Policies & Services

Special Collections and Archives Use Policy


  • All users must present some form of photo identification when registering to use materials in Special Collections and Archives.  This may be a Union College student or faculty/staff identification card, a driver’s license, passport, etc.  Staff may retain the photo identification document until the person has completed using the material.
  • All users must complete a registration form before using materials in Special Collections and Archives. Complete address, contact information, and purpose for using the requested material must be included on the form.  
  • All backpacks, briefcases, coats, and other personal articles must be left in the cubbies in the vestibule outside Special Collections.  The staff reserves the right to inspect papers and other materials before the patron leaves the department.  
  • The use of personal computers, tablets, iPads, is permitted so long as the use does not damage any of the materials provided to the user.  Digital cameras may be used but the use of flash is not permitted.  Users must consult with department staff before attempting any photography.  The completion of a separate permission form for photographs is required.  
  • Only pencil is allowed to be used for note taking purposes.
  • Special Collections and Archives materials are housed in closed stacks.  Department staff or student assistants will bring the requested material to the user’s table.  Users are not permitted in the stack areas.
  • Special Collections materials must be consulted in the department reading room and cannot leave that area.
  • Food and beverages are not allowed in the reading room.  
  • Patrons are asked not to use cell phones in the reading room.  If it is necessary to use a cell phone please move to the vestibule area.
  • Users are responsible for the careful handling of all materials made available to them.  Manuscript and archival collections must be maintained in the order in which they are received.  Please do not rearrange these materials.  Material may not be leaned on, written on, folded, traced, or handled in any way that may cause damage.
  • Department staff will consider requests for reproduction of material when such duplication can be done without injury to the items, and when the duplication does not violate donor agreements or copyright restrictions.  Permission for reproduction does not constitute permission to publish.