First UCSC Chancellor Dean McHenry at the site of the new campus.

UCSC University Archives collects, preserves and manages the use of inactive UCSC administrative records and other historical material documenting the campus’s community and its cultural and social environment.

University Archivist

In order to preserve records which document the University of California, a University Archivist at each campus has been designated as the official custodian of all University records at that campus adjudged worthy of archiving. The University Archivist serves as a records consultant for all campus offices.

Elisabeth Remak-Honnef, the Head of Special Collections and Archives, is serving as Acting University Archivist.

Phone: 831 459-2459

Fax: 831 459-5856

Email: remak@ucsc.edu

Campus administrative records and the UCSC Disposition Schedule are managed through the Office of the Campus Provost/Executive Vice Chancellor. Contact the Director, UCSC Records & Information Management, Eloise Cameron at elcamron@ucsc.edu

UCSC adheres to the "policies for administration of University of California Archives" as prepared by the UC Archives Council.

See http://libraries.universityofcalifornia.edu/cdc/ucac/collectingfinal.html.

Collection Scope

University Archives is the official repository for selected inactive campus records that have enduring administrative, legal, or research value. The records contained in University Archives document the history, policies, and procedures of the Campus and the decision making process of its administrators. The Archives include the following:

Administrative Records

Vital records as determined by the UC and UCSC Disposition Schedules (www.ucop.edu/recordsretention/) as they are identified and deemed inactive by their Office or Record. The campus records retention schedule may be found at: rimsvcs.ucsc.edu/campusretentionschedules.html Administrative records include:

• Chancellor’s Office (examples include records of operation, organizational charts, minutes of Regents’ meetings held at UCSC)
   
• Facilities and Planning Offices (examples include Long Range Development Plans, campus environmental impact reports, Campus Academic Plans)
   
• Academic Senate Office (examples include agendas and minutes, committee membership lists)
   
• Office of Research (examples include reviews of UCSC entities)
   
• Contracts, Grants, and Gift Offices (examples include documentation relating to foundation and trust donations)
   
• Accreditation documentation
   
• Founding and incorporation documents

Records Documenting UCSC History, Campus Life
and Culture

• Campus funded publications, such as catalogs, directories, student newspapers, yearbooks, personnel manuals, faculty, student and staff handbooks.
   
• Selected material documenting administration, activities, and events of the Colleges, Schools, Centers, Institutes, Organized Research Units, Libraries
   
• Campus maps and guides
   
• Photographs depicting UCSC activities, events, personnel 
   

First Days, 1965: Prof. Page Smith Greets Students

Opening Day, 1965: Students Kathy Casey and Kristin
Goddard with Dr. and Mrs. Keesling. 

Photo by Vester Dick.

Theses and Dissertations

University Archives collects, catalogs, and archives one paper copy of all UCSC graduate theses and doctoral dissertations. For more information about accessing theses and disserations see: http://library.ucsc.edu/speccoll/dissertations.

Faculty Papers

Faculty papers are resources of university history in addition to documenting the careers of individuals. The personal and professional papers of faculty affiliated with UCSC are selectively collected and primarily administered as manuscript collections within Special Collections. Please consult with the Head of Special Collections for more information (remak@ucsc.edu.)

Copyright

Copyright for UCSC administrative records and campus publications are held by the Regents of the University of California, and comply with policies stated in the “University of California Policy on Copyright Ownership.” (see: www.ucop.edu/ucophome/uwnews/copyr.html) Copyright for theses, dissertations, some faculty papers are owned by their authors.

Transferring or Donating to the University Archives

UCSC administrative departments and academic units may transfer material to the Archives when the records are appropriate for permanent retention and when the records are deemed inactive as determined by the Records Disposition Schedule. A transfer form must be filled out by the Office of Record. Please contact the Campus Records Manager at (831) 459-2666 for advice or assistance in identifying non current files to transfer, and to obtain a copy of the transfer form.

Material documenting the history of Campus’s social and cultural life is of interest to the University Archives. Please contact the University Archivist regarding donating historically valuable material.

Once transferred to the Archives, the records are the responsibility of the University Archivist. If the published retention schedule of a record is “permanent,” the University Archivist does not have the option to dispose of the record and must ensure that it is retained permanently. If however, a record sent to the Archives does not have a permanent retention period, the University Archivist may dispose of it at any time, in any manner that is deemed appropriate to the particular record.
 

Accessing University Archives

In most cases University Archives are public documents. The material does not circulate but may be viewed within Special Collections during regular posted open hours (see: http://library.ucsc.edu/speccoll/hours )

In general, UCSC University Archives do not acquire records that have permanent restrictions on access; such records are usually retained by their Office of Record. We are in compliance with the California Public Records Act and the Information Practices Art (www.ucop.edu/ucophome/policies/bfb/rmp8.html.)

Many UCSC campus publications and documents are cataloged in Cruzcat, the Library’s online catalog (see: cruzcat.ucsc.edu.)

Some University Archives and faculty papers are described in electronic Finding Aids available for viewing at: www.oac.cdlib.org/institutions/ark:/13030/tf5h4nb7td.

For other information about the content of University Archives contact the public service desk of Special Collections at 831 459-2547.