts unless
they fill in gaps in existing titles or add significantly to the collection,
such as those pertaining to local or institutional history.
- In order to protect both the donor and Wingate University, the UA
will not appraise gifts since the UA is an interested party. The appraisal
of a gift for tax purposes is the responsibility of the donor who claims
the tax deduction. The donor pays for an appraisal, if any.
The UA may offer to help the donor by:
- providing the names of professionals who are qualified to appraise
Library materials
- providing current Internal Revenue Service publications which describe
tax deductions for gifts
- providing verification for the quantity of materials donated and acknowledgment
in writing upon request
The UA acceptance of a gift, which has been appraised by a
professional, does not imply that the UA officially approves of the appraisal.
Donors will be asked to sign a statement of the above policy
to signify acceptance of donation guidelines. All exceptions to this policy
must be agreed upon in writing prior to the receipt of the donation.
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*Provided
by the University Archives
