Hutchins Library
Special Collections & Archives
Guide to the Hazel Green Academy Collection, Part A, Series II-III

Accession Number: 46
Hazel Green Academy Collection
Selected Records and Photographs 1886-1982
14.1 Linear Feet, 34 boxes
Online Catalog Record (BANC)

Series Description
Part A - Selected Documents, 1903-1982
        Series I - Historical Sketches and Publications, 1886-1981
        Series II - Directors' Files, 1906-82
             Subseries A: General, c. 1933-80
             Subseries B: Financial Records, 1906-82
        Series III - Principals' Files, 1892-1982

        Series IV - Personnel Records, 1927-82 (Restricted)
        Series V - Former Students and Friends Association, 1940-82
        Series VI - Student Records, 1903-82 (Restricted)
Part B - Photographs, c. 1912- c.1980
        Series I - General File, 1930-1983
        Series II - Early Years, 1892-1930

Access and Use

Related Archives

Series Description
54 Microfilm Reels in 9 boxes
9 manuscript boxes
6 slide boxes
8 boxes of negatives
1 oversize box
1 box of copy prints

Part A: Documents and Records

Series IIa Directors' Files, 1906-82, General Reels 41-44

This sub-series consists of the extant administrative files of Henry Stovall (1928-66) and George Buchanan (1966-80). For the most part, the records date from 1955-80 and includes minutes of and reports to the Academy's advisory and governing boards, and formal evaluations of the Hazel Green program and facilities by staff members and outside professional specialists. The documentation prior to 1955 is sporadic and limited to contracts, deeds, and miscellaneous listings of personnel.

The records of the Advisory Board (1955-71) and the Board of Directors (1971-80) offer the most comprehensive documentation of the school's philosophy, purpose and program for those years. Until 1971, the powers of the Advisory Board were limited to advice and consultation. Their function, however, changed to that of a governing board after the Division of Homeland Ministries withdrew as Hazel Green's administrative body. A second important file is that of the evaluative reports. While the areas of expertise of the evaluators differed, the program components surveyed (curriculum, student activities, staff effectiveness) and the recommendations offered (competitive teachers' salaries, improved curriculum and facilities) tended to be similar until the 1970s. The recommendations of the 1970s reports are more varied. As a result of financial cutbacks and decreased enrollments at Hazel Green Academy, one evaluation, completed by the Commission on Religion in Appalachia representatives in 1975, recommend that a social service program replace the secondary school. Other reports emphasized the need for increased fundraising efforts, aggressive student and teacher recruitment, and additional community service programs.

Reel 41 continued

  1. Articles of Incorporation, 1971
  2. Articles of Incorporation and By-laws (copies of), 1979
  3. Advisory Board: Minutes and Reports, 1955-April 1971
  4. Board of Directors: Minutes and Reports, June 1971-77
Reel 42
  1. Board of Directors: Minutes and Reports, January 1978-80
  2. Director’s Monthly Reports, 1961-70
  3. Contracts and Certificates, 1948-76.
  4. Contracts, Natural Gas Supply, 1963-64, 1974.
  5. Correspondence, 1940, 1959, 1960-61, n.d.
Reel 43
  1. Correspondence, 1962-67, n.d.
  2. Deeds, Copies of, 1881-1926
  3. Deeds, 1935-39, 1941-46, 1957-60, 1974-75, 1978-79
  4. Evaluations : Survey of HGA Program and Facilities, Berea College, c. 1933
  5. : Hazel Green Academy Survey, United Christian Missionary Society, 1953-54.
    : A Study of Private Secondary Schools in Southeastern Kentucky, Roy N. Walters, 1957.
    : Summary of Staff Study, 1965.
    : Operating Proposals for School, c. 1967-69.
    : Team Evaluation Report, Kentucky
  6. Department of Education, 1974.
    : Research Study of Hazel Green Academy, CORA, 1975.
  7. An Information and Recommendations Document for the HGA/DHM Joint Study Committee, Robert K. Ordway, 1976.
    : HGA/DHM Joint Study Committee, Organization of, 1975.
    : HGA/DHM Joint Study Committee, 1976, 1978.
    : QRC Research Plan for Hazel Green Academy, 1979
  8. Personnel, Lists of, c. 1936, 1948, 1954-79
Reel 44
  1. Speeches by George Buchanan, 1971-80
  2. Papers regarding Appalachia and Churches in Appalachia, 1960s
Series IIb Directors' Files, 1906-82, Financial Records Reels 44-49

Financial reports, beginning with the fiscal year ending June 1955, were included in the Directors' reports to the Advisory Board and Board of Directors and have remained with the minutes of these meetings in Sub-series A or the Directors' Files. Financial Records for the years 1906-1982 comprise the records documenting the financial operations of the school. The audits completed in the 1970s indicate that the Academy's bookkeeping system consisted primarily of a record of receipts and disbursements totaled at the end of each month and year to ascertain whether the school was operating at a profit or a loss, not accounting for inventories, capital improvements and other sources of income and expense until relatively recently. The extant financial records are mostly cash receipts and disbursements ledgers, thus supporting that indication.

