Frequently Asked Questions (FAQs)
These FAQs provide a high-level guide to UBC Archives services, including UBC’s institutional history, genealogy research, access to archival records, digitized collections, and awards information. They also outline how to search and cite archival materials, understand archival terminology, manage records, and donate physical or digital records to the University Archives.
FAQ – History of UBC
When was the University of British Columbia established?
The University of British Columbia was established by the University Act in 1908. Convocation’s first meeting was in 1912, and classes began at the Fairview campus in 1915. The Point Grey campus opened in 1925, and UBC-Okanagan opened in 2005. [Link to timeline]
How can I determine the founding date of a faculty, department, or program at UBC?
To establish the founding date of a faculty at UBC, you can refer to the list of deans, which provides clues. For departments, programs, institutes, etc., you can determine their founding dates by consulting past issues of the University Calendar.
Where can I find information about the construction of buildings at UBC?
Visit our UBC Buildings webpage for construction dates. Additional details on UBC buildings can be found in the Thompson, Berwick, Pratt & Partners fonds, the architectural firm responsible for UBC’s construction.
What is the height and construction date of the clock tower situated in front of the Main Library?
The Leon Ladner Bell Tower, named after a university supporter, stands at 140 feet tall in front of the Main Library. Completed in 1969.
What was the Great Trek?
The Pilgrimage, later known as the Great Trek (coined about 25 years later), was a large student protest on October 28, 1922, sparked by overcrowded lecture halls and insufficient facilities during UBC’s early years.
Where can I find historical enrolment figures?
Please see this blog post on Student Enrolment Figures for details. More detailed information such as a break-down by faulty can be found in UBC Calendars.
FAQ – Genealogy
How to I find information on a family member who attended UBC?
To find information on a family member who attended UBC:
- Search the Totem Yearbook (1915-1965) and early University Calendar editions (to 1949) for student listings.
- Consult the Ubyssey student newspaper for genealogical details.
- Explore historical graduation programs on the Graduation website, from Spring 1916 onwards.
- Review the Department of Athletics & Recreation fonds for photographs of UBC Thunderbirds teams and individuals, these images are not digitized and only available for viewing in the reading room.
- For more recent information on students, please contact UBC Student Services.
FAQ – General
Can I obtain my academic transcript from UBC Archives?
The University Archives does not provide transcripts or other official academic information — such enquiries should be directed to UBC Student Services through their online form or by phone (604) 822-9836.
I am not a student, faculty, or staff member. Can I still consult UBC Archives material?
Yes, researchers without a UBC or Alumni card can register for a free patron card. You may register for a free patron card onsite or prior to arriving in the reading room. Please bring a piece of photo identification with you.
How do I search records at the UBC Archives?
You can search our Access to Memory (AtoM) Database to browse our finding aids for archival material.
What is Access to Memory (AtoM)?
Access to Memory (AtoM), developed by Artefactual Systems, is an open source, web-based collections management software.
What are institutional records?
Institutional records at public institutions like UBC encompass administrative, academic, student, financial, personnel, research, and operational records. They are governed by British Columbia’s Freedom of Information and Protection of Privacy Act. Therefore, requesting institutional records from UBC means that a review must take place before they are made available.
What is British Columbia’s Freedom of information and Protection of Privacy Act?
In British Columbia, your information and privacy rights are protected by law. The Freedom of Information and Protection of Privacy Act is an Act of the Legislative Assembly of British Columbia governing information privacy in the public sector. It is commonly abbreviated “FIPPA” or “FOIPPA”.
How long do we have to keep our records in our UBC Department?
Our colleagues in Records Management have created a Records Retention Schedule for the University that includes the records that may be destroyed and the records that should be sent to the archives. More information on training and services offered can be found on the Records Management website.
How do I cite archival material?
At a minimum, all citations should include the title, identifier, fonds/collection name, and repository of whatever material you are citing. Please see Rare Books and Special Collection (RBSC) lib guide on citing archival materials for more information.
How can I support the work of the University Archives?
Please see the following link to Friends of University Archives.
FAQ – Digitized Collections (Photographs, Audio, Audiovisual)
How do if find historical images of UBC?
First, see our photographs collection in UBC Archives Photograph Collection in Open Collections. If what you are looking for is not there, check our finding aids, where photographs that have not yet been digitized are often listed.
Does the archives have any historical digitized film or audio related to UBC?
Please see the UBC Archives Audio Recordings Collection and the UBC Archives Video & Film Collection in Open Collections.
Where can I locate a video recording of my UBC graduation ceremony?
You can search historical UBC congregation video in our UBC Congregation Video Collection.
Do you have recordings or transcripts of Vancouver Institute lectures?
Yes, please find them in UBC Library Open Collections, Vancouver Institute Lectures.
FAQ – Honorary Degree Recipients & President’s Award Winners
Where can I find a list of UBC’s Honorary Degree recipients?
A list of honorary degree recipients can be found on our website.
Where can I find a list of President’s Service Award for Excellence Winners?
A list of awardees can be found on the Focus on People website, from 1991-present.
FAQ – Donating Archival Records to UBC Archives
As a former faculty member, alum, or student organization member, I’m considering contributing my records to the archives.
We would be delighted to talk to you about potentially acquiring your records. Please provide your relationship to UBC, some biographical details, and the extent/types of records you possess e.g., paper, email etc. You can contact us through our web form.
As a representative of a UBC department with archival records, how do we organize a transfer?
Please contact us, so we can discuss the transfer of the archival records to the archives. Please include an estimate of extent e.g., the number of boxes, Gigabytes, Terabytes etc. If you are unsure about any records, we would also be happy to discuss these further with you.
Can you archive my personal or department website?
Yes. Please contact us to discuss further.
FAQ – Archives Terminology
Fonds
“Fonds,” originating from French archival practice, denotes the natural accumulation of records by individuals, families, or organizations in their routine operations, preserved for future reference or as evidence of the creator’s roles and responsibilities. (SAA Glossary)
Collection
In contrast to the natural accumulation of records in a fonds, a collection consists of materials gathered by individuals, organizations, or repositories from diverse sources, essentially forming an artificial aggregation of records. (SAA Glossary)
Series
A series refers to a set of records within a fonds or collection, organized together based on their relevance to a specific function of the creator. In simpler terms, these records are grouped together because they were created, used and received during the same activity or process. (SAA Glossary)
Original Order
Original order is the organization and sequence of records as established by the original creator. (SAA Glossary)