Regulations Governing the Use of Materials

To safeguard the valuable and unique materials housed within the Saint John's University Archives, researchers are requested to observe the following rules:

1. MATERIALS BROUGHT TO THE ARCHIVES: Coats, briefcases, purses, book bags, and other personal property not essential to research projects must be placed on the coat rack at the entrance.
2. SMOKING, EATING, AND DRINKING: are not permitted in the University Archives under any circumstances.
3. EQUIPMENT: The use of portable personal computers, typewriters, cameras, and audio/video recorders will be allowed with permission of the archivist. The use of hand-held scanners is prohibited. Fountain pens, felt-tipped pens, or similar ink writing instruments cannot be used. Please take notes in PENCIL only.
4. STACK AREAS of the Archives are closed to patrons. Except for those materials on the reference shelves near the research table, all materials will be retrieved by the archivist. Materials are to be used only in the Archives research area under the supervision of the archivist.
5. HANDLING OF MATERIALS: A researcher may only have one container of archival materials at the research table at a time. Please use one folder of materials at a time. An Out Card may be used to mark its place in the box. Materials must be handled with care; they must not be leaned on, written on, folded, or otherwise handled in any way likely to damage them. The existing order of documents within each folder and box should be maintained. Sheets must be turned in order and kept neatly in the folders. Please report to the archivist any error in cataloguing, dating, or filing.
6. PHOTOCOPYING is permitted, if it is in accordance with donor agreements and copyright restrictions, unless the item is too fragile, exceptionally valuable, or too large. All photocopying is done by the archivist.
7. COPYRIGHT LAW of the United States (Title 17 U.S. Code) governs the making of photocopies and other reproductions of copyrighted materials. Under certain conditions specified in the law, copies may be provided for individual researchers' private study. The copies are provided for the individual's personal use and may not be further reproduced, published, broadcast, displayed, offered for sale, transferred to another individual or deposited in another institution without written permission from Saint John's University Archives and/or the copyright holder. The researcher assumes full responsibility for conforming with the laws of libel, privacy, and copyright which may be involved in his/her use of manuscripts and other materials.
8. RESTRICTED MATERIALS: The use of certain correspondence and other materials may be restricted by statute, by office of origin, or by donors. For the protection of its collections, the Archives also reserves the right to restrict the use of materials which are not processed, materials of exceptional value, and fragile materials.

9. CITATIONS should follow this format: Identification of item, Collection Name, St. John's University Archives.  Any publication of material from the Archives must credit St. John's University Archives.