This is a list of the forms relating to Special Collections at the Fort Lewis College Center of Southwest Studies, with a note as to when they were last revised and by whom and when they should be used.  As a public institution of higher education, we welcome users from other institutions to borrow and boilerplate from these forms, for your own purposes.  The arrangement of the list is strictly numerical--by the number the form was assigned as it was developed.  

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SW-1     User Registration Form (revised on March 28, 2002).  To be completed by each user prior to that user's first request for materials in the Center's Special Collections/Archives.

SW-2     General Restriction Policy Statement (approved by President Jones, Jan. 7, 1995; revised Apr. 29, 1995).  Guidelines for Center staff, users and donors.

SW-3     Special Collections Policy Statement (approved by the President's Administrative Cabinet on November 28, 1995; changes to section 6 were approved January 21, 1999; deletion of one sentence of section 6 was approved by the Southwest Center Deaccessions/ Accessions Committee on Oct. 18, 2000).  Guidelines for Fort Lewis College staff.

SW-3A   Fort Lewis College Archives Policy Statement (approved by President Jones, VP Langworthy, and the Core Cabinet, Nov. 1994, along with the Fort Lewis College Records Management Program Authorization approved by same by Jan. 7, 1995; revised Mar. 9, 1995).  Guidelines for Fort Lewis College staff, pertaining only to the institution's own records.

SW-4     Image Duplication Request Form (revised Oct. 15, 2003 as approved by CSWS staff on that date).  To be completed before any of the Center's photographs, maps, etc., and/or digital image files are copied.  See also SW-18, SW-59, and SW-97.

SW-5     Deed of Gift (revised Aug. 18, 2005).  To be completed by the donor and signed by the Center staff recipient and the Fort Lewis College Foundation staff immediately upon donation of a collection.  The original is to be placed in the Special Collection case file.   As of 2007, the Center's collections management database generates this deed automatically after the data about an accession has been entered into the database.

SW-6     Oral History Release Form (revised Aug. 25, 2005).  To be completed and signed by both the narrator and the interviewer before any oral history interview is conducted.  The addendum to the form explains why we use this form.

SW-7     Oral History Biographical Questionnaire (revised Mar. 9, 1995).  To be completed by the narrator (assisted by the interviewer) before any oral history interview is completed.

SW-8     Oral History Interview Guidelines (revised Apr. 29, 1995) - guidelines for staff and volunteers (including students), to be read at the very start of any oral history project and during the course of the project as needed.

SW-9     Standard Text for the Introduction on an Oral History Tape (revised Mar. 21, 1995).  To be completed and used by the interviewer at the start of every oral history interview.

SW-10    Records Inventory (revised March 28, 2000).  For use by the Archivist and other Fort Lewis College staff in records management planning.  This data is entered into the RCDSINVY table in Access.  See also forms SW-19, SW-39 and SW-53.

SW-11    Temperature and Relative Humidity Data (revised Mar. 9, 1995).  For use by the Archivist and other Center staff year around in the various areas in which the Center's historical materials are located.

SW-12    Security System Count Data (revised Apr. 29, 1995).  For daily completion by the Center's Secretary or her designee(s); use a new sheet for each month.

SW-13    Loan from the Center of Southwest Studies Agreement Form (revised Apr. 29, 1995).  For completion by Center staff whenever collections objects are loaned out from the Center.  See also SW-44.

SW-14    Loan to Center of Southwest Studies Agreement (revised Apr. 29, 1995).  For completion by Center staff whenever collections objects are loaned to the Center, especially if the lender does not provide an adequate loan agreement form.

SW-15    Commonly Asked Questions about Donating Personal Papers and Records  (revised Apr. 29, 1995).  To be given to prospective donors.

SW-16    Request for Special Collections Materials (revised Mar. 9, 1995).  To be completed each time a user asks to see any materials from the Center's Special Collections and Archives; for on-site use of materials in the research area.  Use SW-20 for checkout of videos.

SW-17    Daily Register of Users (revised Oct. 12, 1992) - one line may be completed by every user of special collections/archives, at the start of each day of use.  This should be kept in a centrally accessible location (i.e., at the reference desk).

SW-18    Photoduplication Request Form (revised Apr. 29, 1995).  To be completed by users prior to reproduction of the Center's materials by staff.  Not necessary if user makes the copy.  See also SW-4.

