Oklahoma Archeological Survey

Oklahoma Archeological Survey

COVID-19 Procedures as of April 10, 2020

File Search Requests (Revised 2.0)

In the wake of COVID-19, the University of Oklahoma (OU) has implemented procedures geared toward ensuring a safe, healthy campus environment.  We are issuing the guidance below to address the ways in which our procedures at the Oklahoma Archeological Survey (OAS) will be affected.  Please read this information carefully.

• Due to the shutdown of OU campus and the Shelter-In-Place order for Norman, our office is closed as of Wednesday, March 25, 2020. 

Until our office reopens, OAS staff will complete site file checks on behalf of qualified archaeological consultants and agency representatives who request that assistance in association with a Section 106 project as we are able and other workloads permit.

To request site file checks, please submit the following information to oascap@ou.edu.

• One completed OAS File Search Form per project, which is to be signed by the Principal Investigator (PI).
• A map of the Area of Potential Effects (APE) and 1-mile buffer.
• A list of all USGS topographic quadrangle maps for that APE and buffer.
• A list of all legal descriptions, including: Section; Township; Range; and Meridian for that APE and buffer.
• Requests that contain incomplete or inaccurate information will be returned to the sender.

Please ensure that all documents are combined into a single PDF file and named according to the following formula: Company name_project name_file_search.pdf

• If the file size is larger than 35 Mb, compartmentalize the submission so the respective files are less than 35 Mb and send in multiple messages.

• Please submit one file search request form per individual project.

•  Indicate “File Search Request” in the Subject line of your email message.
  
• Usual fees for requested forms will apply and your firm/agency will be billed accordingly.

We make every effort to complete file search requests as expeditiously as possible.  However, given the current limited capacity, we make no guarantees regarding our ability to accommodate file search requests—particularly for large projects—quickly.  We ask for your continued patience.

                            Oklahoma Archeological Survey

                            COVID-19 Procedures March 30, 2020

                            Submission of Section 106 Projects

We will receive electronic submissions of projects that are subject to compliance with Section 106 of the National Historic Preservation Act (NHPA) as of Monday, March 30, 2020 until our office reopens. Please read and follow the instructions below as this will facilitate the processing of such requests.

Standard Submission Process

• As long as our office is closed, we will not be able to receive deliveries directly to our office (e.g., FedEx, UPS, or similar).

• We will periodically be able to retrieve mail that is sent through USPS.

• As our staff are now teleworking from different locations and we do not have ready access to our files, it may take longer to coordinate completion of the reviews of hard-copy submissions at this time.

• If possible, we encourage applicants and agencies to send submissions electronically via the steps outlined below.

• If you do send your submission in standard hard-copy format, OAS can issue an electronic version of our response letter to ensure that you receive it more quickly.

o If you wish to receive an electronic version of our letter, please indicate in your cover letter an email address for the appropriate point of contact to whom the OAS response should be issued.

o A hard-copy of the OAS letter will also be sent, but it will not arrive until a later date.

Electronic Submission Process

• Compile your submission documents for review according to our standard guidance, including a cover letter.

o Please indicate the appropriate point of contact to whom the OAS response should be issued in the cover letter.

o Combine files into a single document—preferably PDF format.

o Name the file using the following formula: agency initials_project name_county.pdf

• Provided the file size is less than 35 Mb, you may send the submission attached to an email to oascap@ou.edu.

o Please indicate the type of submission in the Subject line: Initial Submission; Report Submission; ODEQ-FEMA Submission; or Other.

• If the file size is larger than 35Mb, please contact Kary Stackelbeck (kary.stackelbeck@ou.edu) to make arrangements for an alternative method of delivery.