Procedures for Ordering Services

This webpage will be routinely updated, please check back often for updated information and answers to commonly asked questions about Arizona State Museum’s new fee structure, services, Request Quote for Services website, and forms. If you have a question that is not answered on the ASM website, please contact ASM staff and ask us! (Last Updated 1 July 2018)

What is changing with Arizona State Museum's (ASM's) Mandated Programs Unit?

  • All services offered by ASM must be requested through the ASM Request Quote for Services website: https://uavpr.arizona.edu/ASM/quoterequest/index.php
  • A new Schedule of Mandated Cultural Resource Management Service Rates and Fees. Click here for more information.
  • All payments are handled by the University of Arizona Research, Discovery & Innovation Business Center (RDIBC).
  • ASM now offers expedited services for Burial Agreements, Permits, Repository Agreements (Collection Survey, Monitoring, Testing/Excavation) for projects to be curated at ASM, and Cultural Resource Summary Letter for Non-archaeologists.
  • Forms have been updated to streamline processing times to fulfill requested services. Visit the ASM website for updated forms. Only updated forms will be accepted by ASM staff to fulfill requested services. Any services requested after July 1, 2018 will need to be requested through the ASM Request Quote for Services website, and the new accompanying forms submitted to the appropriate ASM staff member.

What things are the same at ASM?

  • ASM implements the Arizona Antiquities Act. All the old rules are in effect, most of the same forms, and a few new ones.
  • ASM does not charge for permits. If a client needs a permit sooner than 30 days, then an expedited service can be requested, for a fee.
  • With a few exceptions, Arizona Antiquities Act Permit applications and documents need to be mailed to the Arizona State Museum as hard copies. Be sure to read the “Please Note:” section at the end of each form for reminders on submission guidelines.
  • Even though ASM is using the ASM Request Quote for Services website to initiate a service request, most services require a form for ASM staff to either estimate a quote (i.e., Value-added services), or complete the request (i.e., State Mandated services). Don’t forget to send in your forms!
  • ASM staff are here to help, if you are not sure about something, please contact us.

How do I use the website?

The ASM Request Quote for Services website is now the only way to request services from the Mandated Programs section of the Arizona State Museum. Every request must be initiated through this website: https://uavpr.arizona.edu/ASM/quoterequest/index.php

Requesting Services

The ASM Request Quote for Services website is used to initiate all ASM services. The objective is to complete the decision trees for each individual project for which you want a quote. The form provides drop-down and interactive fill-in questionaires for all provided services. Once the form is submitted, you will receive a confirmation email with a summary of the information you provided. Within two days, you will receive a quote for services. Reply to Keith Knoblock to signify approval of a quote, which will generate the next step, your first invoice.     

How do I pay for services? 

All invoicing and payments are handled by the RDI Museums Business Center (520-626-3720 | email). A link to a secure payment portal is positioned at the upper right part of the quote webpage. ASM accepts all major credit cards. Other payment details are included on your invoice.

State Mandated services generally prompt two invoice events. Invoice 1 includes Pre-submission services and any expedited fees, Invoice 2 will include Post-submission and Curation services. Payment of Invoice 1 will initiate requested services conducted by ASM staff. Invoice 2 is paid before project submissions are delivered to ASM.  

When do I submit a Notification of Intent for a Class III Non-collection Survey?

The Notification of Intent (NOI) is still sent to the Archaeological Records Office prior to the initiation of field work. No acknowledgement of receipt by ASM staff is required for a NOI. An ASM Accession Number will no longer be automatically issued upon receipt of a NOI. Projects will now receive an ASM Accession Number when the project is registered and approved through the ASM Request for Quote website.

How does Records Research for Archaeologists work now? 

A request for this service is initiated through the ASM quote website. Soon after you make the request in the quote portal, we suggest you email the Request for Records Research for Archaeologists Form and shapefiles of the research area to Kathryn MacFarland. You will receive a quote that has been adjusted to account for time required to complete the research request. If you approve the quote, an invoice will be automatically issued. When the invoice is paid, the request will be tasked to the appropriate ASM staff.

Alternatively, you may schedule an appointment to come to the Archaeological Records Office (ARO) and complete your own records research, free of charge. Contact Christina Jenkins to schedule an appointment. The ARO is open Tuesday, Wednesday, Thursday 9-4pm, by appointment.

The deliverables for records research requested from the Archaeological Records Office (ARO) have changed. The ARO will now supply a list of projects and sites in the research area. A .pdf map of the ASM sites and/or project areas can be requested; depending on the complexity of the research area, we estimate that each 8.5 x 11 inch map will take about an hour to complete.

The last change of note to the ARO’s Records Research service, AZSITE shapefiles are no longer available from the ARO. Please contact the AZSITE manager for this service.

How do Document Requests work now?

A request for this service is initiated through the ASM quote website. We suggest you make the request in the quote portal, and then email the Document Request Form to Kathryn MacFarland. You will receive a quote adjusted to account for the amount of time required to complete your specific document request. Once the quote has been approved, Katie will be in touch with a time estimate, and the invoice will be issued. If you agree to the time estimate to complete the work, then pay the invoice and the request will be scheduled into the calendar.

It is important to note that the fee for ARO staff to fill a document request is calculated by the time it takes to fill the request ($83/hour). This fee is the same for AZSITE and Non-AZSITE users. If you have questions regarding the availability of documents on AZSITE, please contact the AZSITE manager. 

Alternatively, you may schedule an appointment to come to the Archaeological Records Office (ARO) and visit the documents in the Archaeological Records Office (ARO), free of charge. Contact Christina Jenkins (cjenkins@email.arizona.edu) to schedule an appointment. The ARO is open Tuesday, Wednesday, Thursday 9-4pm, by appointment.

What is changing in the State Repatriation Office?

The State Repatriation Coordinator is Claire Barker (520-626-0320 | csbarker@email.arizona.edu).

The following changes have been made to the burial agreement application procedures:

  1. The 200 person-field-day cap for standard burial agreements within the management areas of the Salt River Pima-Maricopa Indian Community, Gila River Indian Community, and Tohono O'odham Nation is no longer in effect. Any project within these two management areas may be covered by a standard burial agreement—a project-specific burial agreement for projects exceeding 200 person-field-days is no longer required.
  2. Burial agreement applications and supporting documentation must be submitted both digitally and in hard copy. Hard copies should be submitted to Shannon Twilling (520-621-2096 | twilling@email.arizona.edu) along with the Permit Application (if one is being submitted). Digital copies should be submitted to Claire Barker (520-626-0320 | csbarker@email.arizona.edu). Please note that any applications submitted solely via email will be discarded. Burial agreement applications will not be processed until the hard copy application is received.

The following changes have been made to project-specific burial agreements:

  1. Project-specific burial agreements are negotiated between the State Repatriation Office, the appropriate descendent communities, and the archaeological contractor. This process will not change. However, the State Repatriation Office will no longer request that tribes provide signatures for project-specific burial agreements. Project-specific burial agreements must still be signed by archaeological contractors, land owners, and other third parties.

The following changes have been made to the burial agreement reporting procedures:

  1. Archaeological contractors are required to provide an electronic copy of the Final Report and Report of Human Remains for any project covered by a burial agreement to the tribal contact(s) listed on the burial agreement. The Final Report and Report of Human Remains should be provided via email. Please cc: the State Repatriation Coordinator (Claire Barker | csbarker@email.arizona.edu) on this email so that the State Repatriation Office may confirm transmittal.