Access Policy
The historical collections of the PSU Archive are open for research to all members of the University community, to visiting scholars and to the scholarly public. Patrons can visit the PSU Archive Reading Room by appointment only to research, study or view the collections and exhibits. Please schedule a meeting prior to visiting the Archive. Archival records and the Special Collections material do not circulate. All visitors will be asked to sign-in to use archival materials. Some materials may include sensitive or confidential information, therefore are protected under federal and/or state privacy laws and regulations and restricted from access. Researchers who find sensitive personal information, including but not limited to social security numbers and student records, in any collection should notify a staff member.
The following types of records generally will be closed:
- all administrative records of the University from the date of their creation, with certain exceptions, such as those which must be open in conformance with law
- records of a sitting administration
- records the disclosure of which might expose the University to legal liability
The following types of records will be absolutely closed:
- individual education records of living students or living former students, as defined by the Family Educational Rights and Privacy Act of 1974, as amended, unless the student or former student grants access in writing
- individual employment records of living current or former faculty members, administrators or other staff members, including records which concern hiring, appointment, promotion, tenure, salary, performance, termination or other circumstances of employment, unless the faculty member, administrator, or staff member grants access in writing
- other records where usage might constitute an invasion of privacy
- records the use of which has been restricted by Deed of Gift
Access to restricted records may be requested by written appeal to the Director of the Library.
Appeals to gain access to restricted records can be made in the following manner:
- A researcher seeking access to restricted records must complete a “Restricted Records Access Request”
- The Director will review each request and if deemed necessary, with a committee designated by Administration.
- If a committee is deemed necessary, it or the Director of the Library, shall base its decisions on the merits of each case, weighing the needs of scholarship against the privacy rights of individuals and the legal interests of the University; the Director or committee must be satisfied that a researcher seeking access to restricted records has demonstrated that the records are required to carry out a legitimate scholarly research project or for other appropriate use; in all cases, the decision of the above parties shall be fair and reasonable, permitting the greatest possible access, given the limitations imposed by legal and ethical considerations.
- The decisions of the Director and/or committee will be final.
Requests to photocopy or otherwise reproduce restricted records generally will be denied.
Philander Smith University staff reserves the right to deny access to anyone who is careless or irresponsible in the handling of archive materials or violates any of its policies.