The Irwin S. Chanin School of Architecture Archive Student Work Documentation and Collection Policy
Updated May 2012
END OF THE YEAR SHOW– STUDENT WORK SUBMISSIONS
In order to streamline the return of your work from the End of Year Show, please organize your models and drawings and models in the following manner when submitting them for inclusion in the exhibition:
- Whenever possible, drawings should be stored flat, in a portfolio. If they are very long, we suggest rolling them in a tube, not loose. Portfolios and tubes should be clearly identified with your name, Design Studio, semester and year.
- On the reverse side of each drawing, label the right corner with your name, the Design Studio name, semester and year (example: Smith, John ARCH 121 Fall 2011. ALSO—draw an arrow pointing up to designate the proper orientation for the drawing. Please remove all masking tape, etc. from your drawings.
- If your drawings are rolled, please enclose them with a piece of paper around the center of the roll, secured with artist tape.
- The base of each model should also be marked with your name, Design Studio, semester and year.
END OF THE YEAR SHOW – STUDENT WORK DOCUMENTATION AND RETURNS – **NEW POLICY CHANGE: EFFECTIVE MAY 2012**
Beginning May 2012, the following changes will be implemented regarding the handling of models and drawings left behind at the end of the academic year:
- Any work not included in the exhibition must be removed from the large studio (Room 330) or elsewhere by 5pm on Friday, May 25. After that, anything left behind will be discarded. If you are not available to remove your work, please make arrangements for a fellow student to do this.
- Any work found in the large studio (or elsewhere) that pertains to an academic year prior to 2011-12 will be discarded, regardless of the May 25 deadline.
- If your work was included in the exhibition, you will be contacted by the Archive to pick up your drawings and models in June and July. All materials from the exhibition must be removed from the building by 5pm on Thursday, August 2. Again, if you are not available, please arrange for a student, family member or friend to do this. The Archive will provide passes for these individuals to enter the building, as needed. Any work left behind after the August 2 deadline will be discarded in order to properly prepare for the new academic year.
- Each summer, the Archive documents some of the work exhibited in the End of Year Show, as selected by the faculty. For those projects selected, students will be contacted by Pat McElnea, the Archive’s Collections Assistant, for project texts, digital drawing files, or to make a model photography appointment.
- If you are not in New York over the summer, you will be given the opportunity to provide the Archive with the requested materials via email or Dropbox. Texts should be submitted as Microsoft Word documents. Image files submitted must be of high enough quality for potential publication (300dpi at a general size of 8 x 10 or larger). The Archive prefers tiff and pdf file formats. If your drawings were made using CAD, please convert them before submitting.
- Digital files submitted should be organized into folders by type (Study Sketches, Final Drawings, Model Photos, etc.), and clearly named (Smith, Jane 111 Fall 2011 D_01 (…D_02, D_03 for multiple drawings); Smith, Jane 111 Fall 2011 M_01 (…M_02, M_03) for folders containing multiple photos of the same model). Please refer to the image below as a naming guide:
- When submitting your work to the Archive, you will also be asked to complete a copyright release form. This will allow the School of Architecture to feature your work on Cooper Union’s website, in print, etc.
In recent years, managing the storage and return of student work over the summer has become very time intensive and expensive. We need everyone’s cooperation in retrieving work in a timely manner, in order to direct the Archive’s limited resources to exhibitions and publications. Please give this issue your serious attention.
IT IS EACH STUDENT’S RESPONSIBILITY TO PICK UP HIS / HER WORK BEFORE THE START OF THE NEW ACADEMIC YEAR. PLEASE MAKE PLANS TO REMOVE YOUR WORK BY AUGUST 2. THE ARCHIVE CANNOT BE RESPONSIBLE FOR ANY WORK LEFT AT THE SCHOOL AFTER THAT DATE.
GENERAL GUIDELINES FOR CARE OF WORK DURING THE ACADEMIC YEAR
- Keep drawings flat in a portfolio. If they are too large, roll and store them in tubes. Use a sheet of paper rolled and taped around the outside to hold the roll together. Make sure to remove any tape on the back of your drawings before storing them.
- Refrain from sticking masking tape to drawings, as it tends to discolor and leave a sticky residue. If you need to use masking tape to hang work, remove it promptly. We recommend that you use archival artist tape instead.
- If your drawing tears or becomes damaged in some way, consult with Archive for the best way to repair it.
- Keep sketches, study models, etc. so that you can chart the process of each project.
- The School of Architecture Computer Studio has photo equipment that you may use to document your own work over the course of the semester. Make sure to keep track of your work and document it for portfolio purposes.
- At the outset of each spring semester, the Archive will provide storage for models completed in the prior semester at 41 Cooper Square. You will be contacted in January and provided a schedule of intake dates and times.
The Archive will acquire, document and retain any reproductions of significant architectural works that faculty members feel is of importance to add to the existing blueprint collection. This usually occurs when students are given Design Studio or Building Technology analysis projects. Arrangements can also be made for the donation, reproduction or purchase of blueprints, should a student have a request for a particular building not currently in the Archive’s holdings.
The office periodically receives queries regarding the possible donation of other materials to augment its holdings. Each offer is evaluated with regard to its relevance to the Archive’s existing collections and the physical restraints of the office. It is not possible for the Archive to accept every donation offered.