About

The Archives of Mount St. Joseph University (herein referred to simply as the Archives) serve as the official repository for the permanent records of Mount St. Joseph University (herein referred to simply as the University). The Archives are administered by the University's Library Services. The primary purpose of the Archives is to collect, organize, preserve, and make available for consultation any materials that have enduring value for documenting the history of the University.

In order to build the collection, the University Archives encourages departments and services of Mount St. Joseph to regularly submit appropriate materials for preservation. Procedures for submitting materials are explained in this document. The University Library also welcomes donations of historical materals from alumni and friends of the University.

The University Archives are located on the lower level of Seton Hall adjacent to the Student Lounge/Game room. It is open by appointment only by contacting the Mount Library's Director of Library Services.

In addition, Mount St. Joseph University Digital Archives, hosted by the Ohio Memory Project, is available online. This digital collection contains hundreds of photos spanning from the 1920s (when the school was housed at the Sisters of Charity Motherhouse) to present. Highlights include photos of past Mount presidents, campus life in the 1970s, athletics over the years, and student variety shows dating back to the 1950s. Also available is the entire print run of the Seton Journal—the student newspaper from 1923-1970—which was digitized with the aid of an SC Ministry Foundation grant.

The organization of the Archives is based on the following divisions and functions of the University:

• History
• Governance
• Administration
• Academics
• Admissions and Recruitment
• Business and Finance
• Information Services and Support (ISS)
• Institutional Advancement
• Student Affairs
• Campus Functions
• Interinstitutional Involvement

Each of these divisions has numerous sub-divisions.

Schema Numbering Code:

Major category: 100, 200, etc.

Sub-category: 101, 102, etc.

If there is more than one box in a sub-category the boxes are identified by A1, A2, etc.

If there is a major change of topic in a sub-category the new topic becomes B, etc.

In each box the folders are numbered (1), (2), etc.

A date 92-93 indicates a single academic year. 92-93/98-99 indicates that all of the years from and including 92-93 through 98-99 are within that folder.

The Archive collects materials in the following formats: print, photographs, negatives, slides, audiotapes, videotapes, microfilm, machine-readable files, architectural plans, cd-rom, and maps. Other formats will be considered for future retention.

Whenever possible, materials will be preserved in their original format. The University Library will identify selected materials for digital preservation as it has opportunity and means to do so.

The Archives include materials:

• of historical value to the University;
• Published by the University for public consumption, including press releases, campus newspapers, course catalogs, yearbooks, newsletters, reports, and other official documents;
• published or produced by University faculty, staff, or students deemed to be of lasting value;
• Regarding University Board of Trustees members, faculty, staff, students, or alumni;
• produced by University committees and task forces deemed to be of lasting value.

Donations to the Archives should be forwarded to the Director of Library Services, who will evaluate the appropriateness of the material for inclusion in the collection.

Materials not easily reproduced or copied may be removed from the Archives due to physical deterioration or space limitations. These decisions will be made by the Archivist in consultation with the Director of Library Services and/or other appropriate University staff.

All materials should be dated and identified in pencil. Staples should be removed.

It is recommended that University departments submit relevant materials to the Archives on a monthly, quarterly and/or annual basis, as materials are available.

To forward materials:

1. Use campus mail: address envelope to Archives in care of the Library, or
2. Deliver materials to the University Library

The following materials are to be forwarded to the Director of Library Services for inclusion in the Archives:

• Annual reports issued at all levels;
• Accreditation documentation and reports;
• Awards and citations presented by the University;
• Course catalogs and University catalogs;
• Campus publications (newspapers, literary magazines, issues of Mount Magazine);
• programs and other items pertaining to special events;
• University honors/recognitions;
• 3 year plans and annual plans;
• Self-studies;
• Board of Trustees reports and minutes;
• University committee reports and minutes;
• Faculty and staff honors, awards, recognition;
• Faculty and staff publications;
• Fund raising campaigns;
• Grants officially awarded to the University;
• Statistics as appropriate – enrollment, financial, etc.;
• Policies and procedures for University departments;
• Recruitment materials;
• Photographs of campus events, awards, campus, honorees, etc. which are clearly identified and dated on the back in pencil;
• Press releases and promotional or marketing materials;
• Student life memorabilia and attached identification, date item used, and purpose of the item.

Campus offices are responsible for keeping appropriate records of their operations. Follow these procedures for submitting records to the Archives:

• Operating records of a specific program are usually kept by the office in charge of that program as long as that program is extant. If the program ends, then the records should be submitted to the Archives for permanent record keeping.
• Some records will be kept in offices to serve existing staff. If a staff member or faculty member leaves the University, the appropriate records should be sent to the Archives for permanent record keeping.

1. The Archives are closed to the public. Tours of the Archives are available upon request. These and other requests for permission to use the Archives should be forwarded to the Director of Library Services. Upon receiving permission to use the Archives, the researcher will fill out a brief form (see Appendix) stating the purpose of his/her research.
2. The use or examination of certain documents may be restricted.
3. The researcher may quote from documents only with the written permission of the Director of Library Services and with due reference to the source: Archives, Mount St. Joseph University, 5701 Delhi Road, Cincinnati, Ohio 45233. As a general rule, no letter, memorandum, or document written by a person still living may be quoted, paraphrased, or used in any way without the consent of the author.
4. The researcher must assume full responsibility for conforming to the laws of libel and literary property rights which may be involved in the use of manuscripts and other archival materials.
5. Ordinarily a member of the staff will retrieve desired materials for the researcher for consultation in a public area. All archival materials should be handled with care. They should not be traced or marked upon in any manner.
6. If permission is given for reproduction of materials the process is done by a member of the staff at an established cost per sheet or page. Such reproductions may not be further reproduced, examined, or transferred elsewhere without prior written permission. Permission to reproduce material does not constitute permission to publish. If permission is given for the use of material for publication (including theses or dissertations), one copy of the publication should be sent to the Archives.
7. No material may be removed from the Archives, except with the permission of the Archivist or the Director of Library Services.