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Operations RG.03 This finding aid was produced using ArchivesSpace on January 24, 2019. Describing Archives: A Content Standard The papers of the American Academy in Rome 7 East 60 Street New York, New York 10022 [email protected] URL: http://www.aarome.org Operations RG.03 Table of Contents Summary Information .................................................................................................................................... 3 Scope and Contents ........................................................................................................................................ 3 Arrangement ................................................................................................................................................... 3 Administrative Information ............................................................................................................................ 4 Collection Inventory ....................................................................................................................................... 4 - Page 2 - Operations RG.03 Summary Information Repository: The papers of the American Academy in Rome Title: Operations ID: RG.03 Date [inclusive]: 1895-2018 Physical Description: 209.45 Linear Feet Language of the English Material: ^ Return to Table of Contents Scope and Contents This Record Group is comprised of records that document the functions of the American Academy in Rome (AAR). Records in this group include administrative files that document the daily operations of the Academy; files that document development activities; administrative records related to employment; administrative records for AAR events; financial records; records for AAR's programs, such as the Rome Prize Fellowship or administrative records for AAR's Summer Session; announcements/materials developed to promote AAR; and records from the Publications Program. Notable Sub-Series include the Pre WWII/Post WWII Fellows' files and the Residents' files, which contain documentation collected for each Rome Prize Fellow and AAR Resident. This Record Group is the bulk of the Academy's Institutional Archives. The files are located in AAR's New York offices and in offsite storage. ^ Return to Table of Contents Arrangement Organized into nine Sub-Groups: 1. Administrative and General Files; 2. Development; 3. Employment; 4. Events; 5. Finance; 6. Plant and Planning; 7. Programs; 8. Public Relations; 9. Publications - Page 3- Operations RG.03 ^ Return to Table of Contents Administrative Information Publication Statement The papers of the American Academy in Rome 7 East 60 Street New York, New York 10022 [email protected] URL: http://www.aarome.org Processing Information Please note: This finding aid includes limited descriptions for Events, and descriptions for many of the other Sub-Groups still need to be migrated from a legacy database. Conditions Governing Access The collection is partially restricted. Please contact the Archivist for further information. ^ Return to Table of Contents Collection Inventory Administrative and General Files, 1927-2004 Date [inclusive]: 1927-2004 (approximate) Physical Description: 0.83 Linear Feet 2 Hollinger boxes Scope and Contents This Sub-Group contains information regarding the daily operations of the Academy. Records in this Sub-Group include a variety of materials; however, the majority of the records are Presidents' reports, Director's reports, and reports of the Professor-in-Charge. Other materials include correspondence, background and informational material regarding the Library, labor contracts, resources in Rome, information technology planning, reorganization charts, corporate identity, etc. - Page 4- Operations RG.03 Arrangement Administrative and General Files is organized into two Series: 1. New York; 2. Rome. Conditions Governing Access: Conditions Governing Access The collection is partially restricted. Please contact the Archivist for further information. Development, Dates not yet determined Date [inclusive]: Dates not yet determined Physical Description: 49 Linear Feet 43 full-size Hollinger boxes, 11 half-size Hollinger boxes, 14 letter-size Paige cartons, 35.43 linear feet of records in hanging files. Extent is approximate until the records are processed. Scope and Contents This Sub-Group contains records generated and collected by the Development department at the American Academy in Rome. Arrangement The Development Sub-Group is organized into 4 Series: 1. Administration and Management; 2. Appeals and Fundraising; 3. Grants and Proposals; and 4. Individual Donors and Trusts Conditions Governing Access: Conditions Governing Access The Development Sub-Group is restricted and may only be accessed by AAR staff. Employment, 1973-2007 