National Taiwan Normal University Guidelines for the Collection of Historical School Artifacts

Amended and passed at the National Taiwan Normal University Library Affairs Meeting held on 29 May, 2012
Passed by the 30th National Taiwan Normal University Library Affairs Council on 1 June, 2012

Presented and passed at the 1st National Taiwan Normal University Administrative Meeting held on 31 October, 2012

1.    National Taiwan Normal University (hereafter “NTNU”) has set out the following guidelines for the collection of historical school artifacts.

2.    The objective of these guidelines is to encourage collection of historical artifacts and relics which can present the history of the university from the past to present, for the purpose of research, display and promotion of the history of NTNU, as well as for preservation and maintenance.

3.    Artifact types to be collected should present the development of the history of NTNU; all documents, letters, photographs, books, periodicals, newspapers, audio and visual materials, relics and other objects related to NTNU history are to be included in the collection.

4.    Artifacts should be obtained principally through donation, exchange or duplication. Donors must complete the donation consent form and confirm the use or management, in principle with unrestricted conditions, after the artifact has been added to the collection.

5.    The following criteria should be considered before acquiring an artifact:
A.   Conformance to the collection objectives.
B.   Artifacts must be obtained legally, from an identifiable source, with clear property rights, and with legal or substantiating documents or certification.
C.   In principle, replicas of publications will not be accepted. If necessary, the collection is to be duplicated but to a maximum of 3 volumes only.

6.    The procedures for obtaining an artifact for collection is as follows: the collection staff must catalogue it, assess the condition of the artifact and the maintenance capabilities of the Library, report to the Head Librarian for approval to enter the collection. If there is any controversy regarding a donated item, according to the type of artifact, three to five experts or scholars can be invited for evaluation on whether the item conforms to the collection objectives of the Guidelines, the condition of the item and the maintenance capabilities of the Library. Once evaluation is passed, report the artifact to the Head Librarian for approval to enter the collection. Items which have no collectible value should be refused in part or in whole.

7.    Once the item has been approved by the Head Librarian or has passed the evaluation of the evaluation panel, the collection staff are to proceed with the collection procedures and to apply preservation or maintenance or usage procedures according to the collection management guidelines.

8.    After confirmation the donated artifact has been entered into the collection, the collection unit is to report to the university and hold a Donation Presentation Ceremony, or issue a letter of thanks to show its gratitude and appreciation.

9.   These guidelines have been passed in an NTNU Administrative Meeting; the same shall apply to all subsequent revisions.

National Taiwan Normal University Guidelines for Establishing an Evaluation Panel for the Collection of Historical School Artifacts

Amended and passed at the National Taiwan Normal University Library Affairs Meeting held on 29 May, 2012
Passed by the 30th National Taiwan Normal University Library Affairs Council on 1 June, 2012

Presented and passed at the 1st National Taiwan Normal University Administrative Meeting held on 31 October, 2012

1.    National Taiwan Normal University (hereafter “NTNU”), for the purpose of collection of historical school artifacts and enrichment of the university collection, hereby sets out these Guidelines for Establishing an Evaluation Panel for the Collection of Historical School Artifacts (hereafter the “Evaluation Panel”).

2.    The Panel has the following missions:
A.      Evaluation of items for the collection.
B.       Evaluation of items donated by private persons or organizations.
C.       Evaluation of co-published items.
D.      Evaluation and consultancy on other related items.

3.    The members of the Evaluation Panel shall be made up of experts and scholars both from NTNU and drawn from outside the university, appointed through Collection of Historical School Artifacts evaluation or consultancy meetings or other related meetings. In principle, the panel should be made up of three to five members. External representatives are to be hired by the Library and should comprise not less than one third of the panel.

4.    The Evaluation Panel shall have one convener, said position to be assumed by the Head Librarian.

5.    For an evaluation meeting to commence more than half of the panel members should be present. In the meeting, the convener shall act as chair and participate in evaluation voting. A motion shall be deemed passed if the convener and more than half of the panel are in agreement.

6.    During the evaluation process, the Evaluation Panel should use the evaluation form provided by NTNU. Where necessary, include written comments.

7.    The members of the Evaluation Panel should be fair and objective in the exercise of their duties. During the evaluation of an artifact, the principles of recusal shall be followed.

8.    When there is an external evaluation member participating in the evaluation, attendance fees and travel expenses shall be provided for according to regulations.

9.   These guidelines have been passed in an NTNU Administrative Meeting; the same shall apply to all subsequent revisions.

National Taiwan Normal University Guidelines for the Management of the Historical School Artifacts Collection

Amended and passed at the National Taiwan Normal University Library Affairs Meeting held on 29 May, 2012
Passed by the 30th National Taiwan Normal University Library Affairs Council on 1 June, 2012

Presented and passed at the 1st National Taiwan Normal University Administrative Meeting held on 31 October, 2012

1.      National Taiwan Normal University (hereafter NTNU) hereby sets out the following guidelines for the preservation, maintenance and management of the historical school artifacts collection.

