Library Policy #30: Special Collections Policy

The purpose of this policy is to provide guidelines for the services and use of the Special Collections Department of the Addlestone Library. This policy supersedes Policy #24, Circulation of Special Collections Materials.

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The basic responsibility of the Special Collections Department is to acquire, preserve, and make accessible rare and desirable books, media, original source documents, manuscripts, realia, and the archives of the College of Charleston. Acquisitions are governed by Library Policy #17, sec. 4.0.

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The Special Collections Department is open to all College of Charleston students, faculty, and staff and all academic programs related to the College. It is also open to members of the public who are eighteen years or older and who have specific research projects or interests. Because of the unique nature and value of the collections, the Head of Special Collections reserves the right to deny or limit access to any person.

In order to be eligible, all users must show a valid College identification card or valid driver's license and register upon their first visit.

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The materials in Special Collections do not circulate and must be used under the following conditions in the Special Collections area.

4.1 Normal hours of service for Special Collections are 9 am - 1 pm and 2 pm- 4 pm, Monday - Friday when classes are in session. During summer and intersessions, hours may be abbreviated. Researchers should call in advance to verify hours and the availability of materials.

4.2 In order to request any material, all patrons must fill out the standard registration form for Special Collections which includes name, address purpose or visit, institutional affiliation, and other relevant information.

4.3 The patron's ID card will be held until all material is returned to the circulation desk in Special Collections.
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4.4 All briefcases, purses, coats, packs, and other personal items must be deposited at the coat rack. The library is not responsible for items left at the coat rack.

4.4.1 Only notepads, personal computers and pencils may be used in the research area. The use of pens or ink is prohibited.

4.4.2 The library staff reserve the right to search briefcases, etc. upon a researchers leaving the premises.

4.5 Stacks are closed. Researchers must fill out call slips to request any material.

4.5.1 Researchers will be permitted only two books or folders at a time.

4.5.2 Requests for items will be curtailed 15 minutes prior to closing so materials may be returned to the stacks. Materials in use may be reserved for the following day.

4.6 All manuscript materials must be kept in the order in which they are found. Manuscripts, books, and other materials may not be leaned on, written on, folded anew, traced, fastened with rubber bands or paper clips, or handled in any way likely to damage them.

4.7 Special Arrangements

The library collects many recent faculty publications and items on Low Country and South Carolina history. Some of these items are kept in Special Collections because of their rarity, subject content, or because of the affiliation of the author with the College.

4.7.1 Faculty members at the College of Charleston may use certain items (generally these are items which may be easily replaced) in the library when the Special Collections department is closed. Permission from the Special Collections staff must be secured in advance and precautions taken to safeguard the materials.

4.7.2 Every effort will be made to order an additional circulating copy of books or other material needed by a faculty member. When possible, books should be ordered through library funds available to the departments. When circulating copies of a book cannot be
obtained, faculty members may be granted special short-term loan privileges for material that is easily obtainable.

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The Special Collections Department offers basic reference service to qualified researchers including assistance in locating materials, answering questions about the collections, and suggestions for locating additional information.

5.1. The department offers reference service by telephone and by mail. In both cases, queries are answered as soon as possible depending upon the volume of in-person requests and the nature of the query.

5.2 Special Collections Department does not provide extensive research service. If such a request is made, the staff will recommend an in-person visit or the hiring of a research assistant.

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Photocopying, scanning and photographing by researchers must be approved and arranged under the supervision of the Special Collections staff. Patrons may not do their own photocopying.

6.1 All photocopying, scanning and photography are subject to restrictions based on the nature of the materials, conditions of deeds of gift, and the provisions of the United States copyright laws.

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Items which are judged by members of the Special Collections staff to be extremely rare or fragile require special consideration. The Head, Special Collections or the staff of Special Collections will decide what is best for the materials. The library does not guarantee access to these materials.

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8.1 Permission to examine manuscripts is not an authorization to publish them. Researchers must notify the library of the intent to publish, and fill out a standard form to request publication rights.

8.2 Permission to publish may be granted under the condition that the author agrees to credit the Special Collections, College of Charleston according to the standard Special Collections format.

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Gifts to Special Collections are accepted and encouraged. Gifts to Special Collections are subject to the stipulations in the "Gift Policy and Procedures," (College of Charleston Libraries, General Policy Manual, Policy # 2). Potential gifts will be also be evaluated in terms of the Collections Development collecting guidelines (Policy #17), condition of materials, space requirements, and stipulations of the deed of gift. The Head, Special Collections and Dean of Libraries will make the final decision about what will be accepted for the collection.

Draft: Sheila Seaman 1/7/97
Reviewed: Administrative Staff 1/14/97
Reviewed: Librarians 1/15/97

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