Date [inclusive]: 1973-2007 (approximate) Physical Description: 2.09 Linear Feet 5 Hollinger boxes Scope and Contents This Sub-Group contains administrative records pertaining to employment at AAR, such as employee position descriptions and position searches. Conditions Governing Access: Conditions Governing Access The Employment Sub-Group is restricted and may only be accessed by AAR staff. Events, 1905-2018 Date [inclusive]: 1905-2018 Physical Description: 11.47 Linear Feet 27 Hollinger boxes and 1 Half Hollinger box Arrangement Folders in the Events Sub-Group are arranged chronologically. - Page 5- Operations RG.03 Scope and Contents The Events Sub-Group contains documentation of events supported by the American Academy in Rome, including events that took place at AAR in Rome, New York, and other locations. Examples of events include the dedication of the Bass Garden at AAR, readings hosted at AAR, programs and events hosted in Rome, symposia, dinners honoring Trustees, Spring concerts, lectures given by Residents and Fellows, exhibitions at AAR, etc. Processing Information: Processing Information Please note: This finding aid includes limited descriptions for Events, as descriptions for most Events need to be migrated from a legacy database. Rome, Italy Title/Description Instances Scharoun Ensemble Berlin: Celebrating 10 Years, 2009-2018, Letter-size 2018 Document Date: 2018 Case 27 Physical Description: 1 Letter-size File Scope and Contents File contains programs from three concerts, which celebrate the 10th anniversary of the Scharoun Ensemble's annual visit and concert series at the American Academy in Rome. There are two different programs in the file: 1) a VIP program from a concert that took place on February 1, 2018; and 2) a program for public concerts that took place February 2-3, 2018. Scharoun Ensemble performed music featuring Rome Prize Fellows in Musical Composition Ashley Fure and Suzanne Farrin and Italian Fellow Federico Gardella, and music from their repertoire by Rome Prize Fellows Lisa Bielawa (2010 Fellow), Martin Brody (2002 Resident), Keeril Makan (2009 Fellow), Paula Matthusen (2015 Fellow), Andrew Norman (2007 Fellow), Paul Rudy (2011 Fellow), and Nina Young (2016 Fellow). ^ Return to Table of Contents Finance, 1894-2016 Date [inclusive]: 1894-2016 (approximate) Physical Description: 6.05 Linear Feet 12 Hollinger boxes, 1 legal-size Hollinger box, 1 half-size Hollinger box, 1 oversize Hollinger box (15.5" x 5" x 12.5") Scope and Contents This Sub-Group consists of the financial records of AAR, which include audits, budgets, endowed and restricted funds, documents related to tax filing status, pension studies and policies, fellowship stipends, income taxes, - Page 6- Operations RG.03 fellowship studies and cost analysis, finance office reorganization, insurance studies, original treasurer books and cash ledgers. Conditions Governing Access: Conditions Governing Access The Finance Sub-Group is restricted and may only be accessed by AAR staff. Plant and Planning, 1910-2000 Date [inclusive]: 1910-2000 (approximate) Physical Description: 7.09 Linear Feet 16 Hollinger boxes and 2 half-size Hollinger boxes Scope and Contents This Sub-Group contains administrative records related to the grounds at AAR. Examples of records in this group include architectural drawings and renderings of AAR buildings in Rome or New York; records pertaining to office moves; records of renovations and preservation efforts; records pertaining to building history; office computing records; records of building acquisitions; landscape restoration plans; etc. Programs, 1895-2016 Date [inclusive]: 1895-2016 Physical Description: 127.28 Linear Feet Biographical / Historical The Programs Department in the New York Office of the American Academy in Rome is responsible for activities relating to the programs of the Academy, particularly those concerning selection and management of Fellows. The Programs staff facilitates the Rome Prize Competition (publicity, processing of applicants, coordination of the Jury process, administering of Fellowship stipends, and the orientation of new Fellows), Classical Summer School programs, and AAR publications. Programs developed its current structure in the 1980s when the Academy expanded its staff. The Executive Secretary managed the administrative affairs of the New York office until 1982 when the Academy hired a Communications Assistant and a Fellowships Assistant. The President and Board of Trustees continuously have reviewed and evaluated the mission and policies of the Programs Department. The competition process has undergone much scrutiny which has resulted in a refinement of the jury system and selection process. For example, in the early years at the Academy, architects,
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