Guide to Records Collections
Paul G. Blazer Library
Records and Special Collections Department Holdings
Kentucky State University’s Records and Special Collections Department is located on the 2nd Floor of Paul G. Blazer Library. It houses the records that document the administrative functioning of the University, its programs and its operations. For questions concerning records, contact, the Director's Office (sheila.stuckey@kysu.edu) at 502-597-6862.
The operating hours are Monday – Friday 8:00 a.m. – 5:00 p.m.
All of the records located in the Records and Special Collections Department are listed on the State University Model Records Retention Schedule, which applies to Kentucky’s public universities and to KCTCS institutions. The records in our department fall under the State University Model Records Retention Schedule sections, which are as follows:
Retention Schedule Series Numbers
| Series Numbers | Records |
|---|---|
| U0100's | Miscellaneous |
| U0200's | Fiscal |
| U0300's | Awards Committees |
| U0400's | Student/Course Records |
| U0500's | Libraries/Archives/ Museums |
| U0600's | Personnel/Payroll |
| U0700's | Buildings/Grounds/ Physical Plant |
| U0800's | Housing |
| U0900's | Athletics |
| U1100's | Catering |
| U1200's | Bookstore |
| U1300's | Campus Police |
| U1500's | Financial Aid |
| U1603 | Real Property |
| U1700's | Medical Facilities |
| 11800's | Sponsored Programs |
| U2000 | Legal |
| U2100's | Electronic and Related Records |
| U2200 | Development Office |
Our Holdings include:
Correspondence (Official)
Operating Manuals
Minutes of policy-making bodies
Photographs (We have photos in the Atwood Collection, KSU photos are available in Jackson Hall at CESKAA)
Press Releases
Publications (KSU Publications: Yearbooks, Catalogs, Newspapers, etc.)
Annual or Summary Reports
Reports (Special Studies, Research Projects)
Speeches/Papers on behalf of the University
KY State Agency/University Cooperative Publications (For state agency funded
university research projects/programs for which publications are produced)
Theses/Dissertations
Videotapes (Documenting University activities)
Policies and Procedures
Records Transmittal File
Microfilm Quality Evaluation Form
Records Destruction Certificate File
Records Transmittal File
Maps
Friends Organization
University Operating Budget
Budget and Audit Work Papers
Annual Financial Reports
Bond Documentation File
Capital Construction Disbursements and Receipts File Ledgers/Journals
Awards Committee Records
Award Nominee Files
Award Presentation Materials
Award Winning Works
Student Academic Performance File
Applications/Authorization for Graduation File
Class Schedules (Institutional record copy)
Grade Sheets (Class Lists)
Graduation Lists
Student File
Student Government Files
Student Awards and Honors
Student Organization Files
Friends of the Library Records
Accession Records
Deaccession Records
Appraisal Records
Collection Management Records
Job Classification Files
Master Personnel File
Retirement Reports
Blueprint, Plans and Specifications for Buildings, Grounds, Landscapes File
Capital Construction/Building File
Catastrophic Injury Insurance Records
Playbooks and Related Records
Game Statistics Records
Individual Athletic Competition Records
Individual Athletic Competition Records
Property Files
Donor/Endowment Records
*In addition to the records listed as permanent on the State Model Records Retention Schedule, the Records and Special Collection Department houses:
The Rufus B. Atwood Collection. ca. 1908 – 1965
Rufus B. Atwood was president of Kentucky State from 1929 to 1962, but the collection includes information through the early years of President Hill’s administration. A newspaper scrapbook or clipping series and a photographic series covering events, activities and people connected with Kentucky State makes up the major portion of the collection. The remainder includes speeches, correspondence, reports and legislative material. Approximately 33 c.f. Located at Blazer Library. We also have the graduation collages (graduation photos of the Atwood years) available online at http://kysu.edu/academics/library/records-management/graduation-collages/.