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Student Work Documentation

Architecture Archive Student Work Documentation and Collection Policy
Updated December 2017

ARCHIVE SUBMISSION GUIDELINES
Each semester, faculty select work from all design studios and some project-based courses for inclusion in the Archive’s Student Work Collection. If your work has been selected you will be notified by the Archive. Your models and hand drawings will be photographed by Archive staff at the close of the fall semester / the close of the End-of-Year-Exhibition. You will be asked to submit your work according to the following guidelines:

1.  Descriptive Text
•    Provide a brief text (250-300 words) describing your final project. The text can summarize 
      your final assignment, but it should focus on your approach to addressing the assignment.
•    The text should begin with a header that includes your name, project title, and the academic
      year, semester, course name and course faculty. For example:

                                John Connors
                                A House for an Anthropologist
                                ARCH 121 2016-17 Fall, Professor Smith

•    The text should be submitted as a Word (DOCX) or Adobe (PDF) file.

2.  Digital Media
•    If any of your final drawings for the semester are digital, please provide the Archive with these
      files. You may also submit supplemental digital files documenting your research, design
      process, etc. if you feel they’re critical to understanding your final project. To make work
      submission as easy as possible, the Archive will email you a Google form to fill out with basic
      project information. This will include an upload link for the requested content. All project files
      and subfolders must reside in a single, compressed folder, so the upload is completed in zip
      format.

      Individual File Formats
•    All image files should be formatted either as PDFs, TIFs, or JPGs. TIFs are preferred.
•    Digital moving image and/or audio files may also be submitted preferably as MOV, AVI, QT or
      WAV files.
•    Formats that require design software to open (.dwg, .ai, 3-D extensions) will not be accepted.
•    All files representing final work should be a minimum of 300 ppi at approximately 11" x 17"
      or larger.
•    All files should be uncompressed 8 bit RGB or grayscale.

      Individual File Organization
•    Files should be organized into subfolders by type (e.g. Site Study, Final Drawings, Model
      Photos, etc.).
•    File and folder names should be brief. The host folder for your project should include your
      name, course number, semester and year (e.g. SmithJane_ARCH_121_2017-18_Fall).
•    If there is a sequence to images within a subfolder, number them accordingly.
•    File names should correspond to brief captions (01_Plan, 02_Elevation, 03_Section, etc.).
•    In general, please name and organize your files in a clear, common-sense, hierarchical
      manner that facilitates archiving, for example:

File Organization

3.  Portfolio Pages
•    If your current portfolio documents the project that’s being archived, please submit this
      documentation. This is not required, but it’s very helpful as a tool for understanding how your
      project images relate to one another, and it will help the archive publish / represent your work
      in the future.

4.  Physical Media
•    At the close of the fall semester, critical models and hand drawings of your project will be
      collected by the Archive, to be documented by the Archive over the winter break. It is
      imperative that you bring these materials to the Archive prior to leaving for the break. Your
      work will be returned to you at the outset of the spring semester. Spring semester models and
      hand drawings will be documented by the Archive in the first two weeks after the End-of-Year-
      Exhibition closes.

5.  Copyright Release Form
•    If you have not yet completed a copyright release form, the Archive will request that you do
      so. This form will allow Cooper Union to use your work for educational and promotional
      purposes, including online and print publication. Please note that you are not relinquishing
      copyright to your work. You are providing the school with rights to publish your work.

6.  Submitting Files
•    Digital media can be submitted via the Google form / file upload provided by the Archive. If
      that process does not work, the Archive will alternately accept work in the following formats:
•    Via a shared folder on Google Drive or Dropbox
•    On an external drive delivered in person to the Archive
•    Please submit your files to the Archive’s Collections Assistant, Chris Dierks
      (chris.dierks@cooper.edu)

END-OF-THE-YEAR EXHIBITION SUBMISSION GUIDELINES
At the end of each academic year, the School of Architecture exhibits student work from the previous fall and spring semesters on the 1st, 2nd and 3rd floors of the Foundation Building. If you work is included in the exhibition, please observe the following guidelines:

•    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 (e.g.: Smith, John ARCH 121 Fall 2011). The base of your model(s)
      should also be similarly identified.
•    Draw an arrow pointing up to designate the proper orientation for your drawings. Please
      remove all masking tape, etc. from your drawings.
•    If your drawings are rolled, please enclose them with a labelled piece of paper around the
       center of the roll, secured with artist tape.
 
RETRIEVING EXHIBITION MATERIAL
•    At the end of the spring semester, all students will be notified of a final deadline by which
      EOYS work must be retrieved. Please take this deadline into consideration when planning
      your summer schedule and activities. Due to the intended use of the entire third floor for
      summer program purposes, work will need to be picked up in early July.
•    After the End-of-the-Year Exhibition (EOYS) closes, student work that is not being
      documented for the Archive will be temporarily stored in the 3rd floor lobby of the Foundation
      Building.
•    If your project is being documented by the Archive, that will take place in the two weeks
      immediately following the close of the exhibition.
•    All work from the exhibition will be available for return two weeks after the exhibition closes.
      All students will be notified about deadline work pickup before the close of the spring
      semester. The Archive will not send reminders to individual students.
•    If you are not present to retrieve your work yourself, please find a classmate, friend or family
      member who can retrieve it for you. If you need access to the Foundation Building after
      hours, Archive staff will provide you with a building pass.
•    No extension requests will be granted; any work remaining in the lobby after the deadline will
      be discarded.

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 track your process for 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 for portfolio purposes.

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