Frequently Asked Questions
... and our answers.
Who can use the Heidelberg University Archives’ services?
The Heidelberg University Archives are a public institution, so everyone interested may use their services. The main purpose, however, is to support academic studies, teaching, and research. Additionally, they collect administrative documents.
Documents stored at our archives can only be accessed in the reading room on site. In this regard, if you have a specific enquiry, let us know in writing by letter, fax or e-mail and we will then get back to you in the same way.
Is there any car park nearby?
Unfortunately, free parking is not available in the immediate vicinity. We recommend you to use the multi-storey car parks nearby, which are easily accessible. You can choose between the P6 (Kaufhaus Kraus), P7 (Kaufhof), P9 (Friedrich-Ebert-Anlage/Plöck), and P 10 (Friedrich-Ebert-Platz) car park. Just follow the signs in the city centre for directions.
Where to find us: local map.
What kind of documents can you find at our archives?
Given they are of constant value, all documents belonging to the university and its institutions are stored, preserved and made accessible at the university’s archives. Accordingly, the archives keep important charters, files, registers, account books as well as various items, such as photographs, seals, flyers and more. Our oldest holdings reach back to the 13th/14th century.
Our reference library contains basic literature on the history of Heidelberg University and is freely accessible to anyone interested. However, please be aware that our books and archival material cannot be loaned to the public.
Can I get a Certificate of University Studies at the archives?
Yes, you can. We need you to make an enquiry in writing (preferably by letter with a stamped self-addressed envelope enclosed) including your surname (maiden name if applicable), first name, date and place of birth as well as an indication of the period you were studying at Heidelberg University. Please tell us where you would like us to send the certificate to (e.g. your home address or an insurance company).
Can I take a look at the archives’ records online?
Unfortunately, as for our originals this is not possible to date; nevertheless, on our website you will find a summary of records as well as several finding aids. We are constantly working on completing these online finding aids so you can read up on our records before you come by. Once you have found what you are looking for, please let us know by letter or e-mail the item’s detailed reference number as well as the date you are planning to come by;
e.g. http://www.uni-heidelberg.de/organe/uar/bestand/files/Engisch.html
Beispiel für die Zitierweise: => Rep 141/5
Do I have to make an appointment when I would like to use the archives?
Generally, you can use the archives’ services without making an appointment. Please take note of our opening hours, which can be found on our website. As our records need to be fetched from our depot before they can be examined in the reading room, you can spare yourself a lot of waiting time by telling us in advance what archival documents you need.
How can I prepare for a visit at the archives?
It helps when you give us precise information about the topic of your research because then we can give you better counselling. This largely enhances your chances that we can provide you with the right documents. Moreover, it helps considerably when you collect as much information as possible, e. g. the most relevant literature, before you visit us.
Do I get charged for using the archives’ services?
Basically, the Heidelberg University Archives’ services are free of charge. This includes counselling and access to our finding aids. However, in accordance with our scale of fees we will charge you for exceptionally time consuming research as well as all expenses incurred (e. g. scans, photocopies etc.).
Am I allowed to make photocopies / scans of archived documents by myself?
Provided the items concerned are not at risk of being damaged in the copying process, and that no copyright or third party’s privacy gets infringed, only our staff are entitled to make copies of books or archived material.
Is it allowed to take photographs of archived material?
Provided no copyright or privacy is infringed we can take photographs on demand. This service is subject to fees. You may take photographs with your own camera by special arrangement with us; please note that you will be charged for this service.
Are there any restrictions on the access to or use of records?
Both reasons of preservation as well as the law can interfere with your usage of our records. Generally, administrative documents become accessible to the public after a period of 30 years. There is a ten year retention period before personal material about deceased people may be accessed. If you would like to take a look at any documents relating to a person that is still alive you will have to get their permission first.
Can I use my laptop in the reading room?
Yes, you can.
How am I supposed to handle archived material?
No food or drinks may be taken into the archives’ reading room or offices and, of course, smoking is prohibited, as well. Although it is impossible to guarantee an utterly quiet working experience, we ask all our users to do their best for a nice and quiet atmosphere by keeping the noise level to a minimum.
It is not allowed to take notes into archival documents, to use them as blotting pads, to trace their contents or the like. Moreover, archival materials must be handled with care, ordered in exactly the same way as they were before, and may not be altered in the slightest.
One last piece of advice!
Do not forget to take short notes on all reference numbers and titles of the documents you work with. It is quite likely these notes turn out useful at some point.