SW-19    Records Office Survey (revised Apr. 29, 1995).  For use by the Archivist staff in records creating offices during the initial records management planning session with Fort Lewis College departmental administrators.  See also forms SW-10, SW-39 (Fort Lewis College Records Management Manual), and SW-53.

SW-20    Video Checkout Form (revised Apr. 29, 1995).  For pre-authorized checkout of the Center's commercial videotapes.   Users are to return these directly to the Center.

SW-21    Oral History Interview Abstract (revised Apr. 29, 1995).  To be completed by the interviewer soon after any oral history interview is completed.

SW-22    Oral History Pre-interview Checklist (revised Apr. 29, 1995) - to assist the interviewer just before going out to do an oral history interview.  See also SW-29.

SW-23    Special Collections Special Handling Guidelines (revised Apr. 29, 1995) - fourteen guidelines for the preservation of materials being used at the Center .  For staff and users.  To be given to each user to take with them--has the same guidelines as on the bottom of our user registration form.

SW-24    Equipment Reserve List (revised Jan. 24, 1994 and Apr. 29, 1995) - to schedule and track the use of the Center's recording and transcribing equipment, etc.  Each piece of equipment (or each container of equipment) has a number.  Two slightly different forms; one is for use of one form per piece of equipment, the other for listing all borrowed pieces on one sheet if preferred.  See also SW-85.

SW-25    Special Collections Storage Guidelines (revised Apr. 29, 1995) - twelve guidelines for the storage of the Center's historical or ethnographic holdings.  For staff use.

SW-26    Special Collections Numbering Scheme Guidelines (revised Apr. 29, 1995) - standards for assigning numbers for accessions, collections, and locations of special collections materials.

SW-27    Reproduction Permission Forms (revised Jan. 11, 2000) - Form SW-27A is to be completed by persons or organizations who are giving the Center permission to reproduce their materials for reference use at the Center.  Form SW-27B is completed by the Center and any persons or organizations who are asking permission to reproduce materials that are in the Center's holdings (for example, permission to photograph an artifact the Center has loaned for exhibit, so that the lender may use that photograph in the exhibit catalog).

SW-28    Center of Southwest Studies Microfilming Guidelines (revised Apr. 29, 1995) - everything you need to know for getting started on in-house microfilming, using the Center's Alos camera.  For staff use.  Includes a score of standard targets for use in microfilming projects.

SW-29    Oral History Interview Kit Contents List (revised Feb. 8, 1996) - to maintain control of the various items which an oral history interviewer should bring to the interview site.  For use by staff and students.  See also SW-85.

SW-30    Oral History Interview Transcription Guidelines (revised Apr. 29, 1995) - to guide and standardize the Center's process of transcribing interviews.  For use by staff and students.

SW-31    Disaster Plan (revised Aug. 24, 2005) (online slightly abbreviated version, prints out as 35 pages) - to minimize risks, prevent some disasters, and respond wisely and calmly to the disasters that it is not possible to entirely escape.  For use by staff and other emergency response parties.

SW-32A    Archivist Job Description (see also SW-32B in brief)  (revised Sept. 17, 2002) - to define and describe the College Archivist's position, authority, qualifications, responsibilities, and performance evaluation.  For use by staff.

SW-32C    Assistant College Archivist Job Description (revised Sept. 4, 2002) - to define and describe the Assistant College Archivist's position, authority, qualifications, responsibilities, and performance evaluation.  For use by staff.

SW-33    Special Collections Volumes Technical Processing Guidelines (work in progress, 1995-) - guidelines for Fort Lewis College Center and Library staff.

SW-34    Guide to the Microform Collections (revised Sept. 6, 1993) - collection level descriptions of the Center's microfilm and microform holdings.  For use of staff and researchers.

SW-35    Center of Southwest Studies at a Glance (revised Oct. 18, 1993) - basic [blue] brochure about the Center.  For public dissemination.

SW-36    Center of Southwest Studies Mission Statement (drafted Apr. 29, 1995) - brief overall statement.  For institutional use and public dissemination.  Approved by the Center of Southwest Studies on June 26, 1995, and by Fort Lewis College President Joel Jones.

SW-37    Oral History Project Sequence (revised Apr. 29, 1995) - guidelines for staff and volunteers (including students) who are organizing and managing a series of oral history interviews on a given topic.

SW-38    Photonegatives Processing Guidelines (revised Feb. 22, 2000) - guidelines for staff to preserve the Center's historic photo images and to promote efficiency in reproducing those images.

