A. Definition and Contents
The purpose of the University Archives & Special Collections is to house Felix G. Woodward
Library materials that need special care for their protection and
preservation. These are organized as collections. One collection in the
Room is material which would be difficult to replace, dealing with
Tennessee and Southern Middle Kentucky, especially Clarksville and the
surrounding area. Another collection is items in various media relative
to Austin Peay State University and the predecessor institutions on its
site. A collection of commercially published books written by past and
present Austin Peay faculty, students, and administrators is also
maintained. A final collection consists of materials which need special
care because of the difficulty of replacing them or because of their
age, fragility, value, format, or uniqueness. Each collection requires
slightly different policies and procedures and accordingly are treated
separately below in Section II. Exceptions to these policies must be
approved by the Director of Library Services.
B. Access to Room and Use of Materials
Access to the Room is restricted. Restrictions are necessary to help
protect and preserve the materials. The Room is locked at all times.
Keys are kept at the Information Desk. Persons are not
allowed in the Room without being accompanied by a staff member. Some of
the archives, uncataloged, and manuscript materials are locked in filing
cabinets. Keys to the locked cabinets are available at the Information
Desk.
C. Circulation
Use of materials is restricted to the building with three exceptions.
The exceptions are: Interlibrary Loan, the APSU Collection, and very
exceptional need. Exceptional need must be approved by the Digital
Services Librarian. Material used in-house are checked out to the person
using them. To check out materials for in-house use, the card in the
pocket in the back of the book, or a sign-out card available in the Room
for books which do not have cards in the back, are used. Patrons sign
these.
The signed card is brought to the Information Desk by the individual
who has assisted the patron. Upon return material is recarded. It is
returned to the Room by the Digital Services Librarian or her designee. Out-of-building checkout
follows the same procedure, except APSU Collection books which are
checked out in the same manner as materials in the general collection.
For APSU Collection see II.F.5.
On Interlibrary loan requests, approval from the Digital Services
Librarian is
required. Interlibrary loan restrictions and insurance amounts are also
determined by the librarian. Theses, research papers, and field
studies in the room are to be used only when the circulating copy has
been checked out, lost, or lent on interlibrary loan. Upon notification
of the need from the librarian, acquisition of replacements for
circulating copies is the responsibility of the Monographs Librarian.