2.      The NTNU Historical School Artifacts Collection shall be maintained by a designated staff member qualified in archiving, preservation, maintenance and other related matters.

3.      Collection item archive and storage:
A. Obtain the archive and storage number: after an artifact has been confirmed for collection, it must be given an archive and storage number which should also be affixed in a suitable location on the item or as deemed appropriate.
B. Photo of the artifact: all artifacts must be photographed and the image archived.
C. Archive: all artifacts must be entered electronically into the Library collection archive system, to ensure complete, factual and secure data management.
D. The collected item should be registered as the property of NTNU and processed according to the relevant regulations of NTNU.
E.   Cleaning of the item and checking of item condition: Before the item is entered into storage, cleaning and other related actions must be done first. Should repairs or pest extermination be needed, a repair plan should be submitted and approved; after the repair, check and accept the item back into storage within the time stipulation. An item which has not been examined, cleaned or undergone pest extermination shall not be put into storage.
F.   Storage: please shelve according to the type and designated area.

4.      According to its value and preservation status, an item is to be duplicated if necessary.

5.      Stocktake of collection should be divided into two types; routine and unscheduled:

A. Routine stocktaking: collection staff are to perform routine stocktakes.
B. Unscheduled stocktaking: the supervisor of the collection unit should use the results of the routine stocktake to do a repeat check; or to perform unscheduled random spot checks. All records of the stocktaking should be compiled by the collection staff and presented to the Head Librarian for approval.

6.      All handling of the artifacts must be done with extreme care, when necessary related fittings and accessories should be handled separately, to prevent falling or dismantling of the item.

7.      Application must be submitted for relocation of a collection item, after approval the collection staff can proceed with the relocation process. Collection items cannot be removed from storage without a relocation application.

8.      Relocated items should be returned within the same day, in principle. Unless due to repair or exhibition needs, approval must first be granted and the item returned after the repair or the end of the exhibition period.

9.      When processing the relocation or return of an collection item, check and verify the relocated item according to the relocation content.

10.    For the usage and lending of collection items, please refer to the "National Taiwan Normal University Collection of Historical School Artifacts Usage and Lending Guidelines" (draft).

11.    These guidelines have been passed in an NTNU Administrative Meeting; the same shall apply to all subsequent revisions.

National Taiwan Normal University Collection of Historical School Artifacts Usage and Lending Guidelines

Amended and passed at the National Taiwan Normal University Library Affairs Meeting held on 29 May, 2012
Passed by the 30th National Taiwan Normal University Library Affairs Council on 1 June, 2012

Presented and passed at the 1st National Taiwan Normal University Administrative Meeting held on 31 October, 2012

1.     National Taiwan Normal University (hereafter “NTNU”) hereby sets out the following guidelines, in accordance with the scope of preservation and maintenance, for the usage and lending of historical school artifacts, for the exchange of NTNU collection items with the public, and for academic research.

2.     The main uses of NTNU historical school artifacts are for purposes of reading, perusal, duplication, photography and exhibition.

3.     The lending of NTNU historical school artifacts must comply with the following principles:
A.    The collection item has completed archiving and cataloguing procedures.
B.    The collection item is in good condition.
C.    If the collection item infringes upon personal privacy, it should be processed according to the donation consent form.
D.    It does not conflict with any legal constraints.
E.    Lending items are limited to historical school artifacts under the collection of the NTNU Library School History Unit.

4. Eligibility:
A.    Internal: NTNU staff and students (including alumni) that need an item for research purposes should provide proof of their relationship to the university and apply for relocation of the collection item.
B.    External: only applications made by institutes and agencies will be processed.

5. Internal university member application for reading, duplication or photographing an NTNU historical school artifact:
A.      Procedures:
1.   Fill out the "National Taiwan Normal University Collection of Historical School Artifacts Usage Application Form".
2.   Collection staff proceed with processing of the application.
3.   After the applicant receives approval, report to the Library for checking and receiving of the collection item.
4.   After use, the collection item is to be returned and checked, the completed application form is to be archived by the collection staff.
B.      Usage location: areas within the Library designated by the Library management.
C.      Special notes:
1.   Collection items in usage should be returned within the same day, in principle.
2.   Each applicant is limited to 3 items per day.
3.   The borrower must treat the item used for reading, copying, duplicating and photographing with care. There can be no notes, corrections, changes, taking away of parts, circling or other marks, dismantling, defacing, damage or alteration done to the condition and status of the collection item. Offenders will have their right to collection item usage revoked permanently, in addition, any losses incurred are to be compensated by the offender.