Provincial Archaeology Office

What do I need in order to conduct an archaeological investigation in Newfoundland and Labrador?

In order to conduct an archaeological investigation in the Province, whether it is an excavation, survey, or Historic Resources Impact Assessment, you need to get a permit issued by the Provincial Archaeology Office.  You also need to be an archaeologist recognized by the PAO, or by graduate students working under the supervision of an archaeologist.

Permits are assigned on a project by project basis and are valid only in a specific area, and during the specific time, that is indicated on the permit. Permit applications are available from the Provincial Archaeology Office, or can be printed directly from this web page.

The permit holder is responsible for:

	Employing proper excavation techniques;
	Providing progress and final reports;
	Restoring the site to its original condition, and;
	Delivering all of the archaeological artifacts found in the course of the investigation, into the care of the Provincial Archaeology Office.

The permit allows the researcher to enter Crown Lands for the purpose of conducting the investigation, but it does not entitle the holder to enter private property or Crown Land that has been leased without the landowner's permission. The permit holder is responsible for any damage to private property done in the course of the investigation.

For further information on archaeological permits check the:

Historic Resources Act
Archaeological Investigation Permit Regulations

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What are the steps involved in obtaining an Archaeological Research Permit?

The first step is to get a permit application. These are available from the Provincial Archaeology Office, or you can print a copy directly from these web pages.

Be sure that you get the right application. If you are planning on carrying out archaeological research, you will need the Research Permit Application. However, if you are planning to carry out an archaeological impact assessment, you will need the Historic Resources Impact Assessment Permit Application.

The application must be submitted by the archaeologist who is responsible for all scientific aspects of the research, both in the field and in the laboratory. It must be received by the Provincial Archaeology Office no later than one month (20 working days) before the project begins.

Along with your application you will need to provide:

a current resume including your educational background, any relevant scientific publications to your credit, all institutions that you have been attached to since the completion of your post-graduate studies, your status at each institution, and any experience you have had that is pertinent to the proposed project.

documentation demonstrating that: you have written a post graduate thesis in archaeology or anthropology and have been awarded a graduate degree in archaeology or anthropology. you have had at least 24 weeks of supervised training in the field in basic research techniques in archaeological surveying and excavation, and at least 6 weeks of training in archaeological laboratory analysis and/or archaeological curating. you have the capacity to design and execute a relevant study comparable in scope and quality to the project described in the permit application. you have qualifications equivalent to the above

If you are a student enrolled in a postgraduate university program, you may not have all of these qualifications on your own, but you may have your thesis advisor (or some other qualified archaeologist who is familiar with your work) sponsor you. Your sponsor will review the methodology you propose to use, visit you in the field (after the project has begun and before investigations are one-third complete), and provide the Provincial Archaeology Office with a report, within 30 days of the visit, in order to update that office on the progress of your project. To apply, you must use the standard Research Permit Application, which both you and your sponsor must sign. By co-signing, you and your sponsor become jointly responsible for fulfilling the conditions of the permit.
 

Return your completed application to the Provincial Archaeology Office.

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How do I apply for funding?

The Provincial Archaeology Office has a budget for grants for archaeological research.  Priority is given to graduate student projects.

 
To be eligible to apply for a grant, you need to have an Archaeological Research Permit. You may submit your permit application and your grant application together. Applications are available from the PAO, or this website.

The funding provided through the Provincial Archaeology Office may be used for most expenses incurred during field work and post field work analysis, but it may not be used for salaries.

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What is the relationship of the Provincial Archaeology Office and the Provincial Museum of Newfoundland and Labrador?

The Provincial Archaeology Office of the Culture and Heritage Division, and the Archaeology and Ethnology Unit at the Provincial Museum of Newfoundland and Labrador, are responsible for the management of archaeological, ethnographic and palaeontological resources within the Province. Both agencies have personnel and resources that can assist you with your research in the Province.

The Provincial Archaeology Office, aids the Minister of Tourism, Culture and Recreation in protecting, preserving, developing, studying, interpreting and promoting the appreciation of the historic resources of the Province of Newfoundland and Labrador.

The PAO is the regulatory agency responsible for all archaeology carried out in the Province.  It is also the central repository for all archaeological records in the Province, including site record forms and archaeological reports.  The PAO also has a small annual grant that is used to help students and archaeologists in their research. 

The PAO is located in the West Block of the Confederation Building, in St. John's. It has a map and literature library which contains reports and theses from the very beginning of archaeology in the Province.

Artifacts are not permanently curated by the PAO; that is the responsibility of the Provincial Museum of Newfoundland and Labrador. However, all artifacts are first received and processed by the PAO, who in turn transfers them on to the Museum.

The mandate of the Provincial Museum of Newfoundland and Labrador according to Section 7 of the Historic Resources Act is to "collect, catalogue, conserve, preserve, study and exhibit historic resources, whether or not of the Province" and to "enlighten and educate the people of the Province and the people of Canada respecting [these] historic resources ..."

