Access Policy

Access and Reading Room Guidelines

  • Advance notice is required. Please contact the department about your research needs and to schedule an appointment. Collections may be consulted on an appointment basis, Monday through Friday, between 10:30 a.m. and 4 p.m.

  • A maximum of 10 boxes and/or 10 books will be retrieved per researcher, per day.

  • Materials do not circulate. They must be consulted in the reading room.

  • The use of the reading room is dedicated to researchers using materials housed in Special Collections and University Archives.

  • Personal items must be placed in lockers, including but not limited to: food, drinks, pens, coats, bags, laptop cases, and folders.

  • Researchers may bring in the reading room: a notebook, a laptop or tablet, a digital camera, and pencils.

  • Pencils must be used for all note-taking.

  • All researchers must sign a guest register, present identification, and complete a collection-use form.

  • A quiet atmosphere is conducive to research and should be maintained at all times.

  • Cell phones must be silenced. Phone calls may be made or taken in the front lobby.

  • Items may be consulted only in the reading room and may not be removed from the premises.

  • Wireless internet access is available in the reading room.

  • Laptops and notebooks may be inspected upon leaving.

Handling of Materials

  • Materials must be handled with great care. Researchers must not write upon, lean upon, mark, or otherwise alter or mishandle materials provided for their use.

  • One book or one folder may be consulted at a time.

  • Items must be kept flat upon the surface of the tables.

  • Books, papers, or other objects may not be laid on the materials. Gloves, book weights and cradles are available, if needed.

Reproducing and Photographing of Materials

  • Inquiries concerning photocopying or scanning of materials must be referred to the department, whose decision in such matters is final.

  • Digital photography may be allowed for specific collections. Please consult with the department prior to your visit. Materials must be flagged, reviewed, and approved before photography begins.
  • The use of handheld scanners is not permitted.
  • The department offers photocopying and scanning services. Please inquire prior to visiting. Please note that no more than 10% of a collection may be reproduced. For large collections, a maximum of 300 copies will be made. We cannot guarantee that scans or photocopies will be made immediately upon request. 

  • Copies and scans are for personal use and may not be futher reproduced, deposited in another repository, or published without permission.
  • Stony Brook University Libraries’ consent as the physical owner of the collections does not address copyright issues that may affect publication rights.  It is the sole responsibility of the user of Special Collections and University Archives materials to investigate the copyright status of any given work and to seek and obtain permission where needed prior to any distribution or publication.  

  • Requests for photocopying or scanning may be denied because of the fragility of the material, potential damage to the item, restrictions imposed by the donor, or other factors.