Frequently Asked Questions

Peruse this section for answers to frequently asked questions. This area is updated periodically, most recently July 3, 2019. 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 the Cultural Resources Management Services pages.

    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 Keith Knoblock (keithk@email.arizona.edu) to approve quote or make inquiries.
    4. Client receives Invoice 1 (pre-submission services) from UA-RDIBC.
    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, Discovery & Innovation Business Center (RDIBC). Please email Khyuen Huynh (khuynh@email.arizona.edu) at RDIBC with questions about invoices or making payments. 

     

    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 the invoice. Please email Khyuen Huynh (khuynh@email.arizona.edu) at the Research, Discovery and Innovation Business Center with questions about invoices or making payments. 

    ASM offers expedited service for the following:

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

    These options and associated fees may be selected on the quote website.

    General Questions About ASM Services

    Effective July 15, 2019, a centralized email address (asm_crm@email.arizona.edu) will go live. 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. In the past, these forms were directly emailed to ASM personnel. Starting July 15, 2019, please submit all such completed forms that ASM receives electronically to the new centralized email account (asm_crm@email.arizona.edu).

    Please follow the below 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

    Request an ASM Accession Number

    Request an ASM Accession Number

    Document Request

    Document Request

    Notification of Intent

    Notification of Intent

    Records Research for Archaeologists

    Records Research

    Request an ASM Site Number

    Request a New ASM Site Number

    Project Submission Update Form

    Project Submission Update Form

    AAA Blanket Permit End of Year Report Template

    AAA Blanket Permit End of Year Report

    AAA Project-specific Permit update

    AAA Project-specific Permit update

    Cultural Resources Summary Letter for Non-archaeologists

    Cultural Resources Summary Letter

    Principal Investigator Qualifications Form

    Principal Investigator Qualifications Form

    Project Director Qualifications Form

    Project Director Qualifications Form

    Request for Repository Services

    Request for Repository Services

    Burial Agreement Application

    Burial Agreement Application

    Burial Agreement Project Submission Update Form

    Burial Agreement Project Submission Update

     

     

    Please note:

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

    3) The centralized email account will be monitored so that messages with incorrect subject headings may 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 Karen Leone (kleone@email.arizona.edu) with the specific nature of the request.  

    Please note: AZSITE shapefiles are no longer available as a deliverable from the ARO records research team. Please contact the AZSITE manager for this service.

    Requests for records research 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 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.

     

    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 Keith Knoblock (keithk@email.arizona.edu) to approve quote or make inquiries.
    5. Client receives an email from Karen Leone (kleone@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. ARO staff fulfilling these requests are 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.

    Professional archaeologists may schedule an appointment to come to the Archaeological Records Office (ARO) and complete records research, free of charge. Contact Christina Jenkins to schedule an appointment.

    The ARO is open 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 quote website. Please make the request in the online portal, and 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. 

    You will receive a quote based on the time required to fulfill your request. Once the quote is approved, ASM will contact you to provide an estimated delivery schedule, and the invoice will be issued. Please be sure to pay the invoice within 48 hours of its issuance to ensure your spot in the queue.

    Alternatively, professional archaeologists may schedule an appointment to come to the Archaeological Records Office (ARO) and view the documents in ARO. The office is open for public access Tuesday, Wednesday, and Thursday 9:00 a.m. through 4:00 p.m. by appointment. Please contact Christina Jenkins (cjenkins@email.arizona.edu) to schedule.

    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 documents on AZSITE, please contact the AZSITE manager

    A project must be registered at ASM (with assigned ASM Accession Number) before an ASM site number may be issued, if you have not already been assigned an accession number, project registration begins with the online quote website found at  https://uavpr.arizona.edu/ASM/quoterequest

    Once project is assigned an ASM Accession Number,  site numbers may be requested by selecting this service from the online request form. An example of the steps involved is presented below; please note in addition to submitting your request through the online quote system, two forms also must be submitted to asm_crm@email.arizona.edu. When submitting a completed Request and ASM Site Number form to this address, enter Request an ASM Site Number as the email's subject heading. These forms are available on the Forms and Guidance page of this website.

