Stephan Archives

Contents

1. Official records, papers and publications of The Lawrenceville School
2. Records related to members of the School community
3. Lawrenceville Authors Special Collections
4. Artifacts relating to the history of the School
5. Materials the Stephan Archives does not collect

I. Introduction

II. Core Mission

• To appraise, collect, organize, describe, make available, and preserve records of historical, legal, fiscal, and/or administrative value to The Lawrenceville School
• To provide adequate facilities for the retention and preservation of such records
• To provide information services that will assist the operation of the School
• To serve as a resource and laboratory to stimulate and nourish creative teaching and learning
• To serve research and scholarship by making available and encouraging the use of its collections by members of the School and the community at large
• To promote knowledge and understanding of the origins, aims, programs, and goals of the School, and of the development of these aims, goals, and programs

III. Collection Development

• maintaining a clear account of School life and achievements, administrative policy and actions and educational programs;
• reinforcing an image of the School that stimulates financial support and encourages an appreciation of the School’s past and its role in the history of American higher education among students, faculty, and alumni;
• and making available a body of records useful for student, casual, and scholarly research in history and other disciplines.

A. Official Records, Paper, and Publications of The Lawrenceville School

• Minutes, memoranda, correspondence and reports of the Board of Trustees
• Records of the Office of the Head of School, including correspondence, administrative subject files, and reports
• Correspondence, subject files, and reports of the Deans of Academics, Faculty, Residential Life, and Students and other such administrators as will be appointed
• Correspondence, subject files, and reports of the offices of central administration, including Admissions, College Counseling, Day Student Office, Financial and Administrative Services, and the Registrar
• Correspondence, subject files, and reports of the offices of the individual academic departments and academic programs including Educational Support and Advising, International Programs, Multicultural Affairs, and Performing Arts
• Correspondence, subject files, and reports of the offices of supporting departments, including Alumni and Development, Athletics, Facilities, the Bunn Library, Communications, Dining Services, the Health and Wellness Center, and Information Technology Services (ITS)
• Minutes, memoranda, and reports of all major academic and administrative commissions, councils and committees including the Faculty and its committees
• Departmental records, including: minutes, reports, correspondence, and syllabi
• Examples of student work
• Accreditation reports and supporting documentation
• Annual budget and audit reports
• Records of the Registrar, including timetables, class schedules, enrollment reports, graduation rosters and other reports issued on a regular basis
• Inactive student records
• Alumni records, including minutes of the alumni associations
• Records of student organizations
• All publications, newsletters, and booklets distributed in the name of The Lawrenceville School, including catalogs, special bulletins, yearbooks, student newspapers, School directories and faculty/staff rosters, faculty and administration newsletters and publications, alumni publications and ephemeral material
• Photoprints, negatives, slides, audio and video film, tapes, reels, oral history interviews, scrapbooks, and optical and compact discs documenting the development of the School
• Maps, prints, and architectural drawings documenting the physical changes and development of the School
• Electronic records representing any of the above contents

B. Records related to members of the School community

• Professional and personal papers of the members of the Board of Trustees if associated with School business
• Professional and personal papers of alumni relating to their Lawrenceville experiences and, for eminent alumni, their greater life experiences
• Papers or records dealing with the history of Lawrence Township as they relate to the growth and development of the School
• Papers, records and published items on Lawrenceville School and its role in the history of secondary education

C. Lawrenceville Authors Special Collections

D. Artifacts relating to the history of the School

E. Materials the Stephan Archives does not collect

• Invoices or financial statements documenting minor financial transactions
• Duplicates or multiple copies of publications and records
• Duplicates or multiple copies of non-annotated drafts
• Blank forms kept for supply purposes
• Personal or private papers neither created nor received in connection with The Lawrenceville School’s business
• Newspaper clippings not related to The Lawrenceville School
• Textbooks

IV. Donations

• Items sent to the archives that are not official school records become the property of the School, to be kept or discarded as determined by the archivist’s professional judgment.
• The Stephan Archives reserves the right to refuse articles which are not suitable for our collections or which have mold or insect damage which could pose a hazard to our existing collections.
• If a collection or item is not appropriate for the School’s collections, archival staff may assist the donor in locating a more appropriate institution to receive the donation.
• Donations should include the donor’s name and contact information.
• The Stephan Archives does not perform financial appraisals of donated collections for tax purposes. While the archives can issue a detailed gift acknowledgment listing donated items, assessment of materials’ fiduciary value must be conducted by an outside appraiser.
• When possible, as much information about items as possible should be included, including associated people, events, locations and dates.

Student Records

Personnel Records

1. The copyright law of the United States (Title 17, United States Code) allows us to provide a research copy of any work in our collections, published or unpublished, in whole or in part, for personal, one-time use by a researcher unless forbidden by law, by Deed of Gift, or by other instrument of transmittal. Compliance with copyright law in the use of a photocopy or reproduction provided by the School Archives is the responsibility of the user.
2. When we fulfill a request for copies, we do so as the physical owners of the original materials. You should be aware that (a) the copies are for your own research use; (b) in most cases, we do not control the copyright; (c) you bear the responsibility for obtaining such permissions (if any) as may be necessary to use the copy for other purposes; and (d) you bear responsibility for determining whether and to what extent it is permissible to copy from the work under the doctrine of fair use.
3. When practical, we will try to facilitate contact between a researcher and copyright holder by sending a message to the copyright holder requesting that we release contact information. When we know a copyright holder does not object to having his or her contact information released, we can provide the contact information directly to the researcher.
4. If you desire to publish, exhibit, or broadcast copies of materials from our collections, you will need to complete a Publication Permission Form. Academic researchers must have this form approved by the School Archivist before research can be conducted. Commercial publishers must seek permission from the School’s Communications Department. This form does not grant copyright permission, which researchers are responsible for obtaining, but it assures that the Lawrenceville School Stephan Archives is properly credited as the physical owner of the item in question. Where space allows, please include the line: "The Stephan Archives, The Lawrenceville School." Where space is limited, the shorter credit "The Lawrenceville School" is acceptable.

• Materials are legally transferred from the donor to the Stephan Archives when the donor reviews and signs a deed of gift. The Archives can only devote resources to the description and preservation of collections which it owns. Materials on loan are generally not accepted.
• Items sent to the archives that are not official school records become the property of the School, to be kept or discarded as determined by the archivist’s professional judgment.
• The Stephan Archives reserves the right to refuse articles which are not suitable for our collections or which have mold or insect damage which could pose a hazard to our existing collections.
• If a collection or item is not appropriate for the School’s collections, archival staff may assist the donor in locating a more appropriate institution to receive the donation.
• Donations should include the donor’s name and contact information.
• The Stephan Archives does not perform financial appraisals of donated collections for tax purposes. While the archives can issue a detailed gift acknowledgment listing donated items, assessment of materials’ fiduciary value must be conducted by an outside appraiser.
• When possible, as much information about items as possible should be included, including associated people, events, locations and dates.