Archives and Special Collections
Katie Nash
Archivist and Special Collections Librarian
Phone: (336) 278-6681
Fax: (336)278-6638
Email: knash@elon.edu
Mailing Address: Campus Address: 2550 Campus Box
PO Box 187 Elon, NC 27244
Elon, NC 27244
The Elon University Archives and Special Collections Department of Belk Library strongly encourage appointments from internal and outside researchers.
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Fall Hours of Operation beginning in September are as follows: |
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Monday |
12 Noon - 4:00 P.M. |
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Tuesday - Friday |
8:00 A.M. - 5:00 P.M. |
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Saturday - Sunday |
Closed (visits by appointment only) |
The Elon University Archives and Special Collections Department is located on the second floor of the Carol Grotnes Belk Library (Room 204). View floor plans of the library.
Visitor parking is available in the Moseley parking lot adjacent to Belk Library. Campus maps and/or directions are included here.
The Elon University Archives and Special Collections Department of Belk Library is a place where the past and present unite. In the Archives and Special Collections, researchers will find various records of historical significance and value. The records and materials date back to the founding days of Elon College (late 1880’s) and continue into the present day. They also relate directly to the history of the College/University, the Town of Elon, and occasionally surrounding geographical areas. The materials found in the Archives and Special Collections not only offer a glimpse into the past, but also provide foundations and potential growth for the future.
The Archives and Special Collections exist primarily for the use by faculty, staff, and students of Elon University; however outside researchers are welcome. Serving as the official repository for the records of Elon University, the Archives preserves, collects, maintains, and makes available University records of administrative, fiscal, legal, and historical value. In addition, the Archives also collect brochures, pamphlets, booklets, articles, printed materials, and photographs that relate to alumni, faculty, staff, and students of Elon University.
The Special Collections of Elon University collects, preserves, maintains, and makes available a variety of collections and their materials. Some of the Special Collections include: Elon Authors Collection; McLendon Civil War Collection; Johnson Signed Book Collection; Church History Collection (UCC); Jo King Collection; Sloan Bible Collection; Jane Belk Moncure Collection; and Williams-Honeycutt Rare Books Collection. Elon University’s Archives and Special Collections share a common goal in upholding the historical preservation and knowledge of the unique holdings within a variety of collections.
The Archives and Special Collections Department of Belk Library serves Elon University and the Elon community by the preservation and administration of manuscript collections, special collections, and institutional materials. The primary purpose of the Archives and Special Collections Department is to collect, maintain, preserve, and make available institutional materials of administrative, fiscal, legal, and historical value. In addition, the Archives and Special Collections Department serves as a repository for manuscript collections, printed materials, photographs, artifacts, and other memorabilia that relate to the history of Elon University.
The Elon University Archives and Special Collections accept donations and non-cash gifts that directly relate to the University, the Town of Elon, and the University’s curriculum. Of particular interest and value to the Archives and Special Collections include Elon University publications, records of committees and organizations both from faculty and staff, office records and files, personal papers, photographs, and faculty/staff publications. In addition, the Archives and Special Collections accept donations and non-cash gifts of personal manuscript collections of alumni, faculty, staff, students, and anyone else closely associated with the University. Elon University Archives and Special Collections make published and unpublished records available, but is not liable for the use and/or infringement of copyright of the information.
If there are materials that you wish to donate, please visit the Elon University Archives and Special Collections Department located on the second floor of Belk Library (Room 204). Appointments are strongly encouraged. You may also call 336-278-6681 or email Katie Nash at knash@elon.edu for additional information.
** For further information regarding gifts and donations, please refer to the information provided below from the Society of American Archivists.
Society of American Archivists (SAA) homepage
A Guide to Donating Your Personal or Family Papers to a Repository
A Guide to Donating Your Organizational Records to a Repository
When a donor transfers materials to Elon University Archives and Special Collections, the collection is organized, preserved, and made available to researchers.
The following is a list of services Elon University Archives and Special Collections will provide regarding your donation.
1. The donation will be organized and, if appropriate, a bibliographic record and/or finding aid (index) will be created to describe the content and the arrangement.
2. The donation will be physically stabilized and preserved; materials will be placed in non-damaging containers and stored in facilities that provide appropriate temperature and humidity control and security.
3. The donation will be available to researchers in the Archives and Special Collections after it is organized, physically stabilized, and prepared for use.
4. The Archives and Special Collections will provide reference services for the donation and, if appropriate, will have the materials listed in national and international bibliographic sources and online databases.
5. Should the Deed of Gift contain temporary restrictions on any portion or the entire donation, the restrictions will be strictly enforced.
6. When applicable, the Archives and Special Collections will alert researchers to existing copyrights relating to the donation and will include such statements in the bibliographic record and/or finding aid.
7. The Archives and Special Collections will require that appropriate and complete citations be included in all information relating to the donation, such as exhibitions, publications, and media productions.
8. The Archives and Special Collections will permanently maintain confidential files documenting the acquisition of the donation and its use.
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Non-Cash Gift Acceptance Policy
Gifts of books, manuscripts, photographs, audio/visual materials, artifacts and any other resource materials are welcomed by the Archives and Special Collections Department of Belk Library.
The following policy governs the acceptance of Gifts by the Library:
1. The Library and Archives retains unconditional ownership of the Gift as per Deed of Gift.
2. The Library and Archives reserves the right to determine the housing and circulation policies of all Gift items accepted for additions to the collection.
3. The Library and Archives reserves the right to dispose of Gift items which do NOT meet the needs of the collection and the mission.
