Mission Statement and Policies

It is necessary to make an appointment to use the Archives and Special Collections. Unlike the main part of the library, the services of this department are available by special arrangement, rather than on a walk-in basis. In order to provide access and assistance, and to meet institutional requirements for the security of our rare and unique collections, research projects must be scheduled in advance. Persons interested in the collections held at Marist University should call or write ahead, as far in advance as possible, to discuss their research project with a staff member and to arrange times for access and assistance that are mutually agreeable. This allows both materials to be readied in advance, providing researchers with as much time as possible with the collections.

It is Archives and Special Collections policy that no food, drink, tobacco, or other potentially harmful substance or object may be brought into the special collections or archives areas. To minimize handling of rare material and to make the most efficient use of staff resources, access to the University Archives and Special Collections is granted only to persons directly engaged in research.

Researchers must complete a Use Agreement Form to request materials for research purposes or for publication.

Prior to arranging access to original material, researchers should have studied all appropriate secondary sources. A fundamental and necessary working assumption of all primary inquiry is that those who undertake it will have completed a thorough study of their subject in books, periodicals, and other publications before approaching original documents.

Researchers should plan to work slowly and carefully when dealing with unique and/or fragile material. Haste has no place in archival research! Items should be replaced in original order and condition. Use only a soft graphite pencil for taking notes and materials may not be photographed without permission from a staff member.

Keep a record of all material consulted. Some collections are large and their contents can be uniform in appearance. In the course of research over several days, it is easy to forget which specific files have been searched. Good research notes help to avoid duplication of effort.

Please consult a staff member about any restrictions that may be associated with a collection. Access may depend upon agreement in advance, to honor specific conditions. Many manuscripts are not in the public domain and researchers are individually responsible to address any copyright issues.

To access our collections for research, please fill out the Research Agreement Form and a staff member will reach out to you to schedule an appointment. Or please call the Archives at 845-575-3364 to schedule an appointment with a staff member.

• Outerwear, umbrellas, backpacks, purses, briefcases, packages, and the like must be deposited in the lockers located outside of the Reading Room. They may not be taken into research areas.
• All Special Collections materials are non-circulating and may only be consulted in the Reading Room.
• Special Collections materials are housed in closed stacks. Up to three boxes, books, objects, etc. at a time will be brought out to a researcher.
• All materials must be returned to the staff member on duty before the researcher is permitted to leave the Special Collections.
• Personal scanners, copiers, and cameras (video or still) are not allowed in the Reading Room without special permission.
• A staff member may examine any items (notes, note cards, etc.) you bring in or out of the research room.
• Archives and Special Collection materials may only be used in the Reading Room during department hours.
• The Reading Room is monitored by a video camera.

• No food or drink (this includes gum, candy, cough drops, etc.) is allowed in the Reading Room.
• Pencils only may be used in the Reading Room. Pens, markers, etc. are prohibited to avoid damage to materials.
• The researcher is responsible for the careful handling of all materials made available. Extra care should be taken in handling large volumes, brittle pages, and in opening folded plates and maps. Manuscripts and books should not be leaned on, written on, altered, folded, traced over, or otherwise handled in any way that may damage them. Book weights to hold pages open are available from the Reading Room staff.
• A staff member will remove any metal fasteners (e.g. staples or paper clips) from the manuscripts. Please do not remove them yourself, and do not re-fasten items with metal paperclips or staples.
• Manuscripts and archives are to be maintained in the order in which they are received by the researcher. Material discovered to be out of order should be brought to the attention of the staff member on duty.
• Requested materials will be provided in their original format whenever possible. However, if an original item is deemed to be too fragile to be handled safely, a high quality reproduction will be provided.

Requests from researchers to copy Archives and Special Collections material constitute an agreement that you will not reproduce, transfer, distribute, broadcast, publicly display, offer for sale, or otherwise use or publish any material subject to copyright, or a portion thereof, in excess of permission of the copyright holder.

Please note that while the Marist University Archives and Special Collections owns the materials in our collections, we may not own the copyright to these materials, except where it has been explicitly transferred to the Archives and Special Collections. You, the researcher, are solely responsible for determining the copyright status of materials and obtaining permission to use material from the copyright holder. The Marist University Archives and Special Collections cannot provide permission to publish or distribute materials when Marist University is not the copyright holder.

