Researchers are reminded that access to University records is governed by Freedom of Information and Protection of Privacy (FOIPOP) legislation. Requests to access institutional records must be reviewed by the University’s FOIPOP Coordinator. Researchers planning to travel to the University to use institutional materials are advised to contact the Archives well in advance of their visit to ensure adequate time for review. In some cases, a Research Agreement may be required.
Students, faculty, visiting scholars, researchers, and members of the general public are welcome to consult material in the Rare Books and Special Collections / University Archives reading room. Finding aids include UBC Library's on-line catalogue, inventories, published guides, and on-line databases.
Prospective patrons should be aware that the University Archives is a closed-stack area. Browsing is not permitted, and all materials are non-circulating. Exceptions may be made for offices or persons requiring the use of material which they have transferred or donated to the Archives, provided they receive prior approval.
When they arrive at the RBSC / University Archives reading room, patrons will be asked to read the Reading Room Rules and Handle With Care Instructions. Patrons from outside UBC are also required to produce a piece of visual identification (eg. driver's license) and complete a User Registration Form.
After consulting the finding aids and identifying the relevant materials, patrons then complete a retrieval slip whereupon the requested item(s) will be retrieved by staff -- normally, a maximum of three boxes or items at a time may be requested. Materials may be examined in the reading room; there are also a limited number of locked carrells available for those requiring extended consultation of our holdings. Please leave briefcases, knapsacks, and bags at the front desk, or in the coin-operated lockers in the hall.
Materials must be handled with care. Please do not mark them or erase existing marks. When taking notes, use only pencil -- accidental ink-marks can be caused by even the most careful patrons, and marks from pens cannot be removed from divisional materials without damaging them. Also, please do not use paper-clips, tape, "Post-It" notes, or rubber bands. As in most other areas of the Library, eating, drinking, and smoking are not allowed.
Permission from UBC Library must be obtained before any unpublished documents can be published. In giving permission to copy, quote from, or publish, the Library does not surrender its own right to publish such material or to grant permission to others to do so. The researcher assumes full responsibility for the use of material and for conformity to the laws of defamation, privacy, and copyright, and shall indemnify and hold harmless the University and the Library from claims arising as a result of use of the material so obtained. Literary rights to all unpublished materials remain in the possession of the authors, heirs, or assignees. The user assumes full responsibility for obtaining permission to publish such items in whole or in part.
The use of certain documents may be restricted by statute (in particular the provincial Freedom of Information and Protection of Privacy Act), or the donor. The researcher must assume full responsibility for fulfilling the terms connected with the use of restricted material. For the protection of its holdings, the University Archives also reserves the right to restrict the use of materials which are not arranged or are in the process of being arranged, materials of exceptional value, and fragile materials.