The Archaeology and Ethnology Unit is responsible for the curation of all archaeological and ethnographic artifacts that are submitted to the Provincial Museum of Newfoundland and Labrador. The Curator of Archaeology and Ethnology, or one of the assistants or volunteers, can help you sort through and research the collections.
 

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How do I report an archaeological site?

If you discover a new site while you are carrying out the work under permit you should report it to the Provincial Archaeologist at the Provincial Archaeology Office within 30 days. If the site is threatened, you should report it within 48 hours. When possible it is important to maintain contact with the PAO while you are in the field and submit the UTM's, or latitudes and longitudes, of new sites you have found. The PAO can usually assign the sites' Borden numbers the same day.

If you are issued a permit, the Provincial Archaeologist may request that you relocate sites previously known from within your study area, and report any changes in their condition. If this request is made, you will have up to 90 days to make your report, unless the site is threatened, in which case you should report the fact within 48 hours.

Prior to heading into the field, you should obtain a supply of Site Record Forms, and any other forms required. If you intend to use substitutes for the forms the Province provides, submit copies of them along with your permit application for approval.

One of the first things you should do when you get back from the field is submit your Site Record forms for all of the new sites you have found, and all of the known sites you have revisited. These should be submitted to the PAO within 30 days of the expiration of your permit, along with 1:50,000 scale topographic maps showing the locations of the sites, all the areas surveyed and the techniques employed.

It should be noted that many permits are issued each year and there are thousands of archaeological sites within the Province.  It is important to standardize the information coming into the Provincial Archaeology Office as much as possible. So, you should familiarize yourself with the User Guide for Completing the Archaeological Site Record Form.
 

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What if this is an ongoing project - do I have to fill out a Site Record form every year?

Yes. This is a requirement pursuant to the Archaeological Investigation Permit Regulations.

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How do I catalog and label artifacts? Can I use computer files?

The Province has standardized forms called Archaeological Specimens Record Forms which must be filled out for each artifact. This procedure ensures that a basic suite of characteristics is recorded for every artifact found in the Province.

PROCEDURES FOR LABELLING ARTIFACTS

	Wash and dry artifacts, as appropriate to conservation requirements, prior to labelling.
	Apply a thin strip of colourless nail polish to the smoothest surface and near the edge of the artifact; if possible avoid any areas of research interest, such as designs, maker’s marks, ground or chipped edges of stone artifacts. Try to avoid writing on broken surfaces.
	Wait for the nail polish to dry completely prior to writing on it as this will prevent illegible writing as well as clogging the pen nib with nail polish.
	If the artifact is light-coloured, use black ink. For dark-coloured specimens, use white ink. Never apply white-out to artifacts prior to applying the catalogue number. White-out can be very damaging to artifacts as it flakes away from the artifact taking part of the surface with it and resulting in the loss of the catalogue number as well.
	The catalogue number must be written neatly, legibly and as small as is reasonably possible.
	Artifacts from one site must be numbered in sequential order. The same catalogue number is not to be applied to two different artifacts. The Borden and Catalogue Number ONLY must be written on the first line. Any additional information must be written on a second line. A key must be submitted with the artifacts indicating what the additional information means. Example: DkBe-1:419 DkBe-1:419 DkBe-1:419   Event 3 Level 2
	If an error is made in printing the catalogue number, remove it with a cotton swab and nail polish remover or acetone.
	Wait for the ink to dry completely and apply another strip of nail polish.
	Allow the nail polish to dry completely before putting the artifact away.
	If the artifact is too small, fragile, or rough-surfaced to print on, attach a label with the catalogue number to the artifact or to the container housing the artifact.
	If you have numerous flakes collected from the same unit and the same level the flakes must be sorted by material type and each type given a separate catalogue number. Numerous flakes of one type may be given ONLY one catalogue number which is attached to the container in which the flakes are housed. Less than five flakes from the same location must have the catalogue number written on them. Measurements for large numbers of flakes are not required.
	Artifacts which are found together must be separated by type and each type given a different number. If 2 or more sherds are clearly part of the same object letters may be assigned to each piece, for example DkBe-1:419a-c. Never label artifacts past the letter “z”. For example if there are 29 sherds of ceramic they must be labelled as follows: DkBe-1: 419a to 419z; the remaining 3 sherds must be labelled with the next catalogue number, DkBe-1:420a to 420c. Do not use DkBe-1:419aa to 419-cc. A separate catalogue sheet is required for each catalogue number.

A database file containing the same information is also acceptable, but you should check with the PAO first to ensure the database program you wish to use, and the data fields you wish to enter, are compatible with Provincial Museum of Newfoundland and Labrador's cataloguing software.

When creating specimen records, you must follow a specific set of data entry rules. It is important to familiarize yourself with the Archaeological Specimens Record Key.

