Archives and Special Collections Policy

Table of Contents

1. Introduction
2. Overview
3. A Note on Special Collections
4. Scope
5. Instructions for Donors
6. Contact Information
7. Additional Information

Introduction

The Archives and Special Collections at Fairfield University plays a vital role in furthering the educational goals and shared vision of the University and the DiMenna-Nyselius Library by stewarding the institution’s historical memory and distinctive legacy. Grounded in the Jesuit Catholic tradition, the University Archives serves as both a repository of institutional identity and a dynamic resource for research, engagement, and education. Through the preservation and promotion of records, artifacts, and narratives that reflect the University’s evolving history, the Archives supports lifelong learning, alumni and donor engagement, and the creative and scholarly pursuits of our students, faculty, and broader community. In documenting Fairfield’s past and present, we help propel its future — celebrating the traditions that define us while illuminating the contributions we make as a modern Jesuit Catholic University.

Collection Policy

Overview

As the institutional memory of Fairfield University, the University Archives is dedicated to collecting, preserving, organizing, and providing access to records of enduring historical value from the University's founding in 1942 to the present. Our goal is to document the evolving experiences of students, faculty, staff, administration, and alumni in both physical and digital formats. The materials we collect—including historical photographs, administrative documents, yearbooks, course catalogs, promotional materials, and audiovisual content—serve as a foundation for research, instruction, and institutional history, benefiting both the University community and visiting scholars.

This Collection Policy establishes the criteria and procedures guiding the acquisition, preservation, and stewardship of archival materials. Our staff applies their expertise to ensure that selected materials comprehensively represent the diverse communities, academic departments, and key decisions that have shaped the University's history. We strive to capture the daily activities, pivotal moments, and broader institutional narratives that sustain a wide range of scholarly and intellectual inquiries. Collection development involves identifying and evaluating potential acquisitions, selecting materials from larger collections, addressing long-term preservation needs, facilitating the donation process, and, when necessary, deaccessioning items that no longer align with our collection scope.

This policy is designed to work in conjunction with the broader collection development strategy of the DiMenna-Nyselius Library. While the University Archives primarily focuses on original, unique, and primary-source materials, inquiries regarding secondary sources—such as published works and books—should consult the library’s Collection Management Policy for guidelines and contact information.

Additional details on collection strengths and priorities, donor guidelines, and procedures for contributing materials to the University Archives and Special Collections are outlined within this policy. For further assistance or inquiries, please contact Elise Bochinski, University Archivist and Special Collections Librarian at ebochinski@fairfield.edu.

A Note On Special Collections

In addition to material related to Fairfield University, the Library houses a small number of rare books and distinctive special collections, including facsimiles of the Gutenberg Bible and the Book of Kells, the Heritage Edition of the St. John’s Bible, and the Walter J. Petry Collection – Nicaragua: The Sandinista Years (1979–1990). Due to space and preservation constraints, the Library is highly selective in accepting additional special collections. While we are not actively seeking new acquisitions, we welcome conversations with prospective donors and encourage them to reach out to the University Archivist and Special Collections Librarian. We remain open to considering materials of significant historical or research value on a case-by-case basis, particularly those that complement our existing collections.

Scope

The University Archives acquires both digital and physical materials of enduring historical or informational value that document the evolution and experiences of the Fairfield University community. We collect records related to administration and governance, the academic environment, and campus life. These materials may be transferred directly from University offices, faculty, staff, and students, as well as from retired faculty, alumni, and other former members of the Fairfield community. When evaluating potential acquisitions, we consider factors such as the materials’ historical significance, ownership rights, condition, format, and long-term preservation needs.

