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Special Collections and University Archives Access

Approving University Official(s): Office of the University Provost

Responsible Office: Office of the University Library Director

Effective Date: Prior to December 31, 2004

Next review date: July 1, 2024

I. Policy Statement

The Library has adopted specific regulations governing use of Special Collections and University

Archives due to the unique nature of the material housed in Special Collections.

II. Purpose

This policy statement defines terms, conditions, and expectations for researchers using

collections and services of the Methodist Library, Special Collections, and the University

Archives.

III. Audience

All members of the Drew University community and approved/registered visiting researchers.

IV. Procedures

Materials may be used only in the Methodist Archives Wilson Reading Room or in another

supervised location with approval from the Manager of Special Collections. All outside Drew

community researchers will be asked to complete the registration form in order to request

materials. Visiting researchers must present a form of identification such as a driver's license or

credit card when materials are requested. The Methodist Center reading room is open from

9:00 a.m. until 5:00 p.m. Mondays through Fridays.

Visiting researchers desiring to use special collections must schedule an appointment in

advance by contacting the department (email speccol@drew.edu). Drew researchers may use

the collections without an appointment during the stated open hours of the Reading room.

Users desiring access to the archives of the United Methodist Church should obtain prior

permission from the General Commission on Archives and History of the United Methodist

Church.

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For special regulations governing access to Drew University Theses and University Archives, see

Appendices to this document below.

● Library materials are retrieved by the contact individual for the specified collection after

a Request Slip has been filled out. Only one folder or container of loose material may be

used at one time. No more than 5 bound volumes may be used at one time. If additional

material has been requested, it will be held at the Reference Desk in the Methodist

Archives and issued to the researcher upon return of the completed material.

● When the researcher has completed his or her work or is leaving the room temporarily,

the folder or volume shall be returned to the person in charge.

● Manuscripts and books may not be marked or otherwise altered or defaced. No

"post-it"-style bookmarks may be used. Archival safe bookmarks are provided.

● Only pencils and paper or personal computers may be used when taking notes.

● All manuscripts and books are to be placed on the tables. They are not to be held in the

lap or propped against the edge of the table. Book supports may be provided and their

use required.

● Papers within folders are not to be rearranged. If a researcher thinks something is out of

order, they should bring it to the attention of the Reading Room supervisor.

● Materials may be copied only with permission of Special Collections staff, who will make

all copies. Fragile materials may not be copied. A photocopying or scanning charge will

be assessed. See our policy on Photocopying and Scanning From Special Collections

below.

● Briefcases, backpacks, coats, notebooks, and folders may not be taken into the

Methodist Archives reading room. Storage lockers and coat racks are provided.

● No food or beverages are permitted in the reading room.

● Researchers must secure written permission from the staff to publish Special Collections

material. Researchers assume all responsibility for conforming with copyright laws and

for correctly citing the source of the archival material. This repository should be cited as

"Drew University Special Collections, Madison, New Jersey." One gratis copy of any

publication resulting from extensive research in Special Collections should be presented

to Drew University .

V. Consequences of Violating this Policy

Violation of these regulations may result in loss of access to Special Collections. Furthermore,

non-compliance with this University policy may result in potential disciplinary action and/or

sanctions by the University via the policies and procedures of the Offices of the Provost and

Human Resources.

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