SW-39    Fort Lewis College Records Management Manual  (revised Apr. 29, 1995) - guidelines for all persons on campus who are responsible for official College records.

SW-40    Special Collections/ Records Relocation Inventory Sheet (revised Feb. 23, 1994) - form for all personnel to use in process of moving large quantities of boxed collections materials, such as in a disaster response situation or a move to a different storage facility.

SW-41    Oral History Interview Transcription Checklist (revised Apr. 29, 1995).  For use by all who work with the creation and/or archival processing of the Center's oral history collections, to assure complete compilation of oral history interview products.

SW-42    Oral History Collections Processing Guidelines (revised Apr. 29, 1995).  For use by Center staff, to provide standardized access to the Center's oral history interview products.

SW-43    Worker Activity Sheet (revised Sept. 5, 2001).  To be completed by every non-staff person (including student and community workers/ volunteers/ interns, and students engaged in work for credit) who assists with the tasks of the Center.  Each worker has a separate sheet.

SW-44    Exhibit Policy (revised Apr. 29, 1995).  For use by Center staff; criteria for selection, housing, environmental conditions, transportation, in-house security and loan of the Center's special collections.  See also SW-13.

SW-45    Special Collections Handling/ Use Instructions Scheme (revised Apr. 29, 1995) - guidelines for systematic education in the preservation of materials at the Center.  For use by staff.

SW-46    Center of Southwest Studies Preservation Policy (revised Apr. 29, 1995) - guidelines for systematic preservation of materials at the Center.  For use by staff.

SW-47    Guide to the Special Collections at the Center of Southwest Studies (revised August 23, 1994) - collection level descriptions of the 300+ special collections at the Southwest Center.  For use by staff and other users.

SW-48    Shelf List to the Special Collections at the Center of Southwest Studies (revised September 1, 1994) - locations and processing status of the 300+ special collections at the Southwest Center.  For staff only.

SW-49    Our Government Officials  (revised April 26, 2000) - names, addresses, phone numbers, etc., of our City, County, state and federal officials (mostly, the elected ones).  For broad use by staff, potential and actual donors, and the public.

SW-50    Permission to Record: Release Form (revised Apr. 29, 1995).  To be completed (signature, address and phone number) by any speaker prior to recording (videotaping, audiotaping, digital recording, etc.) that speaker for the Southwest Center.  No signature, no taping!  See also SW-85.

SW-51    Light Readings Data (revised Apr. 29, 1995).  For recording spot readings of light levels and ultraviolet ray levels; use a new sheet for each different area.  For use by the Archivist and other Center staff year around in the various areas in which the Center's historical materials are located.

SW-52    Southwest Studies Oral History Interviews Policy (revised July 24, 1995) - Oral history can be an effective form of outreach as well as a means of enhancing our collection of historical resource materials.  Adherence to professional standards will reflect well on the Center; on the other hand, slipshod interviews by ill-prepared interviewers could damage our reputation for years to come.  Center staff adopted this policy in its staff meeting on July 21, 1995.  It applies to any interview(s) done on behalf of the Center of Southwest Studies and/or using its equipment.

SW-53    Deaccession Record (revised Aug. 9, 1995).  For use by the Archivist and other Center of Southwest Studies staff in special collections management.  See also forms SW-10, SW-19, SW-39, and SW-53A.  

SW-53A  Fort Lewis College Archives Deaccession Record (revised Oct. 28, 1996).  For use by the Archivist and other Fort Lewis College staff in Fort Lewis College records management.  To deaccession special collections other than the Fort Lewis College Archives, use form SW-53.

SW-54    Oral History at the Center of Southwest Studies (revised Sep. 5, 1995) - a one page description of the Center's oral history program; for public relations use at the College and beyond.  See also SW-85.

SW-55    Microfilm Use Policy (revised Sep. 29, 1995).  For use of the Center's microfilm holdings; guidelines for Center staff and users. See also SW-94.

SW-56    Photographic Equipment Use Policy (revised Oct. 3, 1995).  For use of the Center's cameras and other photographic equipment; guidelines for Center staff and users.  See also SW-85.

SW-57    Center Closing Routine Checklist (revised Jan. 22, 1996).  Guidelines for Center staff, including work-study students.

SW-58    Student Practicum Evaluation Form (revised Mar. 18, 1996).  For evaluating the instructor's role in student projects at the Center.

