Search Room Policies

East Carolina University
Special Collections
Joyner Library
Greenville, NC 27858-4353

(252)-328-6671 phone
(252)-328-0268 fax

Search Room staff available: Monday - Friday  8:00am to 5:00pm
Saturday & Sunday 1:00pm to 5:00pm
Archivist available by appointment

Patrons who request photocopies must complete and sign a photocopied reproductions order form.  Fax or mail the form to the above address.  Photocopy Order Form

Patrons who request photographs and scans must complete and sign a image reproductions order form.  Fax or mail the form to the above address.               Image Order Form

Patrons who request to publish special collections materials must complete a request to publish form.  Fax or mail the form to Maury York, Assistant Director for Special Collections.  Request to Publish Form

By signing the Special Collections Researcher Registration Form, researchers agree to comply with the Search Room Regulations, which includes the following:

• Joyner Library is a smoke-free, food-free environment. Researchers may not smoke, eat, or drink in the Search Room. Food and drinks are allowed in the Sculpture Garden just inside the library's main entrance. Smoking, eating and drinking are allowed in the Sonic Plaza just outside the library's main entrance.
• The Special Collections are closed stack, non-circulating collections. Access to the collections is gained through a variety of computerized and hard copy finding aids. Research materials are obtained by filling out call slips. Staff will be happy to assist researchers in locating finding aids and filling out call slips, do not hesitate to ask for help.
• Researchers must register and check in upon entering the Search Room. Please provide all information requested, including photo identification.
• Researchers may not remove documents from the Search Room under any circumstances. Removal of a document or documents from this facility is a criminal offense. Researchers must notify Search Room staff prior to leaving the Search Room.
• Researchers must use pencils and handle all materials carefully. Researchers must keep documents flat on the table while using them. They must not lean on items or place paper or note pads on top of documents while taking notes. They must not make marks or erasures on research materials. Post-it notes are not allowed to mark materials for any reason. Researchers should wear gloves when handling photographs and other fragile materials. Gloves are provided by staff.
• Researchers must not rearrange documents in the collections. If materials seem out of order, please notify the staff.
• Researchers must include the full name of the collection and of this repository in all citations. [Example for manuscript materials: Elias Carr Papers, East Carolina Manuscript Collection, East Carolina University. Example for University Archives: Chancellor's Office, Chancellor's Correspondence File, 1978-1979 (RG 1, acc. no. 83-3, box 2), University Archives, East Carolina University.]  Additional examples of citations are available upon request.
• Researchers are responsible for obtaining permission to cite, quote, or publish collections. Literary rights to collections may not necessarily be in the public domain. Researchers should consult the staff if they have questions concerning the legality of publishing specific documents.
• Researchers may bring paper, pencils, and research notes into the Search Room. All other personal belongings such as books, briefcases, coats, and backpacks must be stored in the lockers provided.
• Researchers may also use lap-top computers and hand-held cameras in the Search Room if, in the opinion of the staff, they will not damage the collections or disturb other patrons; patrons may not use copy and stand equipment, additional lighting, scanners, or photo-copiers in the Search Room.
• Researchers may have one box of material on the table at a time, and should open only one folder of material at a time.
• The Special Collections Department staff will provide researchers a reasonable amount of photocopying at cost as a service. Staff limitations do not permit the copying of large quantities of material, however, and collection policy prohibits the copying of restricted materials, entire collections, or complete oral histories. Please consult with staff regarding procedures for identifying items to be photocopied.
• The staff will also provide reference services and research assistance free to patrons in the Search Room. Researchers who request information by telephone, fax, or e-mail may incur additional costs.
• Researchers who fail to abide by these policies may be denied access to the collections. Theft and mutilation of documents are crimes that will be prosecuted by the appropriate law enforcement agency.