4. The Library and Archives will provide bookplates for special Gifts if requested by the donor.
5. The acceptance of a Gift appraised by a third party does not in any way imply an endorsement of the appraisal by the Library and Archives.
6. The appraisal of a Gift to the Library and Archives for tax purposes is, in accordance with the Internal Revenue Service regulations, the responsibility of the donor. Donors are encouraged to seek professional tax advice if the estimate of a Gift’s value exceeds $500.00.
7. The Library and Archives does NOT accept periodicals and/or textbooks. If these items are given unconditionally (as per Deed of Gift Agreement) by a donor, the archives reserve the right to dispose of them or donate them to another repository.
8. The Special Collections Librarian and Archivist is to accept and process all Gifts unless the donor wishes to place restrictions on the Gift contrary to the principles stated in these guidelines (see note on Deed of Gift).
Use Policy for the Audio-Visual Collection
The audio-visual materials that are part of the Elon University Archives and Special Collections Department of Belk Library are housed in an off-site, satellite shelving facility. Materials that are cataloged may be retrieved by filling out a REQUEST FOR OFF-SITE MATERIAL form that can be found at the Information Desk in Belk Library, or by speaking directly with the Archivist. To view an item that is not cataloged, please consult with the Archivist. Material will be retrieved and available by 9 a.m. the following day, Monday-Thursday, and by the following Monday if requested on a Friday, or over the weekend. Listed below are standards and guidelines regarding the use of the Archives Audio-Visual Collection.
Standards and Guidelines:
1. Archival audio-visual materials may be used only as follows:
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- Elon University faculty and staff are able to view materials either in Belk Library or another on-campus location (such as a classroom or office).
- Elon University students are allowed to view these materials only in Belk Library.
- Members of the general public are allowed to view these materials only in Belk Library.
2. Audio-visual materials are NOT to be reproduced in any format by the user.
3. Some materials may have viewing restrictions, please consult with Archivist regarding these materials and restrictions.
4. When citing Elon University Archives audio-visual materials, please use the following citation style:
Author or name associated with material. Day Month Year. Title. Videocassette and/or DVD, number. Elon University Archives and Special Collections, Elon, NC.
Please refer to the Citation Styles section for additional information and examples.
Publication and Reproduction Policy:
Note: This policy offers guidelines for proper citation when publishing information from Elon University Archives and Special Collections Department of Belk Library.
The granting of permission to publish a facsimile reproduction of any materials from Elon University Archives and Special Collections Department of Belk Library requires the completion of an application form (please see Archivist for application form). All restrictions regarding the use and reproduction of any materials in the Archives and Special Collections will be enforced.
In granting permission to publish a facsimile reproduction of an item(s) from the Elon University Archives and Special Collections Department of Belk Library, we do not surrender our own rights to publish or to grant others the permission to publish. The granting of permission does not remove the author’s and/or publisher’s responsibility to guard against the infringement of copyrights that may be held by others. Elon University and Belk Library do not assume any responsibility for infringement of copyright by the author and/or publisher herein granted permission to publish a facsimile reproduction.
Credit is required on all facsimile reproductions of the materials in the Archives and Special Collections. Please refer to the Citation Styles section for additional information and examples, or consult directly with the Archivist if there are further questions.
Copyright Disclaimer
The nature of the Archives and Special Collections Department of Belk Library means that copyright or other information about restrictions may be difficult or even impossible to determine despite reasonable efforts. The Archives and Special Collections Department of Belk Library claims only physical ownership of most materials. The materials from our collections are made available for use in research, teaching, and private study, pursuant to U.S. Copyright law. The user must assume full responsibility for any use of the materials, including but not limited to, infringement of copyright and publication rights of reproduced materials. Any materials used for academic research or otherwise should be fully credited with the source. The Archives and Special Collections assumes no responsibility of infringement of copyright or literary property rights.
All photographic images housed in the Elon University Archives and Special Collections Department of Belk Library are provided courtesy of the Archives and Special Collections Department. This material may be protected by Copyright Law (Title 17 US Code). The user must obtain the proper release forms and/or permission prior to reproducing this material.
Loan Agreement Policy
Typically, the Archives and Special Collections Department of Belk Library does not accept items on loan. In addition, items from the Archives and Special Collections are not loaned. However, there may be exceptions. Please consult with Archivist for further information regarding loans.
Reading Room Rules and Regulations
Guidelines for the Archives and Special Collections Reading Room:
1. Researchers must complete the Registration Form, thereby indicating an understanding of the guidelines and agreeing to honor the guidelines. Also, please sign guest book.
2. Researchers must use all materials in the Reading Room. Materials do NOT circulate (exceptions can be granted).
3. Only pencils may be used when working with original materials. Handle each item with care (white gloves may be required for use with particular items).
4. Researchers will be allowed access to one archival box at a time.
5. Maintain the existing order of records. Please return all materials to the Archivist when finished.
6. Smoking, eating, and drinking are not permitted in the Archives Reading Room.
7. PHOTOCOPYTING: Permission of the Archivist is required for making copies. Requests for photocopying or scanning materials will be considered when such duplication can be done without injury to the materials. All scanning and photocopying will be done by Archivist; no hand-held scanners may be used.
8. The researchers assumes full responsibility for conforming with the laws of libel, copyright, and literary property rights when quoting or publishing archival material.
* See Archivist for publication guidelines and application.
9. PLEASE ask for assistance at any time during your visit.
• Email
• Call the Information Desk at 336-278-6599
• Subject Librarian – Katie Nash, 336-278-6681 knash@elon.edu