We reserve the right to limit the number of copies made to protect rare and valuable items due to preservation concerns, and to deny a request because of copyright regulations, privacy rights, donor-imposed regulations, or other rights-related issues.

The copyright law of the United States (Title 17 United States Code) governs the making of reproductions of copyrighted material. Under certain conditions specified in the law, libraries and archives are authorized to furnish a reproduction. One of these specified conditions is that the reproduction is not to be “used for any purpose other than private study, scholarship, or research.” If a researcher uses a reproduction for purposes in excess of “fair use,” that researcher may be liable for copyright infringement.

To request reproductions of items in our collections, please contact us by email (library.archives@marist.edu) or in person.

We appreciate receiving a copy of any published work that features our material.

Privacy and Publicity Rights

You are solely responsible for addressing issues of privacy and publicity rights relating to your use of our materials. The rights of privacy and publicity are distinct from copyright. Although fair use is a defense to copyright infringement, it is not a defense to violating privacy or publicity rights.

An individual depicted in a reproduction has privacy rights as outlined in Title 45 CFR 46 (Protection of Human Subjects). The Archives and Special Collections reserves the right to require a release from individuals whose privacy may be violated by the reproduction of this image or materials.

The right of publicity is a person’s right to control, and profit from, the use of his or her name, image, and likeness. This means that any use of a person’s name, image, or likeness for commercial gain is not permitted without his or her consent. Rights of publicity are governed by state laws.

The Marist University Archives and Special Collections (hereafter, Archives and Special Collections) provides copies of materials to facilitate private study, scholarship, or research. We welcome you to use materials in our collections that are in the public domain and to make fair use of copyrighted materials as defined by copyright law.

The Archives and Special Collections will not do research concerning the existence and/or whereabouts of rights holders. To the extent that we provide available information, the Archives and Special Collections, James A. Cannavino Library, and Marist University does not warranty the accuracy of such information and shall not be responsible for any inaccurate information. The Archives and Special Collections will not facilitate or execute requests for permission.

The Society of American Archivists provides further guidance about using copyrighted and unpublished materials. The U.S. Copyright Office provides information about How to Investigate the Copyright Status of a Work. When you cannot identify or locate the current copyright owner of a copyrighted work, the copyrighted material is sometimes called an “orphan work.” Columbia University Libraries and the Society of American Archivists also provide advice about documenting searches for copyright owners and using orphan works.

When you use material, you must properly acknowledge or cite the Marist University Archives and Special Collections as the source of the material. The credit line should read: Marist University Archives and Special Collections, Poughkeepsie, NY, USA.

You must not use the name of the Archives and Special Collections, the James A. Cannavino Library, or Marist University in any manner which creates any false association between you and the image, materials, the Archives and Special Collections, the James A. Cannavino Library, or Marist University , or that incorrectly implies any sponsorship or endorsement by the Archives and Special Collections, the James A. Cannavino Library, or Marist University, or any third-party rights holder.

If you have any more information about an item you’ve seen on our website or if you are the copyright owner and believe our website has not properly attributed your work to you or has used it without permission, we want to hear from you. Please contact library.archives@marist.edu with your contact information and a link to the relevant content.

Reproduction Disclaimer

In receiving a reproduction from our holdings, you assume all responsibility for infringement of copyright or other rights in your use of the material. You must agree to defend, indemnify, and hold harmless the Archives and Special Collections, James A. Cannavino Library, and Marist University and its Regents, officers, agents and employees, from and against any and all liabilities, losses, demand, penalties, costs, expenses, attorneys’ fees, lawsuits, fines, judgments, or causes of actions, including but not limited to claims relating to infringement of copyright, trademark, invasion of rights of privacy or publicity, or libel that arise either directly or indirectly from any use by the requestor of the images and/or materials provided by the Archives and Special Collections, James A. Cannavino Library, Marist University, or its employees, Regents, or agents.

Below are general guidelines for citing archival materials in Chicago style format. Please refer to the following Marist Library website for detailed citation guidelines: https://libguides.marist.edu/citation.