SW-59    Digital Image Permission Request (revised Oct. 30, 2006).  To be completed before any of the Center's images are electronically copied or used by any entity other than the Center of Southwest Studies itself.  Note: generally, the Center does not permit others to digitize the Center's collection, but rather provides this service itself, using form SW-4.

SW-60    Research Room Statistics (revised Sept. 19, 1996).  To be completed by reference desk staff on an hourly basis while the Center is open.

SW-61    Records Transmittal Box Label (revised Oct. 15, 1996).  To be completed by anyone transmitting Fort Lewis College records to the Center of Southwest Studies.

SW-62    Permission to Use Literary Work: Release Form (revised Feb. 20, 1997).  To be completed by an author who is authorizing the use of donated or copied textual work(s).

SW-63    Guidelines for Handling, Measuring, and Marking Works of Art and Other Museum Objects  (revised July 1, 1997).  For use by staff working with collection artifacts.

SW-64    Video Use Policy (revised Feb. 9, 1999) - policy for use of the Center's videotape holdings; guidelines for Center staff and users.

SW-65    Separation Sheet (revised April 26, 2000) - form for use by staff working with collection items, to note the re-location of collection items.

SW-66    Receipt and Release for Return of Loaned Property (revised June 30, 2000).  For use by staff when returning items that were loaned to the Center.  (Awaiting approval.)

SW-67   Temporary Custody Receipt (revised June 30, 2000).  For use by staff when accepting items on the behalf of a depositor at the Center.  Generally, the deposit might be for the staff to evaluate an item for the donor, suggest preservation treatments, show it to a third party, etc.--usually, something of benefit to the depositor, as opposed to a loan for the benefit of the Center.  (Awaiting approval.)

SW-68   Non-Exclusive License for Museum Use of Works of Art (revised July 25, 2000).  For use by staff to obtain authorization for the Center to use work(s) for museum purposes including, but not limited to, displaying work(s), lending the work(s), reproducing or preparing derivatives of the work (s), research, and displaying, distributing, selling, and transmitting such reproductions or images to the general public.  (Awaiting approval.)

SW-69   General VARA Waiver for Works of Visual Works of Art (revised July 25, 2000).  For use by staff to obtain authorization from the creator of work{s) of visual art in the Center's holdings to waive that artist's rights of attribution and integrity conferred by Section 106A(a), paragraphs (2) and (3) of Title 17 of the U.S. Code, and any other rights of the same nature granted by U.S. federal, state, or foreign laws.  Congress passed the Visual Artists Rights Act (VARA) in 1990.  These rights only apply to paintings, drawings, prints of single or no more than 200 copies, sculptures cast in lots of 200 or fewer, and still photographs produced for exhibition and are signed and numbered in less than 200 copies.  VARA rights are the rights of attribution and rights of integrity.  Rights of attribution include the right to claim authorship (the name must be associated with the work) or the artist may insist his name not be associated with the work if it is distorted or modified in way that might damage his reputation.  Rights of integrity prevent the intentional distortion or modification of a work.

SW-70   Seller’s Warranty and Indemnification (revised July 25, 2000).  For use by staff to document accessions purchased from a dealer, for the seller to warrant that work(s) of art is/are authentic and of the period indicated on the bill of sale.

SW-71   Procedures for Dealing with Challenged Materials (revised July 25, 2000).  For use by staff in responding to any member of the public's objection to some aspect of the display or accessibility of something in the Center's holdings.  (Awaiting approval.)

SW-72   Center of Southwest Studies Building Rules (adopted July 26, 2000).  These apply to all persons who use the building.  (Form is awaiting approval.)

 SW-73   Anthropological Collections Curation Policy (draft; revised July 26, 2000).  To guide the faculty and staff of the Center of Southwest Studies and the Anthropology Department regarding management of all anthropological/ archaeological holdings in the Center building.  (Form is awaiting approval.)

SW-74   Scan Log Sheet (revised August 21, 2000) --master list of digitization scanning, file by file, for use by staff and consultants hired by the Center of Southwest Studies.  23 lines per page.

SW-75   Permission to Photograph Center of Southwest Studies Collections (last revised September 24, 2002) -- to regulate use of images of collections held by the Center.

SW-76    Special events (drafted by Catherine Conrad and Andrew Gulliford on May 23, 2001).

SW-77    Volunteer Response Form (drafted by Jeanne Brako on Aug. 7, 2001).

