Access Policies

BOARD OF TRUSTEES 

Records of the Board of Trustees (including, but not limited to, meeting minutes, committee reports, and correspondence) are restricted for 50 years from the date of creation, with the exception of trustee biographical files, which are restricted for 75 years from the date of creation. Selected records may have additional restrictions placed upon them at the discretion of the Secretary of the Board of Trustees.

Access to restricted records

All requests for access to restricted Board of Trustees records should be directed to the Secretary of the Board. Following approval from the Secretary of the Board, arrangements will be made with the Archivist & Special Collections Librarian to provide access to the restricted records in the Archives & Special Collections. Restricted records may be duplicated and published only with the permission of the Secretary of the Board. Records of the Board of Trustees, regardless of date, are open to current members of the Board and the Office of the President.

Access to unrestricted records

Unrestricted records of the Board of Trustees are available in the Archives & Special Collections and requests to view these records should be directed to the Archivist & Special Collections Librarian. Researchers can view unrestricted records during the Archives & Special Collections open hours or by appointment. Unrestricted records may be duplicated and published only with the permission of the Secretary of the Board.

OFFICE OF THE PRESIDENT

Records of the Office of the President are restricted until the 20th anniversary of the date on which the past president left office, or until his or her death, whichever occurs later. The Director of the Office of the President or incumbent president will consult with past presidents on the advisability of making an exception to this access policy. Exceptions to this policy will be made only under compelling circumstances and with the agreement of the incumbent President. Selected documents may have additional restrictions placed upon them at the discretion of the Office of the President.

Access to restricted records

All requests for access to restricted records from the Office of the President should be directed to the Director of the Office of the President. Following approval from the Director, arrangements will be made with the Archivist & Special Collections Librarian to provide access to the restricted records in the Archives & Special Collections. Restricted records may be duplicated and published only with the permission of the Director of the Office of the President. Records of the Office of the President, regardless of date, are open to current staff members in the Office of the President.

Access to unrestricted records

Access to unrestricted records from the Office of the President are available in the Archives & Special Collections and requests to view these records should be directed to the Archivist & Special Collections Librarian. Researchers can view unrestricted records during the Archives & Special Collections open hours or by appointment. Unrestricted records may be duplicated and published with the permission of the Archivist & Special Collections Librarian.

OFFICE OF THE PROVOST

Records of the Provost's office and its related departments are restricted for 20 years from the date of creation. Selected records may have additional restrictions placed upon them at the discretion of the Provost or Associate Deans’, in consultation with appropriate department heads. This record group contains the records of the following offices, including those which report to the Provost and Associate Deans’:

  • Office of the Provost
  • Office of the Associate Deans
  • Academic Advising
  • Academic Departments 
  • Athletics Department
  • Center for Writing, Learning and Teaching
  • Office of Diversity and Inclusion
  • Experiential Learning and Civic Scholarship
  • International Programs
  • Institutional Research
  • Library
  • Registrar’s Office
  • Student Accessibility & Accommodation

Access to restricted records

All requests for access to restricted records should be directed to the Assistant to the Provost, who will route the request to the appropriate persons for approval. Following approval from the Assistant to the Provost, arrangements will be made with the Archivist & Special Collections Librarian to provide access to the restricted records in the Archives & Special Collections. Permission to examine does not imply the right to duplicate or publish any part of a document. Records are always open to staff in the offices in which they were created and to the Office of the Provost and Associate Deans’, regardless of date.

Access to unrestricted records

Unrestricted records are available in the Archives & Special Collections and requests to view these records should be directed to the Archivist & Special Collections Librarian. Researchers can view unrestricted records during the Archives & Special Collections open hours or by appointment. Unrestricted records may be duplicated and published with the permission of the Archivist & Special Collections Librarian.

If you have any questions about any of these access policies, please contact the Archivist & Special Collections Librarian at archives@pugetsound.edu