The cash receipts and disbursements journals (October 1906-June 1954), and the financial reports (July 1954-September 1980) are the most detailed and consistent documentation of individual departments in operation over the years. They are a daily record and detail other items of interest regarding school operations, such as merchandise purchased for the school, student payments for tuition, and the financial support provided by the Christian Women's Board of Missions (CWBM) and UCMS. The remainder of Sub-series B consists of files on gifts (bequests and foundation monies, donations to memorial funds), fund-raising letters, and scholarship files.

Reel 44, Continued

  1. Ledger 1, Receipts and Disbursements, October 1906-April 1911

Reel 45

  1. Ledger 1, continued: Receipts and Disbursements, April 1911-July 1922
  2. Ledger 2: Receipts and Disbursements, August 1922-June 1933
  3. Ledger 3: Receipts and Disbursements, July 1935-February 1937
Reel 46
  1. Receipts and Disbursements, February 1937-September 1944
Reel 47
  1. Receipts and Disbursements, September 1944-January 1951
Reel 48
  1. Receipts and Disbursements, January 1951-June 1951
  2. Ledger 4: Receipts and Disbursements, July 1951-June 1954
  3. Audits and Financial Statements, 1926, 1928-30, FYE 1946-48, FYE 1972-80
  4. Bequests, 1961-81
  5. Bequests and Foundation Monies, A-E, 1936-81
Reel 49

  1. Bequests and Foundation Monies, H-R, 1936-81
  2. Memorial Funds Notebook, 1972-82
  3. Scholarships, 1958-79
  4. Fundraising Letters, 1967-79
Series III Principals' Files, 1892-1982 Reels 49-52

The principals' files are made up primarily of materials compiled for the purpose of state accreditation, school catalogues, and handbooks of rules and regulations to be followed by students and teachers. Annual reports filed by the Academy with the Kentucky Department of Public Instruction (1921-56) and the Kentucky Department of Education (1956-81), cover nearly two-thirds of the years that the school has been in existence. These standard state forms, filed once or twice yearly, provide detailed information concerning curriculum, names and credentials of teaching staff, enrollment and facilities, as well as some statistics on graduates. Together with the certificates of accreditation, these files provide substantive information about the quality and type of education offered by Hazel Green Academy which is of a more statistical nature than that found in the school catalogues and other promotional writings.

The school catalogues, which appear under various titles during different time periods, also cover many years of the school's operation, although there is only one surviving from the 1950s and none from the 1940s. The Hazel Green Announcements are virtually the only sources on curriculum, faculty and administration, student activities, and school philosophy and purpose prior to the 1920s, when the accreditation materials begin. Documentation of the course offerings for these early years is significant in that the offerings were quite extensive and vary from those of later years. For example, very early on, the Academy established several courses of study, or departments: the "English Course," and the "Teachers' Course," (see the 1903-04 Announcement). In 1897, the Academy established the Commercial Department, a business-training department that is believed to be the first business-training course in eastern Kentucky. The catalogues document the Academy's offerings in music and art, in industrial/manual arts, agriculture and domestic sciences, all of which the Academy made available before the public schools were able to do so. Brief histories of the school, descriptions of religious and social life on campus, and information regarding the cost of education are also outlined in the catalogues. Beginning with the 1930s editions, the catalogues became briefer and less formal but address the same topics.

The student and teacher handbooks (1960s and 1970s) as well as the parent handbooks (1981-82) state the rules and regulations to be followed by students and enforced by teachers.

Reel 49, continued

  1. Annual Accreditation Certificates, State of Kentucky, 1956-79
  2. Annual Reports, Kentucky Department of Public Instruction, 1921-26
Reel 50
  1. Annual Reports, Kentucky Department of Education, 1956-57 through 1980-81
  2. Hazel Green Academy Announcements, 1892, 1895
Reel 51
  1. Hazel Green Academy Announcements, 1899-1914, 1918-21
  2. Bulletin of Hazel Green Academy, 1932-33, 1938-39, 1958, 1967-68, 1971-75, n.d.
  3. Student Application Brochures, 1976-81
  4. Student Handbooks, c. 1960s, 1975-82
  5. Teacher’s Handbooks, 1960-61, 1962-63, 1975-77
Reel 52
  1. Teacher’s Handbooks, 1978-83
  2. Course Descriptions, 1976-78
  3. Curriculum Proposals, 1977, n.d.
  4. Parent's Handbook, 1981-82
  5. Enrollment Ledger, 1910-11 through 1962-63
  6. Enrollment, 1910-1976

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