Donating Faculty Papers
In accordance with its mission, the University Archives collects the papers of University of Chicago faculty members from all academic divisions, departments, schools, and the College. These papers constitute an essential part of the historical record of the University of Chicago and document the contributions of its faculty to scholarship, research, teaching, and public service.
Materials Included in Faculty Papers (in all formats, paper and electronic)
- Biographical materials: vitae, bibliographies
- Autobiographical materials: reminiscences, oral histories, diaries, journals
- Professional correspondence: letters, memos, emails
- Drafts and manuscripts: books, articles, essays, lectures, addresses
- Teaching materials: course descriptions, syllabi, lecture notes, reading lists, exam questions
- Research materials: subject files, field notes, laboratory records, observational and survey documents, compiled data
- Grants: proposals, intermediary and final reports
- Professional activities: academic and disciplinary associations, conferences, symposia, lectures, events
- University activities: departmental and administrative affairs, committees, curricular and policy matters
- Publications: books, articles, essays (two copies each)
- Honors: awards, citations, commemorations
- Photographs: portraits, group photos, images from research, teaching, projects
- Media: audio recordings, films, videos
Materials Not Included in Faculty Papers
- Duplicate copies of publications (more than two copies)
- Duplicate copies of documents, reports
- Routine biweekly and monthly account ledgers and statements
- Personal legal, financial, and medical information
Deed of Gift and Copyright
Faculty papers are the property of the faculty member or his or her heirs and are conveyed to the University of Chicago through a deed of gift. Copyright and other rights in the writings of a faculty member in a collection of faculty papers remain with the faculty member or with his or her legally designated heirs or literary executors.
Restrictions on Public Research Access
As part of the University Archives in the Hanna Holborn Gray Special Collections Research Center, faculty papers are administered in accordance with the Policies Governing the Use of Archives, Manuscripts, and Special Collections. In consultation with the faculty member, restrictions (limitations on public research access) are applied to certain types of materials for defined periods of years: letters of recommendation for colleagues and students; files related to University budgets and faculty appointments; reader's reports evaluating manuscripts submitted to publishers and journals; and materials containing evaluations of student academic work. The staff of the University Archives will be glad to advise faculty members on these and other matters related to restrictions on public research access to collections.
How to Arrange a Gift of Faculty Papers
Please contact the University Archives to arrange for a visit by members of the Archives staff to review the papers. In consultation with the faculty member, the Archives staff can make arrangements to have materials boxed and transferred to the University Archives.
University of Chicago Archives
Hanna Holborn Gray Special Collections Research Center, JRL 130