SW-78    Invoice (drafted by Todd Ellison and Jeanne Brako on Aug. 6, 2001).  For invoicing some entity for whom the Center of Southwest Studies has provided a service or goods.  (Goods could include archival supplies that we occasionally sell in very small quantities, for example.  Services will probably be the predominant use of this invoice--for instance, professional consulting work we do for other institutions.)  Note: we attach a copy of this completed form to the Fort Lewis College Controller's cash transmittal form with the payment when we forward a payment to the Cashier's office.

SW-79    Fax cover sheet (revised on Aug. 6, 2001).  To accompany outgoing faxes sent by the Center of Southwest Studies.

SW-80    Professional Development Policy (drafted by Todd oEllison n March 13, 2001).  To guide decision-making regarding career development professional memberships and travel made on behalf of the Center by the Center's staff.

SW-81    Special Collections Archival Procedure Manual (by Todd Ellison, 1990; last updated Aug. 20, 2001 on the Web).

SW-82    Non-Staff Building Access Log (adopted at staff meeting on Nov. 14, 2001).  For security reasons, anyone who is not a member of the staff or designated worker of a department housed in the Center of Southwest Studies (i.e., the Center of Southwest Studies, Departments of Anthropology and Southwest Studies, and Office of Community Service) who is accessing non-public areas of the building must use this form to log in and out, unless that person is accompanied by aforementioned staff.

SW-83    Policy for Use of the Center of Southwest Studies for Speakers and Guest Lectures (adopted at staff meeting on Nov. 14, 2001).

SW-84    Retiring Faculty Policy (approved by the Vice President for Academic Affairs on March 28, 2002).

SW-85    Center of Southwest Studies Scholar Memorandum of Understanding/ Research Associates Policy (approved by the Vice President for Academic Affairs on March 28, 2002; last revised on July 9, 2003).

SW-87    Center of Southwest Studies Recording Equipment Use Policy (mentioned at staff meeting Oct. 24, 2001).  This policy includes tape recorders and other related equipment.

SW-88    Southwest Research Library Copy Machine Copy Count Reporting Form (adopted Nov. 1, 2001).

SW-89    Center of Southwest Studies Room Use Policy and Form for Faculty Seeking to Schedule Non-Classroom Space (adopted Aug. 22, 2002).  See also Form SW-90 for non-faculty room use requests.

SW-90    Center of Southwest Studies Event Rental Agreement (drafted Sept. 10, 2002).  Contract to be used in conjunction with SW-89 for use of Center facilities (including rooms) by groups outside the College.  See also Form SW-89, for faculty requesting use of non-classroom space.

SW-91     Oral History Interview Evaluation Form (revised Oct. 30, 2002).  Objective standards for critiquing an oral history interview; useful for improving the interviewing techniques of students, volunteers, and staff in an oral history project.  Derived from a form developed by Martha Ross, former President of the Oral History Association.

SW-92     Center of Southwest Studies Professional Staff Job Evaluation Process and Form (revised Nov. 20, 2002).   Objective standards for evaluating Center staff other than Classified Staff.  Derived from a form developed by Archer North Performance Appraisal System.

SW-93     Center of Southwest Studies Credit Card Intake Form (revised Feb. 20, 2003).  For users to make payment to the Center for photo reproductions and other fees, etc., using a credit card (in person, by letter, by phone, or by fax -- but not by email).

SW-94     Microfilm Borrowing Request (as adopted at the Center of Southwest Studies staff meeting on Oct. 29, 2003; form revised Dec. 19, 2003).  To be completed (and deposit and payment made) before any of the Center's microfilms are loaned for use outside of the Delaney Library at the Center of Southwest Studies.  See also SW-55.

SW-95     Metadata Intake Form (created Feb. 19, 2007).  To be completed (along with signed deed of gift and/or reproduction permission and/or temporary custody receipt form) when any images are given or loaned to the Center for research use, possibly including digitization by the Archives.  Generally, one form per image.

SW-96     Permission to Use an Image (created Aug. 9, 2007).  To be completed when the Center is using a photo or other type of image of someone, for example when the Center takes a picture of someone to use in publicity materials the Center produces.

SW-97     Permission to Use Image(s) in a Publication (created Dec. 4, 2007).  Also available as a PDF file.  The Center has created this form to assist presses that wish to receive a signed clearance for publication of an image, once the requester has also completed the Center's  Image Duplication Request Form and has submitted payment for that image duplication and use.

Tools for archival work

Information for doing research at the Center of Southwest Studies

Center of Southwest Studies

Page last modified: December 04, 2007