Procedures & Regulations - Archives & Special Collections

Hours and services

The University of Toronto Scarborough Library Archives & Special Collections is available to researchers by appointment only. Please contact the Archivist to discuss your visit and to set a research time(s).

The University of Toronto Scarborough Library, Archives & Special Collections’ mandate is to acquire, preserve, arrange, describe and provide access to rare and unique material that support the curricula of the University of Toronto Scarborough programs and document the Scarborough community.

Registration

Users are required to fill out a registration form before consulting material. The form will allow Archives & Special Collections staff to verify your identity and provide information about other possible resources that may be beneficial to your research. Registration cards expire after one (1) year.

The form also confirms that you have read and understood the procedures and regulations set out in this document (Procedure and Regulations). This form is used for internal statistic purposes only, is kept in a secure location and will not be shared.

Requesting material

Archives & Special Collection staff are available to help researchers locate material related to their topic of research in finding aids and databases.

Archives & Special Collection staff will advise researchers of any restrictions on material that is being requested. Researchers will be asked to fill out the request form indicating the fonds/collection title and number, series title and box and file number. A maximum of three (3) boxes can be requested at one time. The form will be given to staff so that they may retrieve the material.

Consulting material

The following reading room regulations need to be observed to ensure the long-term preservation of material.

  • Users must register before entering the reading room.
  • Personal belongings (bags, purses, backpacks, jackets, umbrellas, etc.) must be left in lockers provided by Archives & Special Collections.
  • No food or drink is permitted in the reading room.
  • Cellphones must be on silent while in the reading room.
  • Please avoid or reduce the use of perfume, cologne, and other scented products. Scented products release chemicals which can trigger serious health reactions in people with asthma, migraines, allergies or chemical sensitivities.
  • Materials are non-circulating and can only be used in the Archives & Special Collections reading room.
  • Only a laptop (without case) or pencil and paper for note taking purposes are permitted.
  • No pens, markers or highlighters are allowed in the reading room.
  • Researchers will not rearrange material in boxes of in folders. If you suspect that something is out of order please advise staff.
  • Material should be placed flat on tables, accept in cases where bound objects require book cradles.
  • Avoid placing anything on the documents or folders.
  • When applicable, the archivist may request that researchers wear white cotton gloves to consult material. All photocopying and scanning will be done by Archives & Special Collections staff.
  • Same day copies are not guaranteed.
  • Do not remove photographs, negatives or slides from their protective sleeves.
  • If necessary, use acid-free bookmarks provided to mark your place in a file.
  • Material must be returned to staff when a researcher leaves the building. Under no circumstances can material leave the building.
  • Researchers should be prepared to present bags and briefcases for inspection when leaving the archives.
  • All material must be returned 15 minutes before closing.