    1. Client uses ASM Quote request website to select service: https://uavpr.arizona.edu/ASM/quoterequest.
    2. Be sure to place in the project description the ASM accession number for which the site assignments apply. 
    3. ASM staff contacts client with a quote, via email. This quote will list all services and tasks.
    4. Client contacts Keith Knoblock (keithk@email.arizona.edu) to approve quote or make inquiries.
    5. Client submits appropriate forms to ASM staff, once quote is approved by client.
    6. Client receives Invoice for site number assignment.
    7. Client pays Invoice.
    8. ASM sends site number(s) to client. Please note requests are processed in the order in which they are received.

     

    With a few exceptions, most documents need to be mailed to the Arizona State Museum as hard copies. 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 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. In the past, these forms were directly emailed to ASM staff. Starting July 15, 2019, 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.

    Please contact Shannon Twilling by email or by phone (520-621-2096). Please provide as much detailed information as possible about the situation along with your contact information. 

    Forms guiding the submission of AAA Permit applications are provided in the documents section of this website.

    Please be sure to follow all instructions. 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

      Forms guiding the submission of treatment plans and reports conducted under AAA project-specific permits are provided in the documents section of this website. Please be sure to follow all instructions. 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

        Please contact Shannon Twilling by email or by phone (520-621-2096). Please provide as much detailed information about your question(s) along with your contact information. 

        Submit a completed Notification of Intent to Conduct Non-collection Survey form to asm_crm@email.arizona.edu. Enter Notification of Intent as the email's subject heading. No acknowledgement of receipt by ASM staff is required for a NOI. 

        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.

        The Notification of Intent (NOI) is sent to the Archaeological Records Office prior to the initiation of field work conducted on Arizona state land. No acknowledgement of receipt by ASM staff is required for a NOI to take effect.

        Note: An ASM Accession Number is not automatically issued with a NOI. Projects receive an ASM Accession Number when the project is registered and approved through the ASM Request for Quote for Services website. Submit a completed Request an ASM Accession Number form when registering a project with the ASM.

        Questions about Burial Agreements and the Discovery of Human Remains

        Burial agreement applications and supporting documentation must be submitted both digitally and in hard copy. Hard copies should be submitted to Shannon Twilling (twilling@email.arizona.edu) along with the Permit Application (if one is being submitted). Digital copies also should be submitted to asm_crm@email.arizona.edu. When submitting a completed Burual 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 agreement applications can not be processed until the hard copy application is received.

        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. A project-specific burial agreement for projects exceeding 200 person-field-days is no longer required within these management areas.

        Any questions about the burial agreement process should be directed to Assistant Repatriation Coordinator, Cristin Lucas (clucas@email.arizona.edu).

        Any questions about the burial agreement process should be directed to Assistant Repatriation Coordinator, Cristin Lucas by email (clucas@email.arizona.edu) or by phone at 520-626-2950.

        Project-specific burial agreements are negotiated between the State Repatriation Office, the appropriate descendent communities, and the archaeological contractor.

        This process has not changed for many years; however, the State Repatriation Office no longer requests 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.

        Any questions about the burial agreement process should be directed to Cristin Lucas (clucas@email.arizona.edu).

        Inquiries regarding the issuance of AAA Burial Agreements and human remains discoveries should be directed to Assistant Repatriation Coordinator, Cristin Lucas by email (clucas@email.arizona.edu) or by phone at 520-626-2950. 

         

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        Inquiries regarding ASM's burial excavation and analysis services should be directed to James Watson (520-621-4794).

        Questions About ASM's Repository

        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. Please contact Arthur Vokes with specific questions about  repository services or accessing repository collections for research.