Frequently Asked Questions

Peruse this section for answers to frequently asked questions. This area was updated on 24 March 2020. Museum staff are here to help. If you are not sure about something, please contact us. You will find an alphabetical personnel list here: Directory of ASM Faculty and Staff.  You will also find specific contacts for specific areas on each Cultural Resources Management Services page.

Questions About the Online Quote System

All service requests must be through the ASM Request Quote for Services website found at: 

https://uavpr.arizona.edu/ASM/quoterequest

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 questionnaires 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. Sample ordering procedures are provided in other parts of this FAQ page.   

Quotes for ASM project registration are designed to coordinate with pre- and post-submission services; the first invoice, issued upon acceptance of an issued quote, includes costs for services involved with actions conducted at ASM prior to in-perpetuity curation of project materials. This invoice must be paid before a project may receive an ASM accession number. A second invoice is issued prior to submission of documents, artifacts, or other project materials and includes costs involved with processing and handling final project submissions (e.g. documents, field notes, maps, photos, collected objects or specimens) and also includes ASM's in-perpetuity curation fees.

An outline of the steps involved with registering an archaeological project with ASM is provided below:

A. Project Registration (Invoice 1)

  1. Client uses ASM Quote request website to select services: https://uavpr.arizona.edu/ASM/quoterequest.
  2. ASM staff contacts client with a quote, via email. This quote will list all requested services and associated tasks.
  3. Client contacts Shannon Twilling (twilling@email.arizona.edu or 520-621-4795) to approve quote or make inquiries.
  4. Client receives Invoice 1 (pre-submission services) from UA-RIIBC.
  5. Client pays Invoice 1.
  6. Client submits appropriate forms to ASM staff.
  7. ASM staff begins pre-submission services.

B. Project Submission (Invoice 2)

  1. Client fills out Project Submission Update Form, electronically submits to asm_crm@email.arizona.edu. When submitting a completed Project Submission Update form to this email address, please enter Project Submission Update as the email subject heading.  
  2. Invoice 2 is issued by email.
  3. Client pays Invoice 2.
  4. Client delivers project submission to ASM staff.
  5. ASM staff inventories project submission.
  6. ASM staff reviews project submission, requests revisions as appropriate.
  7. Client addresses revisions, if requested by ASM staff.
  8. ASM staff curates project submission.

Invoicing and payments are handled by the University of Arizona Research, Innovation & Impact Business Center (RIIBC). Please email Christina Rocha (crocha@email.arizona.edu) at RIIBC or call 520-626-0180 with questions about invoices or making payments. 

ASM service invoice payment processing is accessed from the ASM Request Quote for Services webpage, by selecting the “Pay ASM Invoice” option, positioned at the upper right part of the page. The invoice number is required to access the payment page.

ASM accepts all major credit cards. Other payment details are included on every invoice. 

Credit Card Payments that are received before 4:00 p.m. MST (Arizona Time) on regular business days will be posted the day they are received. Credit Card Payments received after 4:00 p.m. MST (Arizona Time), will be posted on the next regular business day.

Please email Christina Rocha (crocha@email.arizona.edu) at the Research, Innovation & Impact Business Center or call 520-626-0180 with questions about invoices or making payments. 

Checks payable to "The University of Arizona/ASM" can be mailed to or dropped off at the RII Business Center. All payment details are included on every invoice.

Mail to:
Arizona State Museum
c/o RII Business Center
University Services Building, Room 204
888 North Euclid Avenue/PO Box 210158
Tucson, AZ 85721

Check payments are posted the same business day they are received in the RII Business Center.

Please email Christina Rocha (crocha@email.arizona.edu) at the Research, Innovation & Impact Business Center or call 520-626-0180 with questions about invoices or making payments. 

ASM offers expedited service for the following:

  • Burial Discovery Agreements
  • Arizona Antiquities Act Permits
  • Repository agreements for projects curated at ASM 
  • Request new ASM site numbers
  • Cultural resource summary letters for non-archaeologists

These options may be requesting when selecting services on the ASM Request Quote for Services website. See the Mandated Programs Rate and Fee Schedule for more information regarding expedited turnaround times and associated fees.