Specific areas of collecting interest include:

• Administrative Documentation – We collect records from University schools, departments, centers, programs, and offices that reflect governance, policies, and operations. These materials may include annual reports, fact books, committee notes, meeting minutes, and special reports.
• Faculty Documentation and Personal Papers – Due to space constraints, personal and professional papers of distinguished faculty, staff, and administrators are accepted on a selective basis. Materials of particular interest include teaching notes, syllabi, research files, unpublished research, and correspondence related to University governance, curriculum development, and major institutional decisions. The University Archives may also collect oral histories from significant contributors to Fairfield’s history.
• Student Documentation – We preserve records that capture student learning, experiences, and activities, with a particular focus on student organizations and campus events. Examples include student club agendas, meeting minutes, event programs, flyers, photographs, videos, and memorabilia.
• Alumni Documentation – The University Archives collects materials that reflect alumni experiences during their time at Fairfield, such as photographs, scrapbooks, correspondence, and event programs, as well as documentation of their continued engagement with the University community.
• University Publications – The University Archives regularly collects publications produced by various campus entities. Examples include University catalogs, directories, handbooks, student newspapers, literary magazines, and newsletters.
• Campus Event Materials – We collect brochures, programs, posters, and flyers related to academic programs, athletics, art exhibits, and special events. This includes commencement brochures, award ceremonies, performance programs, art exhibition catalogs, and materials from speaker events, academic programs, schools, and specific majors. We also seek to collect photographic and video material related to campus activities, special events and academic programs.
• Memorabilia, Objects, and Textiles – The University Archives selectively accepts three-dimensional objects related to campus life, including memorabilia and apparel, on a case-by-case basis. In some instances, images of objects may be preserved in place of physical items due to space constraints or preservation issues. Examples of memorabilia in our collection include class rings, varsity jackets, trophies, commemorative glassware, and awards.

Instructions for Donors

The University Archives welcomes donations of materials that enhance our understanding of Fairfield University’s history, mission, and development. Contributions from faculty, staff, alumni, and friends of the University have been instrumental in preserving Fairfield’s institutional memory and nurturing a strong sense of community. We invite continued support from our extended University family as we document not only our past, but also the present moment and Fairfield’s unfolding story.

All donation offers are reviewed by the University Archivist and Special Collections Librarian to ensure alignment with the collection policy. If you are considering a donation, please keep the following guidelines in mind:

• Materials must be relevant to the University’s history, mission, teaching, service, and research interests.
• We accept materials in various formats, including digital files; however, acceptance of physical items is subject to space and preservation considerations.
• Materials must be in good condition.
• We typically collect original materials; secondary sources such as published books, periodicals, and photocopies are generally not accepted.
• Donors will be required to provide contact information and sign a donor agreement form.
• In accordance with professional best practices, the University Archives does not appraise donated materials for tax purposes. However, donors will receive an official acknowledgment letter for their contributions.

We respectfully request that prospective donors contact the University Archivist and Special Collections Librarian prior to delivering or mailing materials, as unsolicited donations are not encouraged. This ensures that donations align with our collection priorities and allows us to assist you in navigating the donation process. Should you have any questions or require further information, please do not hesitate to reach out — we are happy to provide guidance and support.

Contact Information

Elise Bochinski, University Archivist and Special Collections Librarian

ebochinski@fairfield.edu

Additional Information

• • Faculty Publications / Alumni Collection - Scholarly and creative monographs published by Fairfield faculty, students and alumni that do not specifically relate to University history are housed within the circulating collection of the DiMenna-Nyselius Library. Alumni and Faculty Publications collections are available on the main floor of the library and can be checked out during library hours.

  • DigitalCommons@Fairfield - Faculty members are encouraged to showcase their scholarship through Fairfield University’s institutional repository, DigitalCommons@Fairfield. Students are encouraged to submit accepted and/or defended theses and dissertations (ETDs) to DigitalCommons@Fairfield, where they become part of a curated and growing collection of student scholarship. For some programs, submission of an officially accepted thesis or dissertation to DigitalCommons@Fairfield is required for graduation. Faculty and students interested in showcasing scholarly work should consult the submission guidelines on the site or contact the DigitalCommons@Fairfield team at digitalcommons@fairfield.edu.     
    Please note: The University Archives also continues to accept physical copies of graduate student theses and dissertations. For information about submission guidelines for bound hardcover copies, please contact the University Archivist.

  • Books - Patrons with questions about donating published materials such as books, encyclopedias, or journals, should consult the library’s Collection Management Policy for guidelines and contact information.

  • Transcript - Transcripts are not maintained by the University Archives. Please direct inquiries to Academic Support and/or the University Registrar through Fairfield University’s Transcript Requests webpage.