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What about conservation?

All artifacts recovered within Newfoundland and Labrador must be conserved, and it is the responsibility of the permit holder to arrange for & assume the cost for their conservation. Every permit application must include the name of a professional conservator, and be accompanied by that conservator's current resume, listing educational background, employment experience, and relevant scientific publications, as well as any specific experience relevant to the project.

In your permit application you must demonstrate that adequate budgeting has been allocated for conservation, and that adequate facilities are available.

You are required to engage the services of a conservator, who will assume full responsibility for the conservation of your archaeological objects. The conservator must meet the requirements of the PAO before approval is granted.  The conservator must examine all recovered artifacts and provide the PAO with examination records. When treatment is necessary detailed treatment records must also be submitted.

Treatment records must be signed and dated by the conservator and must include:

	Site name;
	Borden, specimen and permit numbers;
	Name, description, material(s) and condition of the archaeological object;
	Details of treatment, including treatment proposal, materials used and methods and techniques employed during treatment.

For more information on conservation requirements, check the Archaeological Investigation Permit Regulations.

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When do I submit reports and what should they contain? 

All archaeologists are required under the Historic Resources Act to report all archaeological work carried out in the Province.

 
The Historic Resources Act and Archaeological Investigation Permit Regulations outline the contents and scheduling of submissions required by the Provincial Archaeology Office including reports, record forms and site record forms.  An interim report and project report are required for each permit or year of research at a multi-year project. Multi-year projects require a final report at the end of the project. Please be sure to send a copy of any published articles to the PAO for the reference library.

1) Interim Report: Six months (180 days) after a project is completed an interim report is to be submitted, outlining activities carried out under the permit.

2) Forms and Photos: Six months (180 days) after a project is completed the following items are to be submitted:

	completed PAO archaeological record forms; including field, level, feature and photographic records, level and feature plans, and scientific and radiocarbon sample forms
	a representative selection of black and white prints and colour slides depicting a variety of perspectives of each site, including: geographic situation, site condition before commencement of the archaeological investigation, all visible surface features, any agents of site degradation, plan views of excavation units, stratigraphic profiles, archaeological features, conservation measures employed in the field, and post-excavation condition
	detailed plans and vertical sectional drawings for each site.

3) Project Report: Within one year (365 days) of the expiration of the permit, a project report must be submitted to the PAO. This report must:

	describe the field work undertaken and the location and extent of investigation of each site, including maps, drawings, photographs, and detailed descriptions of the diagnostic artifacts.
	describe the methodologies used in data acquisition, recording and analysis, including field, archival and laboratory investigations.
	describe the environmental factors and cultural history relevant to the investigations.
	assess the current condition of the site and any present or potential factors which could alter the current status.
	interpret the significance of the site investigated, based on a summary examination of the findings
	assess the results of the investigation in relation to the scope and objectives of the project, as stated in the permit.

[Other publications or theses produced from the research conducted during the permit may be submitted to the Provincial Archaeologist for consideration in lieu of a project report.]

4) Final Report: In the case of a multi-year project, a final report (in addition to regular yearly project reports) must be submitted to the PAO within 2 years of the expiration of the final permit. This final report should address all of the same information included in each project report, but from the perspective of the project completed in its entirety.

For additional information on the reporting of archaeological projects to the Provincial Archaeology Office, check the guidelines in the Archaeological Investigation Permit Regulations

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Permit deadlines

To Do:	Deadline:	Description:
Permit Application	1 month (20 working days) before project begins	required for conducting archaeological work
Report New Sites	within 30 days of discovery  or  within 48 hours if the site is threatened	provide map, and location information (NAD, UTM'S or Latitude and Longitude)
Site Record Forms	within 30 days of permit expiration	fill in all information as required
Interim Report	within 180 days of permit expiration	preliminary summary of fieldwork
Forms	within 180 days of permit expiration	completed PAO archaeological site record forms sample of black and white prints and color slides detailed plans of each site vertical sectional drawings of each site
Project Report  (all projects)	within 365 days of permit expiration	description of fieldwork and each site methodology environment and culture history current status of sites significance of sites results of investigation
Final Report (for multi-year projects)	2 years of permit expiration	summary of project in its entirety
Artifacts & Records	within 2 years of permit expiration	artifacts specimen record forms artifact treatment records

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Online references and forms

For more detailed answers to these questions and to answer those not covered in this FAQ, you may wish to consult the following references:

ALL FORMS AND APPLICATIONS CAN BE COMPLETED BY DOWN LOADING A MICROSOFT WORD OR COREL WORD PERFECT FILE WHICH CAN THEN BE E-MAILED, FAXED OR DELIVERED TO THE PAO.

	User Guide for Completing the Archaeological Site Record Form
	Archaeological Specimens Record Key
	Authority List for Culture and Cultural Phase/Complex

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