We have been working with some clients who have experienced trouble receiving emails from the ASM Request Quote for Services website. Clients entering a new email address to the system are sent a validation code to the email address that was entered. This code needs to be entered into the website to proceed with the quote request. We have noticed several similarities among users who have reported not receiving an email with a validation code. If you aren’t receiving this validation code from the ASM Request Quote for Services website, please try the following trouble-shooting solutions:

  1. If emails are being forwarded from one email address to another, then check the spam folder in the original email account for the validation code email.
  2. In order to avoid issues on the Quote Request web form, users should use a .com email address, when possible.
  3. If users have a .net or .org email address, then be sure to check the spam or junk email folders in the relevant email account.
  4. If using a .net or .org email account and the validation code email is still not received, then we suggest you create a free email account from any of the following services: Gmail.com, Outlook.com, and Yahoo.com.

If none of these options resolves the issue, please contact Dr. Katie MacFarland (kmacfarl@email.arizona.edu).

General Questions About ASM Services

Most services that can be requested from ASM require the submission of an additional document that provides necessary information to complete the request or, in the case of a Value-added Service (i.e., Document Request, Records Research for Archaeologists), to provide a customized quote for the service. Forms that require electronic submission are no longer directly emailed to ASM personnel. Please submit all such completed forms that ASM receives electronically to the new centralized email account (asm_crm@email.arizona.edu).

Procedure for submitting electronic forms:

1) All completed forms listed below, along with relevant accompanying documents or shapefiles, should be emailed to the centralized email account (asm_crm@email.arizona.edu).

2) When submitting a completed form to the centralized email address, please use the email subject heading specified at the top of each form (see below):

 

Form to be Submitted*

Email Subject Heading

AAA Blanket Permit End-of-Year Summary Report

AAA Blanket Permit End of Year Report

AAA Project-specific Permit Update Request

AAA Project-specific Permit update

AAA Project-specific Permit and Burial Agreement End of Year Report Template

AAA Project-specific Permit and Burial Agreement End of Year Report

Archaeological Records Office Records Use Agreement

Records Use Agreement

Repatriation Office Burial Agreement Application

Burial Agreement Application

Project Submission Update Form: Burial Agreement

Burial Agreement Project Submission Update

Cultural Resources Summary Letter for Non-archaeologists Request

Cultural Resources Summary Letter

Document Request

Document Request

Notification of Intent to Conduct Non-collection Survey

Notification of Intent

Archaeological Principal Investigator Qualification Application

Archaeological Principal Investigator Qualifications Form

Archaeological Project Director Qualification Application

Archaeological Project Director Qualifications Form

Project Submission Update

Project Submission Update Form

Records Research Request for Archaeologists

Records Research

Request an ASM Accession Number

Request an ASM Accession Number

Request an ASM Site Number

Request a New ASM Site Number

Request for Repository Services Agreement

Request for Repository Services

* Revised for completeness and accuracy on 1 July 2020.
 

Please note:

1) If these instructions are followed, the submitted form will be automatically forwarded to  appropriate ASM personnel.

2) Each completed form, along with relevant accompanying addenda, documents, or shapefiles, should be sent in a separate email message, each bearing the appropriate email subject heading. For example, a Records Research form and accompanying shapefiles should be sent in a separate email message from a Burial Agreement Application.

3) The centralized email account will be monitored so that messages with incorrect subject headings will be forwarded correctly and so that other inquiries may be directed to appropriate ASM personnel. To ensure there are no delays in the appropriate ASM personnel receiving completed forms, please follow these instructions.

4) Please follow the instructions listed in the “Please Note” section at the end of each form. Any documents that require hard copy submittal will be identified here and mailing instructions will be included.

The ASM Accession Number is a unique registration number that allows ASM staff to track all associated project materials anywhere in the museum. When a project is registered at ASM, it receives an ASM Accession Number.

