AUS Archives

The American University of Sharjah (AUS) Archives is a department within the AUS library. It is the repository for the institutional records that are created by the various academic and administrative departments of the university. The mission of the Archives is to collect, maintain, preserve, and make available records that are of historical or legal value, as well as records that document the development of the university and the various campus activities.

Scope of Collection

The Archives is selective in the accumulation of the institutional documents of AUS. Only documents of relevance to the history and function of the University are collected and preserved in the Archives. Documents collected relate to the following:

Inauguration

AUS Inauguration (Archives Collection, 1998)

  1. Academic and administrative records.
  2. Records of student organizations and student activities.
  3. Campus publications, monographic and serial, such as newsletters, catalogs, directories, surveys etc.
  4. Photographs – digital and prints (some negatives).
  5. Videos and DVDs of academic and cultural activities.
  6. Masters Theses completed by AUS graduates.
  7. Architectural drawings, blueprints and maps.
  8. Accreditation material for all AUS programs.

Access to Collection

Records retained in Archives are unique in their nature; therefore all records are non-circulating. Official university records transferred to the archives are available for reference except in cases where specific restrictions are imposed by the originating office. The degree of restriction will be agreed upon by the originating office and the archivist. In all cases where restrictions may apply, they will be documented under the section of “Restrictions related to the materials deposited” when filling out the Archives Receiving Form. Under certain conditions such records may be released, but a restricted access request form must be approved first. Restricted Records – Access Request Form.

Use of Reference Material

All documents in Archives are non-circulating and must be used in the Archives office. Rules have been set up to guarantee the proper use of the documents and to ensure their preservation for future generations.

University City

Main Building (Archives Collection, 1997)

  • Registration form must be filled out by all patrons.
  • Notes are taken in pencil only.
  • Care must be taken to maintain the order and arrangement of papers.
  • Only one folder of material to be used at a time.
  • Patrons are responsible for all materials delivered to them and no changes to be made to the records.
  • Photocopying is permitted unless the item is fragile, or deposited under restricted access terms.
  • Pens, highlighters, eating, drinking or smoking are not allowed.

Photocopying Policy and Rates

Requests for photocopying or scanning Photocopy – Scan Request Form are submitted to Archives with the understanding that the copies are intended solely for use by the researcher. A notice concerning copyright restrictions is attached to the photocopy/scan request form and all users are advised to read this notice very thoroughly before submitting their requests.

Charges for Ordering Photocopies / Scans

Paper Photocopy:
Photocopying is done only by the Archives staff. For requests of 10 pages or less immediate service is offered. For requests exceeding this number, users can collect their photocopies the next working day.
Cost per black & white photocopy: 0.50 dirhams
Cost per color photocopy: 2 dirhams

Photograph Digital Scans:
Photograph digital copies can be requested by patrons and emailed to them as attachments within 24 hours. Scans are reproduced in a JPEG format. Still photography reproduction service is not offered by the AUS Archives. Scans of still photographs can be emailed and for the same price as the digital copies. A maximum of 5 digital images can be requested at any one time.
Cost per scan: 2 dirhams

Video, CD or DVD Reproduction:
Video, CD or DVD reproductions are made solely for the personal use of the individual requesting them. A maximum of 2 recordings is permitted. Video cassette, CD or DVD is supplied by the patron.
Cost per reproduction: 20 dirhams.

Requests for photocopying or scanning are processed after the patron pays the charges for the order. A form with the exact charge is filled out, and payment is made at the cashier’s office. The receipt is returned to Archives and photocopying or scanning can then be made.

Commencement

First Annual Commencement (Archives Collection, 2001)

 

Transferring materials to the AUS Archives

Before transferring material to the Archives please contact the Archivist.
Only records that are of archival value are transferred to the AUS Archives. Before destroying documents, departments should consult with the Archivist to appraise the documents and determine the archival value of the records.
Records of archival value may exist in all formats, hard copies and/or electronic copies. Electronic archival records should be maintained and transferred to archives in a format that is acceptable to the Archives.

Archives Receiving Form must be filled out whenever material is transferred to the AUS Archives.

Requirements for Thesis Submission to AUS Archives

The “AUS Guide to Writing and Formatting Graduate Theses.” is available on iLearn under Community > Office of Research and Graduate Studies (ORGS) > Graduate Studies > Master’s Thesis (Guides & Documents) > Writing & formatting

  1. Submit two paper copies of the thesis with the advisors’ original signatures included in both copies:
    – One copy will stay unbound and will be classified in the Archives collection.
    – Second copy will be bound and will be classified in the Library’s Reference collection.
    Both copies must be identical to the hard copy approved by the Office of Research & Graduate Studies and to the PDF version. Thesis requirements must conform to those in the “AUS Guide to Writing and Formatting Graduate Theses”.
  2. Submit an electronic copy of the thesis (PDF format) on a CD. The PDF version should contain all required front and back matter as listed in the “AUS Guide to Writing & Formatting Graduate Theses” as well as an unsigned version of the “Approval Signature Form”.
  3. Submit the “Master’s Thesis Completion Certificate” approved by the office of Research & Graduate Studies.
  4. Submit the “Archives Consent Form” which must be signed in the presence of the library staff. This form will bear the stamp of the Archives Office once it has been signed by the student.
  5. Collect an invoice for 350 dirhams (binding charges) and pay at Cashier’s Office in the Main Building, and bring receipt back to Archives. For extra personal copies, student pays 350 dhs / copy at the Cashiers Office.
  6. When all required material has been submitted, the Archives staff will remove the “Archives Hold” from the student’s account.

AUS Archives Intranet Site

For search purposes the AUS Archives has developed an intranet site.

The site serves as a primary gateway for holdings within the collection and provides the university community with a desktop access to the listings. All AUS Archives materials are listed and can be searched, those include documents, photos, videos, DVDs, blueprints, posters and maps. The main purpose of the intranet site is to facilitate online searching for documents that may be required by members of the university community for research or reference purposes.

The schools and departments of AUS have been categorized as the main classifications, and a number of sub groupings have been included as accessories to expedite the searching process.
http://intranet.aus.edu/library/archives/default.asp

Location, Hours & Contact Information

Library opening

Library Opening Day (Archives Collection, 2000)

Location

LIB 205, AUS Library, 2nd Floor, Technical Services

Reference Hours

Sunday  – Thursday:  8:00 a.m. – 2:00 pm

Contact

Samar Yassin, Archives Specialist
Phone: (06) 5152258
Fax: (06) 5585008
Email: syassin@aus.edu
Email: archives@aus.edu

AUS Archives may operate under reduced hours during Ramadan, mid-term breaks and summer semester.

© 2011 American University of Sharjah. All Rights Reserved.