The KOOP Archival Collection is built on the incredible contributions of former volunteers, staff, and dedicated listeners. We’re always excited to receive new donations and truly appreciate your interest. The guidelines below are here to help explain how the donation process works—but every item is unique, and no single policy can cover every situation. Think of this as the starting point for a conversation between you and the Munday Library. If, after reading through the guidelines, you think your item(s) might be a good fit, please fill out this form. You may also contact us at archives@stedwards.edu or 512-428-1047.

What We Are Looking For:

Here’s a general idea of the kinds of things we’d love to add to the KOOP Archives—but don’t worry, this isn’t a complete list. If you’re not sure whether something fits, just ask archives@stedwards.edu !

• Anything (physical or digital) that helps tell the story of KOOP Radio—its people, its shows, and its community

• Meeting notes or minutes from KOOP gatherings

• Stuff from events: posters, flyers, programs, etc.

• Promotional materials for KOOP or specific shows

• Recordings of special broadcasts—like a show’s debut or finale, coverage of big events, or interviews with notable guests

• Photos of KOOP folks or KOOP events

Quick Note: We typically only need one copy of each item—so no need to bring duplicates.

FAQ:

Can I just drop off a box of stuff?

Not without talking to the archivist (archives@stedwards.edu) first. We want to make sure it's a good fit for our collection before accepting the items. In most cases, there is also some brief paperwork to sign.

Once I've donated items, can I come see them at the library?

Yes. Donors may view any items in the KOOP Collection during the Library's normal business hours -- consistent with the Library's practices and procedures governing access by the general public. 

Will other people be allowed to see the items I donate?

Yes. The Library does not accept donations of items that can not be made available to anyone who wishes to see them for research or recreational purposes. The purpose of the Collection is to share as many pieces of KOOP's history with as many people as possible. In rare cases, if items in your collection contain sensitive information, restrictions can be placed on who has access to those specific items and when.

After I donate, can I borrow my items back?

No, once the items are transferred to the Library they are considered archival materials and archival materials are not available for individual check out. This is to keep them safe and preserved for future generations.

Will you digitize my items and send them to me?

Upon request, in most cases, yes, the Library is able to digitize selected pieces from a collection. Donors may obtain digital reproductions of materials in the Collection from the Library subject to the same Institutional practices and procedures that govern the general public. Not all donated items are included in digital exhibits, but some are, and this is often decided on a case-by-case basis.

If there's something I donate that the Library ends up not wanting, what happens to it?

That will depend on the terms agreed upon at the time of donation. Most donors elect to have the item(s) returned or handled in accordance with standard Library discard policies.

Will this collection be at SEU forever?

It is the intention of Munday Library to maintain the KOOP Collection in perpetuity. In the extremely unlikely event that the university deaccessioned this collection, all items in it would be returned to KOOP.

OK, Cool, Yeah, I Want to Donate -- Now What?:

• Review this page to see if your items seem like a good fit. If so, make note of any questions you have.

• Gather all of the materials into one location. 

• Be sure you have the full legal right to donate the materials. 

• Fill out this form and the archivist at Munday Library will respond to you within 2 business days.

Mission:

The St. Edward’s University Munday Library Archives and Special Collections exist to collect, preserve, and provide access to the unique materials that document the history of the St. Edward’s University and its various associated institutions and activities. Additionally, it collects materials on relevant topics in Texas history and other items that enhance the educational opportunities of the St. Edward’s community and serve the greater Austin area’s historical needs.

The Fine Print :

The Munday Library at St. Edward’s University welcomes the donation of materials that will enhance its collections. The acceptance of gifts is contingent upon the appropriateness of the gift to the Archives and Special Collections, donor restrictions, the availability of space, and the cost of preservation supplies. The Munday Library does not accept the gift of materials without the completion of a Donation Agreement form. The mission of the Library is to share materials as widely as possible; for that reason, donors are asked to transfer any copyright they hold on the materials to St. Edward’s University, in addition to full physical control of the materials. Generally speaking, The Munday Library is unable to accept materials to which it cannot own full rights. The transfer of these rights is complete after the Donation Agreement is signed by both parties. The Library does not accept materials on loan, nor does it accept materials that will never be made available to the public. The Library will consider restricting access to parts of a collection for reasonable periods of time only in the event that such restrictions are needed to protect the privacy of persons still alive. Other special conditions may be specified by the donor in the Donation Agreement, but the Munday Library may refuse any donation in which it deems the conditions of use to be overly restrictive. The Munday Library reserves the right to accept or reject gifts, in whole or in part. The Library also reserves the right to dispose of unwanted portions of a gift when they do not meet the scope of materials collected. In these cases, the discarded items may be returned to the original donor, transferred to a more appropriate library/archive, or otherwise handled according to the deaccessioning policy of the Library. The disposal method of discarded materials will be agreed on by both parties in the Donation Agreement. The Library also reserves the right to decline gifts for the following reasons: inability of the Library to provide suitable space, staffing, or supplies to preserve the materials or make the collection available to the public; the collection contains materials that do not fit within the scope of the Archives or Special Collections; the collection contains materials that can be found in other archives or libraries (ex. newspapers, books, court records, and other public documents). This include may include photocopies of materials in the possession of another archive or library; the collection contains items irreparably damaged by insects or mold; the collection contains materials in which the donor’s ownership is in question or is disputed. Donors may examine the materials that they have donated, and, if so desired, can be given a copy of any inventories, finding aids, or other research materials produced by the Library about the donated materials.