Specifically, ASM Accession Numbers are assigned to projects that will be submitting documentation to the Archaeological Records Office, Permits Office, Archaeological Repository, and Repatriation Office. The Request an ASM Accession Number form is submitted for each Project Registration request initiated through the ASM Request Quote for Services website, and independently of the Notification of Intent form, Arizona Antiquities Act Project-specific Permit application, Request for Repository Services form, or Burial Agreement application submitted for a project located on private land or outside of an ASM site boundary.

Yes. ASM's Archaeological Records Office (ARO) provides records research services for professional archaeologists as a rate-based service. ARO supplies a list of projects and sites in the research area.  Other customized deliverables may be available and should be discussed by emailing Emily Fioccoprile (efioccoprile@email.arizona.edu) with the specific nature of the request.  

Please note: AZSITE shapefiles are no longer available as a deliverable of the records research service. Please contact the AZSITE manager, Gabe McGowan (gmcgowan@email.arizona.edu) for this service.

Requests for records research are initiated through the ASM Request Quote for Services website found at https://uavpr.arizona.edu/ASM/quoterequest.

After you make the request in the quote portal, please email the Request for Records Research for Archaeologists Form and shapefiles of the research area to asm_crm@email.arizona.edu. When submitting a completed Records Research for Archaeologists form to this address, enter Records Research as the email's subject heading.

Based on the information you provide, you will receive a quote based on the time required to fulfill your research request. Once you approve the quote, ARO will contact you to discuss the available schedule for the project deliverable. When the schedule is approved, ASM will email an invoice for the records research. The agreed-upon schedule is reserved for 48 hours after the invoice has been issued, the invoice must be paid within that period to hold the spot in the research queue. If paid after 48 hours, the next available start date slot will be assigned.

Yes. ASM’s Permits Office (PO) provides records research services for non-archaeologists at a flat rate. The PO provides a Cultural Resources Summary Letter summarizing all previous archaeological research and previously-identified archaeological sites within a 1-mile radius around the client’s project area. The results will include whether any previously-recorded sites have been identified within their project area; however, no specific site location information is provided.

Requests for Cultural Resources Summary Letters are initiated through the ASM quote website found at https://uavpr.arizona.edu/ASM/quoterequest.

After you make the request in the quote portal, please email the Cultural Resources Summary Letter for Non-Archaeologists Request form to the centralized email address (asm_crm@email.arizona.edu). When submitting this form, enter Cultural Resources Summary Letter as the email's subject heading. Please attach an aerial photograph or USGS 7.5-minute topographic map depicting the project area. Do not submit construction or engineering maps.

  1. Client uses ASM Quote request website to select service: https://uavpr.arizona.edu/ASM/quoterequest.
  2. Client submits appropriate documents to ASM staff. A quote cannot be issued without supporting documentation (see Forms and Guidance).
  3. ASM staff contacts client with a quote, via email.
  4. Client contacts Shannon Twilling (twilling@email.arizona.edu or 520-621-4795) to approve quote or make inquiries.
  5. Client receives an email from Emily Fioccoprile (efioccoprile@email.arizona.edu) with a time estimate to complete the request. Client replies with scheduling approval prompting issuance of the project invoice. 
  6. Client has 48 hours to pay the invoice, which secures the agreed-on delivery schedule.
  7. ASM staff provides deliverables within agreed-upon schedule.

Records research is an added value the museum provides for the convenience of professionals. The fee for ARO staff to fill a records research request is calculated by the time it takes to fill the request, charged at $83/hour. The fee is the same for AZSITE and non-AZSITE members.

If you have questions regarding the availability of project registration forms, site cards, or other site records on AZSITE, please contact the AZSITE manager, Gabe McGowan (gmcgowan@email.arizona.edu).

Professional archaeologists may schedule an appointment to come to the Archaeological Records Office (ARO) to conduct records research, free of charge. Contact Christina Jenkins (cjenkins@email.arizona.edu or 520-621-4011) to schedule an appointment.

