Access Policies

Both internal members of the SJU and CSB community, as well as outside visitors, are encouraged to use the Saint John’s University Archives for their research needs. Finding aids for the collections and accessions available for study are found on the Finding Aids page. Every effort will be made to assist users in person or via phone, email and mail, but, as most requests for materials require preliminary preparation, please contact the Archives in advance. Researchers using the physical Archives spaces are asked to make an appointment. Contact information as well as the hours the Archives are open can be found on the About the Archives page.

The use of certain records are restricted by law, by reason of their origin or, for private materials, by the donor. The Archives reserves the right to restrict the use of records that are not processed, materials containing confidential or sensitive information, or records that are of exceptional value or are fragile.

To safeguard the valuable and unique materials housed within the 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 left at the designated area.
  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 only 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 Archives staff. 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 and/or SCANNING 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 copying is done by the Archives staff.
  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 the 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.