Forms for Researchers & Depositors

An essential part of the Archive’s mission is to preserve sound and audiovisual recordings in the field of ethnomusicology for future generations. To help us realize this goal – and to facilitate the proper documentation of materials deposited into the Archive – we are providing the following forms.  All forms are provided in PDF and MS Word (.doc) formats.

  1. Depositor Information Form [ PDF ] [ DOC ]

    Collectors and/or depositors use this form to record information about themselves and their collections/deposits when depositing materials into the Archive.

  2. Depositor Consent Form [ PDF ] [ DOC ]

    Fill out and sign this form when depositing materials into the Archive.

  3. Media Description Form [ PDF ] [ DOC ]

    Use this form to describe each piece of physical recording media (reel of tape, videocassette, CD, etc.) recorded or collected during the fieldwork process.

  4. Item Level Description Form [ PDF ] [ DOC ]

    Use this form to describe each content item (e.g. interview, song, ritual, etc.) in the deposited collection.  This form may be completed when out in the field or when depositing materials in the Archive.

  5. Participant Information Form [ PDF ] [ DOC ]

    Use this form to record information about participants who contribute to a fieldwork project. This form may be completed when out in the field or when depositing materials in the Archive.

  6. Participant Consent Form [ PDF ] [ DOC ]

    Fill out this form and (if applicable) have the individual participant sign below. This form should be completed and signed by participants when the collector is out in the field.

  7. Deed of Gift

    Fill out and sign this form when depositing items or a new collection in the Archive, or when depositing new materials to be added to an existing collection.  Choose the appropriate version of the Deed of Gift:

  8. (I) Deed of Gift, Granting Copyright [ PDF ] [ DOC ]
    Use when you own the copyright to all contents being deposited, and would like to deed that copyright to the University of California.

    (II) Deed of Gift, Retaining Copyright [ PDF ] [ DOC ]
    Use when you own the copyright to all contents being deposited, and would like to retain that copyright while deeding the physical collection, along with perpetual and nonexclusive usage rights, to the University of California.

    (III) Deed of Gift, No Copyright Owned [ PDF ] [ DOC ]
    Use when you do not own copyright to any contents being deposited.

    (IV) Deed of Gift, Mixed Materials [ PDF ] [ DOC ]
    Use for collections including materials with varying copyright statuses.

  9. Statement of Value [ PDF ] [ DOC ]

    If you plan to claim a tax deduction for the donation of materials to the Archive, you must fill out and submit this form.  For collections valued over $5,000 an independent appraisal must be attached.  Archive staff are not able to provide this appraisal, but can help you locate another appropriate source.