Notes

General Format

1. Title or description of item, Date (day, month, year), Collection number or identifier, Box number, folder number, Collection Name, Name of Repository, Location of Repository. URL if applicable.

In a note, the title of the item should be cited first and quotation marks are only used for specific titles. If they are part of the heading appearing on the manuscript, they can be capitalized, but if used only as descriptors, they can be lowercase.

Shortened Notes

Subsequent citations for the same document, or if using other documents from the same collection, may be shortened. The shortened form is added in brackets at the end of the first citation.

First Citation

Typescript of unpublished article “Red Tide” by Lowell Thomas, n.d., LTP.1580.005, box 1580, folder 5, Lowell Thomas Papers, Archives and Special Collections, Marist University, Poughkeepsie, NY (hereafter cited as Typescript, Lowell Thomas Papers).

Subsequent Citation

Typescript, Lowell Thomas Papers.

Bibliography

General Format

Last Name, First Name of author. Name of Collection. Name of Repository, Location of Repository.

In a bibliography, references should be listed alphabetically and begin either with the name of the collection or the last name of the author.

If only using one item from a collection, you may include the title or a description of the item in the bibliography.

Example: Thomas, Lowell. Typescript of unpublished article “Red Tide”, n.d., Lowell Thomas Papers. Archives and Special Collections, Marist University, Poughkeepsie, NY.

In accordance with the mission statement of Marist University the Archives and Special Collections serves the University and local community by collecting, preserving, providing access to, and interpreting research and primary resource material that reflect and support the teaching and research needs of the students, faculty, staff, and researchers in the Marist Community.

The Marist University Archives and Special Collections considers collections consisting of primary documentation which support the University curriculum. Collections are chosen with attention, first, to instructional and research interests of the University and, second, to the special contributions the Marist University Archives and Special Collections can make to the broader scholarly community.

The Archives and Special Collections chooses its target collecting areas with an awareness of collecting activities of other U.S. repositories, especially those in New York State. In making acquisitions, the Archives and Special Collections generally seeks to avoid dividing collections among institutions. When offered donations of materials beyond the scope of its primary collecting areas, the Archives and Special Collections may refer donors to more appropriate institutions.

The Archives and Special Collections places no overall geographical, linguistic, or chronological limitations on the scope of materials to be collected. Collecting policies will be developed for individual subject areas to delineate such collecting restrictions. No particular formats are excluded, although the Archives and Special Collections does not seek to acquire objects better suited for museum collections. Such memorabilia may, however, be accepted as part of larger collections, if useful for instructional or exhibition purposes.

For guidance regarding donating your personal papers or organizational records to the Marist University Archives and Special Collections, please visit the following websites produced by the Society of American Archivists and read Marist’s Deed of Gift Agreement form:

• Personal Papers
• Organizational Records

Hours

Monday through Friday, 9:00 a.m. - 5:00 p.m. (closed noon to 1:00 p.m.)

Summer hours: Monday through Thursday, 9:00 a.m. - 5:00 p.m., Friday, 9:00 a.m. – 3:30 p.m. (closed noon to 1:00 p.m.)

Please make an appointment in advance.

Mailing Address

Marist University

Archives and Special Collections

James A. Cannavino Library, LB 134

3399 North Road

Poughkeepsie, NY 12601

Directions

For directions to campus and parking instructions, please go to the How to get to Marist page.

Travel by Train

The Metro North Commuter Rail has hourly service from Grand Central Terminal to Poughkeepsie. There is also less-frequent service via Amtrak from Penn Station.

Travel by Air

Stewart International Airport in Newburgh, NY is approximately 26 miles from the Marist campus. Other area airports include:

• Albany International Airport
• Laguardia Airport
• Newark Liberty International Airport
• John F. Kennedy International Airport

Taxi Service / Car Rental

• A-1 Transportation Taxi Service - 845-473-7600
• Enterprise Car Rental - 845-485-2222

Local Hotels / Motels

• Poughkeepsie Grand Hotel (1.4 miles from campus)
• Roosevelt Inn (4.6 miles from campus)
• Hampton Inn (5.1 miles from campus)
• Hyatt Place Poughkeepsie (6.6 miles from campus)