ARO is open for records research Tuesday, Wednesday, and Thursday from 9:00 a.m. to 4:00 p.m., by appointment.

A request for this service is initiated through the ASM Request Quote for Services website. Please make the request in the online portal, then email the Document Request Form to asm_crm@email.arizona.edu. When submitting a completed Document Request form to this address, enter Document Request as the email's subject heading. 

Document requests are an added value the museum provides for the convenience of professionals. The fee for ARO staff to fill a document request is calculated by the time it takes to fill the request, charged at $83/hour. The fee is the same for AZSITE and Non-AZSITE members.

If you have questions regarding the availability of project registration forms, site cards, or other site records on AZSITE, please contact the AZSITE manager, Gabe McGowan (gmcgowan@email.arizona.edu). 

If you already have an ASM accession number for your project:

ASM site numbers may be requested by selecting this service from the ASM Request Quote for Services website found at https://uavpr.arizona.edu/ASM/quoterequest. If you need this service expedited, you may select an expedite at this time.

In addition to submitting your request through the online quote system, email a completed Request an ASM Site Number form to the centralized email (asm_crm@email.arizona.edu) and enter Request an ASM Site Number in the email subject heading. Forms are available on the Forms and Guidance page of this website.

If you do not already have an ASM accession number for your project:

Request a project registration service and request an ASM site number in the same quote from the ASM Request Quote for Services website found at https://uavpr.arizona.edu/ASM/quoterequest.

In addition to submitting your request through the online quote system, email:

  1. a completed Request an ASM Accession Number form to the centralized email (asm_crm@email.arizona.edu) and enter Request an ASM Accession Number in the email subject heading.
  2. a completed Request an ASM Site Number form to the centralized email (asm_crm@email.arizona.edu) and enter Request an ASM Site Number in the email subject heading.

Please note that the Request an ASM Accession Number form should be emailed separately from the Request an ASM Site Number form. These forms are available on the Forms and Guidance page of this website.

The entire process is summarized below:

  1. Client uses ASM Quote request website to select service: https://uavpr.arizona.edu/ASM/quoterequest.
  2. If you already have an ASM Accession number, place this number in the ASM Accession Number field for which the site assignments apply. If you do not already have an ASM Accession number, then make sure to include a project registration service with this quote.
  3. ASM staff contacts client with a quote, via email. This quote will list all services and tasks.
  4. Client contacts Shannon Twilling (twilling@email.arizona.edu or 520-621-4795) to approve quote or make inquiries.
  5. Client receives Invoice for site number assignment and project registration if applicable.
  6. Client pays Invoice.
  7. Client submits appropriate forms to ASM staff.
  8. ASM Staff contacts client with service timeline.
  9. ASM sends site number(s) to client. Please note requests are processed in the order in which they are received, unless expedited services were requested.

Please be sure to read the “Please Note:” section at the end of each form for reminders on submission guidelines. 

Although ASM uses the online website to initiate a service request, most services require additional form submissions to complete services, and, in some cases, to prepare the quote. Please be sure to follow all instructions provided on the website and forms. 

Questions about Arizona Antiquities Act (AAA) Permits 

All service requests must be initiated through the ASM Request Quote for Services website found at: https://uavpr.arizona.edu/ASM/quoterequest

The objective is to complete the decision trees for each individual project for which you want a quote. The online form provides drop-down and interactive fill-in questionnaires 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 business days, you will receive a quote for services. Sample ordering procedures are provided in other parts of this FAQ page. 

Most services that can be requested from the ASM require the submission of an additional document that provides necessary information to complete a requested service, or in the case of a Value-added service (i.e., Document Request, Records Research for Archaeologists) to provide additional information needed to create a customized quote for the service. Please submit all completed forms that ASM receives electronically to the centralized email account (asm_crm@email.arizona.edu). Please see FAQ question, How are forms submitted to the Arizona State Museum? in the General Questions About ASM Services section (above) for more information on this procedure.

ASM does not charge for permits unless you are seeking to add a new Principal Investigator (PI) or Project Director (PD), which requires review and handling by ASM staff. These costs are paid by the applicant. Please submit permit requests through the online quote website found at https://uavpr.arizona.edu/ASM/quoterequest. If a client needs a permit sooner than 30 days, expedited services may be requested for a fee.

Contact Shannon Twilling (twilling@email.arizona.edu or 520-621-4795). Please provide as much detailed information as possible about the situation along with your name and contact information. 

A hard copy of your permit application should be submitted to:

Shannon Twilling
Arizona State Museum / The University of Arizona 
1013 East University Boulevard / PO Box 210026
Tucson, Arizona 85721-0026
 

Arizona Antiquities Act (AAA) Permit applications are available in the Forms and Guidance page of this website.

Please be sure to follow all instructions. Contact Shannon Twilling (twilling@email.arizona.edu or 520-621-4795) with questions regarding submitting AAA Permit Applications.

Forms guiding the submission of treatment plans and reports conducted under AAA project-specific permits are provided in the Forms and Guidance page of this website. Please be sure to follow all instructions. Contact Shannon Twilling (twilling@email.arizona.edu or 520-621-4795) with questions regarding submission of treatment plans and hard copies of reports.

Hard copies of reports should be submitted to:

Shannon Twilling
Arizona State Museum / The University of Arizona 
1013 East University Boulevard / PO Box 210026
Tucson, Arizona 85721-0026

AAA permit applications are processed and permits issued in the order in which they are received. The standard turnaround time is 30 days. Expedited application reviews are available for a fee. Treatment plans submitted with permit applications are reviewed within 30 days; however, permit issuance may take longer than 30 days the Project Director (PD) and/or Principal Investigator (PI) listed on the application not be previously approved, or should ASM have comments on the plan/application that need to be addressed by the consulting firm. Please note that the permit application review timeline does not begin until both the application (and treatment plan if applicable) and invoice payment have been received.

All permit applications must be submitted in hard copy format to:

Shannon Twilling
Arizona State Museum / The University of Arizona 
1013 East University Boulevard / PO Box 210026
Tucson, Arizona 85721-0026
twilling@email.arizona.edu
520-621-4795

AAA permit applications are processed and permits issued in the order in which they are received. The standard turnaround time is 30 days; however, permit issuance may take longer than 30 days should the Project Director (PD) and/or Principal Investigator (PI) listed on the application not be previously approved. Expedited application reviews are available for a fee. Please note that the permit application review timeline does not begin until both the application (and treatment plan if applicable) and invoice payment have been received.

Blanket permit applications must be received by 12/1 to ensure delivery by 1/1 of the following year.

All permit applications must be submitted in hard copy format to:

Shannon Twilling
Arizona State Museum / The University of Arizona 
1013 East University Boulevard / PO Box 210026
Tucson, Arizona 85721-0026
twilling@email.arizona.edu
520-621-4795

Contact Shannon Twilling (twilling@email.arizona.edu or 520-621-4795). Please provide as much detailed information about your question(s) along with your name and contact information. 

Submit a completed Notification of Intent to Conduct Non-collection Survey form to asm_crm@email.arizona.edu prior to the initiation of field work conducted on Arizona state land. Enter Notification of Intent as the email's subject heading. No acknowledgement of receipt by ASM staff is required for a NOI to take effect. 

The individuals listed as Project Director (PD) and Principal Investigator (PI) on the NOI must also be listed on the organization’s current AAA Blanket Permit. For more information about PD and PI reviews, see Where shall we direct questions about adding Principal Investigators and Project Directors to AAA Permits? (above).

Note: An ASM Accession Number is not automatically issued with an NOI. Projects receive an ASM Accession Number when the project is registered and approved through the ASM Request for Quote website. See FAQ question, What is an ASM Accession Number and how do I request one? in the General Questions About ASM Services section (above) for more information regarding the Project Registration service.

Questions about Burial Agreements and the Discovery of Human Remains

Burial Discovery Agreement applications and supporting documentation must be submitted both digitally and in hard copy.

 

Hard copies should be submitted to Shannon Twilling along with the Permit Application, if one is being submitted. Contact Shannon Twilling (twilling@email.arizona.edu or 520-621-4795) with questions regarding submitting hard copies of AAA Permit Applications.

 

Mail hard copies to:

Shannon Twilling
Arizona State Museum / The University of Arizona 
1013 East University Boulevard / PO Box 210026
Tucson, Arizona 85721-0026

Digital copies  should be submitted to asm_crm@email.arizona.edu. When submitting a completed Burial Discovery Agreement Application form to this address, enter Burial Agreement as the email's subject heading.

Please note that any applications submitted solely via email will be discarded. Burial Discovery Agreement applications cannot be processed until the hard copy application is received.

Any questions about the Burial Discovery Agreement process should be directed to:

Cristin Lucas
Assistant Repatriation Coordinator
lucasc@email.arizona.edu

520-626-2950

Inquiries regarding state repatriation issues should be directed to:

Cristin Lucas
Assistant Repatriation Coordinator
lucasc@email.arizona.edu
520-626-2950

Inquiries regarding the issuance of AAA Burial Discovery Agreements and disturbances of human remains should be directed to:

Cristin Lucas
Assistant Repatriation Coordinator
lucasc@email.arizona.edu
520-626-2950

Inquiries regarding ASM's burial recover and documentation services should be directed to:

Dr. James T. Watson
Associate Curator of Bioarchaeology
watsonjt@email.arizona.edu
520-621-4794

Questions about the ASM Archaeological Repository

Please initiate a request for a Repository Agreement through the online quote website found at https://uavpr.arizona.edu/ASM/quoterequest.  A Repository Agreement can be selected within the Project Registration section for a Collection Survey, Site Monitoring, Testing, and/or Excavation project to be curated at ASM. If a client needs a Repository Agreement sooner than 30 days, expedited services may be requested for a fee.

Request for Repository Services Agreement forms are submitted to the centralized email account (asm_crm@email.arizona.edu). When submitting a completed Request for Repository Services Agreement form to this address, enter Repository Agreement as the email's subject heading.

Inquiries should be directed to:

Dr. Kathryn MacFarland
Manager, Archaeological Repository
kmacfarl@email.arizona.edu
520-621-0699

Yes. The ASM Repository Manual provides complete information on how to process archaeological collections that will be deposited at the Arizona State Museum under the terms of an ASM Repository Agreement. All required forms are available in the Archaeological Repository section within the Forms and Guidance page of this website.

For specific questions about repository services or preparing a collection for submission to the Archaeological Repository, contact: 

Dr. Kathryn MacFarland
Manager, Archaeological Repository
kmacfarl@email.arizona.edu
520-621-0699

Inquiries regarding scheduling a delivery date should be directed to:

Dr. Kathryn MacFarland
Manager, Archaeological Repository
kmacfarl@email.arizona.edu
520-621-0699

Approved archival boxes and box label holders are included in the per-box fee associated with curation in the ASM’s Archaeological Repository.

Inquiries regarding box and box label holders should be directed to:

Dr. Kathryn MacFarland
Manager, Archaeological Repository
kmacfarl@email.arizona.edu
520-621-0699

Inquiries regarding access to the ASM’s Archaeological Repository collections should be directed to:

Dr. Kathryn MacFarland
Manager, Archaeological Repository
kmacfarl@email.arizona.edu
520-621-0699

Yes. A stipulation of the ASM Repository Agreement is that ASM site numbers be used for collections that are curated at ASM. If the archaeological site already has an ASM site number, it is also required to submit ASM Site Card Update cards with every submission to the Archaeological Repository.

An archaeological site that is to undergo monitoring, testing, and/or excavation and the results of this work are to be curated at ASM may have an existing site number in another agency’s recording system. However, ASM cannot update another agency’s records and the site will need to be assigned a new ASM site number. When using the ASM Request Quote for Services website to request a Project Registration and Repository Agreement, be sure to also indicate the number of archaeological sites that require a new ASM site number.