Special Collections materials are unique and sometimes brittle or easily damaged.  To preserve these materials for future use the following guidelines have been developed. Failure to comply with these guidelines may result in denial of access to the collections. Theft or mutilation of materials is a crime that may be prosecuted.  The researcher must agree to abide by these guidelines before they are given any materials. 

Researcher Registration

Archival researchers are required to show photo identification and fill out a Researcher Registration form. Every time an archival box is received, the researcher will acknowledge receipt of materials on the back of the Registration form.

Personal Belongings

The researcher will be provided with a place to put backpacks, purses, binders, books, jackets, or any other personal items.  For the safe-keeping of Special Collections materials, patrons are permitted to bring paper, pencils (no pens), laptops and tablets (no cases), and/or cameras into the researcher room. For other accommodations please contact Special Collections. Paper and pencils will be provided upon request. All personal items used in the researcher room are subject to search when exiting. Food and drink are not permitted in the researcher room. Cellphones must be silenced. Researchers are requested to leave the researcher room to answer calls and carry on conversations.

Rules for Handling Special Collections

Special collections are shelved in closed stacks. A staff member will bring the materials to the researcher.  Materials may not be removed from the researcher room. 

1. Special Collections materials are non-circulating. They may not be checked out and must be viewed in the researcher room during open hours. A Special Collections employee will proctor the researcher visit to assist the researcher during their visit.
2. Hands must be washed and dried before using Special Collections materials.
3. Only 1 container (box, etc.) may be open on the table at a time. Other materials must be held on a nearby cart.
4. Only 1 folder or item may be on the table at a time.
5. A document marker shall be used to hold the folder’s place in the box. 
6. Pages in folders shall be kept in order; turn sheets like the pages of a book.
7. Items are not to be removed from the folder that houses them.
8. Only pencils (no pens), paper, computers, and cameras may be used to take notes. For additional accommodations, please contact Special Collections.
9. Upon the discovery of any problems (such as pages out of order, torn or marked pages), a staff member shall be notified. The researcher will not try to fix or rearrange the items themselves. 
10. Gloves will be provided with material that is especially sensitive to damage from direct handling, such as loose photographs and negatives.

Reproduction Policy and Procedure

The researcher may make copies using their own camera for personal use only.  Flash is not allowed.  If a reproduction is needed for a publication, exhibition, media use, public display, or similar endeavor, please speak with a Special Collections employee to arrange to have the reproduction made.

Copyright and Publications

It is the researcher's responsibility to conform to all legal, literary, property rights, libel laws and copyright provisions attached to the materials used. The CSUSM University Library is not responsible for the infringement of any such laws. 

Copyright Compliance and Provisions for Use 

The California State University, through the California State University San Marcos campus’s University Library (“CSU”) may not own the copyright to items used in research. The researcher acknowledges that the CSU is not making any representations or warranties as to the owner of the intellectual property regarding the item(s) the researcher seeks to reproduce. The researcher is solely responsible for using a reproduction of these materials in accordance with the copyright protections established in the United States Copyright Act and all other applicable laws. The researcher will obtain permission of the owner of the item(s) they seek to reproduce, including the copyright owner to the extent the work is still protected by copyright for any uses beyond that allowed by fair use or other exception allowed by law. 

The researcher shall indemnify, defend, and hold harmless the State of California, Board of Trustees of the California State University, CSU, and their respective officers, agents and employees from any and all claims and losses accruing or resulting to any other person, firm or corporation furnishing or supplying work, service, materials or supplies in connection with this agreement, and from any and all claims and losses accruing or resulting to any person, firm or corporation related to, arising out of or resulting from my performance of this agreement.  The provisions of this paragraph will survive expiration or termination of this agreement.

Citation Format

The following citation format for archival materials will be used in research and publication: