University Archives

The University Archives serves as the repository for historical materials and institutional records pertaining to Fort Hays State University from 1902 to the present day. The archives collects, preserves, and provides access to these materials for research use. 

Forsyth Library Special Collections and University Archives materials are non-circulating. As such, patrons must use materials in the Reading Room or with the assistance of archives staff through virtual consultation. It is recommended that patrons schedule an appointment prior to visiting our Reading Room, especially for intricate or larger requests for information.

Appointments must be booked at least 24 hours in advance with our booking calendar here. 

Old Forsyth Library, circa 1930s, University Archives Photograph Collection.

• Arrive with clean hands, washed only with soap and water, and avoid lotions or hand sanitizer prior to handling materials.
• All patrons are required to sign-in and provide contact information upon entering the Reading Room.
• Special Collections, University Archives, and Ethnic Studies materials are non-circulating.
• Food, drink, and gum are not permitted.
• Manuscript, archival, and other Special Collections materials must lie flat on the tables; do not place items in your lap or hold them up. Do not rest objects or take notes on top of materials.
• Nitrile gloves may be required to handle some of our materials, particularly negatives, photographs, metal objects, and prints. A staff member will provide a pair for you.
• Photography is allowed; however, there is a strict protocol for following procedures which will be explained by the overseeing Special Collections and Archives Staff Member.
• Researchers are allowed to view five books at one time.
• Researchers are allowed to use one box and one folder from the box at a time. Please take care to keep the documents in the file in the order in which you found them.
• The use of cell phones (other than for photography) is prohibited.
• Pencils only in the reading room. No pens, highlighters, white out, or post-it notes.

Patrons may request reproductions of materials held in the Special Collections of Forsyth Library.  All requests for reproduction are reviewed by library staff. Requests may be denied or limited based on factors such as copyright compliance, donor restrictions, or the condition of the item. This flowchart navigates the fees due based on how the reproductions will be used and the user's relationship with FHSU.

The recipient of the reproductions may use them only for research, teaching, or private study. S/he may not make them for, or donate or sell them to, other repositories.  When the reproduction and use of materials held by the Forsyth Library Special Collections exceed the allowances made under Fair Use, reproductions are subject to the terms and conditions established in the  Forsyth Library Special Collections Reproductions and Permissions Policy.    

REPRODUCTIONS CREATED BY PATRONS

On-site patrons may be able to scan some materials themselves, using a personal digital camera. There is no charge for these scans, but researchers must first obtain permission from Library staff.

When users have been granted permission to personally scan or photograph materials, they must agree to the following conditions:

• Indicate all items to be photographed and show them to the librarian on duty for approval; some items may also require approval from the curator responsible for the material being requested.
• Handle the materials with care and according to Library rules. Do not bend, press down, or otherwise manipulate or rearrange materials.
• Keep materials flat on the table or scanning bed or in the stand or cradle provided. Library book weights can be requested to keep items flat, if appropriate.
• Ask Library staff for assistance with fastened items or items in protective casings.
• Keep accurate citations for all items photographed. If you wish to order publication-quality images (at a standard fee) or request permission to publish materials, you will be responsible for knowing which items you are requesting.
• It is your responsibility to copy within fair use guidelines of the U. S. Copyright Law and to obtain permission to publish from copyright owners.
• If reproduction and use of materials held by the Forsyth Library Special Collections exceed the allowances made under Fair Use, you must complete and sign the Library's Conditions of Use Agreement listing all items to be photographed, providing a statement of use, and pay any required fees.

In addition to the above, researchers using a digital camera must also agree to the following conditions:

• Turn off the flash and sound on your camera; do not use any special light to photograph.
• Do not stand on chairs, tables, or other furniture or place items on the floor.
• Do not take photographs of the staff, Reading Room, or other researchers.

REPRODUCTIONS CREATED BY STAFF

A researcher may request copies or scans of items in the Library’s collections when s/he is not on-site; it has been determined that the material being requested must be scanned by a Library staff member; or a publication-quality reproduction is needed. All reproductions are subject to reproduction, retrieval, and licensing fees pursuant to the fee schedule below.     

To request reproductions of any Special Collections materials for use in any work which exceeds allowances made under Fair Use, users must complete and submit the user agreement.  Note: the user agreement must be signed, approved, and with all assessed fees paid in full before delivery of reproductions can be made. The user agreement will then be reviewed and approved by the appropriate library representative before reproductions may proceed. For any work considered part of a commercial/for profit project, a one-time licensing fee will be assessed  in addition  to any reproduction or retrieval fees pursuant to the posted fee schedule. This evaluation is usually completed within three business days. After approval is granted, copying for most requests is usually completed within five business days. An invoice will be provided to the patron, usually via email, once the request has been approved; payment (a check payable to the Forsyth Library) must be received before the reproductions can be delivered. 

PDFs and low-resolution image files will be delivered by email whenever possible. Large PDF files and high-resolution image files will be delivered via Google Drive. The patron will receive an email with links to the images. Requests for large amounts of copying will require more time. Requests requiring use of specialized equipment because of the fragility or size of the original will require up to two weeks for completion. Library staff will contact the requestor in these cases or if the item cannot be copied.

Information on Forsyth Library's Fee Schedule can be found here.