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Special Collections: Policies

Plan Your Visit

Before your visit the Archives and Special Collections at the Stephen B. Luce Library, please make an appointment by either emailing us at or calling (718) 409-7231. 


To prepare for your visit to our archives, we recommend reading the policies below and the Researching in the Archives page.



Visiting Policy

In order to help us care for our collections, researchers who visit the archives will be asked to:

  • Register and show a current ID
  • Bring only pencils, notebook, and laptops in the research room
  • Wash hands before handling materials
  • Use cradles for volumes
  • Keep manuscripts and records flat
  • Retain order in folders and boxes
  • Not use flash when taking pictures
  • Ask the archivist if you aren’t sure about something

Please make appointments in advance – contact us at or (718) 409-7231. We’d love to have you visit, but we are a small library and can you serve you best when prepared ahead of time. Thanks!

Reproductions Policy

Users may request digital reproductions of collections materials to support private research and scholarship.

Collection use is subject to all copyright laws. The responsibility to secure copyright permission rests with the patron (see Notice below for details).

Patrons who obtain permission from copyright holders to use collection materials in published works should cite/acknowledge the Stephen B. Luce Library of SUNY Maritime College.

The Luce Library may decline to offer reproductions services for items that would be harmed by the digitization process or for which the library does not own the proper equipment to digitize the item safely.

Materials are scanned at 300 DPI and saved as either PDFs or JPEGS. Files can be shared electronically or printed and mailed. 


  • Orders of 10 pages or less will be fulfilled within two weeks.
  • Order of over 10 pages may take longer than two weeks and will be filled based on staff availability and resources


The copyright law of the United States (Title 17, United States Code) governs the making of photocopies or other reproductions of the copyrighted material.

Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproduction. One of these specific conditions is that the photocopy or reproduction is not to be "used for any purpose other than private study, scholarship, or research." If a user makes a request for or later uses, a photocopy or reproduction for purposes in excess of "fair use," that user may be liable for copyright infringement.

This institution reserves the right to refuse to accept a copying order if, in its judgment, the fulfillment of the order would involve violation of copyright law.

For more information or to make a request, please contact us:

Phone: (718) 409-7231 Email:

Citation Policy

It is the responsibility of the researcher to properly cite the resources of the Archives and Special Collections using one of the following formats:

  1. For specific documents and images reproduced or referenced directly for citation:

Identifying document information (including title, author, page, and date information where available), Collection Name/Number, Stephen B. Luce Library, Archives, and Special Collections. SUNY Maritime College, Bronx, NY 10465.

  1. For the use of Archival and Special Collections in general, or research services conducted at the Stephen B. Luce Library, an acknowledgment line may be used instead to include:

The Stephen B. Luce Library, Archives, and Special Collections of the State University of New York Maritime College.

Collection Development Policy

The Archives and Special Collections of the Stephen B. Luce Library acquires, preserves, and makes accessible unique collections documenting maritime culture, industry, and education in the state of New York and beyond. These collections enhance the curriculum of the college while also serving researchers, scholars, and genealogists from around the world. Primary source materials in a wide variety of formats may be acquired, including manuscripts, photographs, records, audio-visual materials, and ephemera.   

Current collecting priorities and focuses include:

Records of Maritime College with enduring historical value, such as:

  • Materials documenting student life and experience on schoolships and training ships.
  • Materials documenting the evolution of the college’s curriculum and governance.
  • Materials documenting significant events and milestones.
  • Regularly issued reports and publications, such as catalogs and yearbooks.
  • Papers of faculty that demonstrate exceptional scholarly, teaching, or service activities.
  • Records of academic and administrative units and committees.

Papers, photographs, and records of alumni that pertain to their time at the college or subsequent careers.

Papers of individuals that illustrate the experience and conditions of a life at sea, such as correspondences, photographs, diaries, scrapbooks, and ephemera.

Papers of individuals with notable careers within the maritime industry.

Records of maritime-related civic, political, cultural, and charitable groups.
Records of shipping companies, regulatory bodies, professional, trade, and other organizations documenting the development of the maritime industry.

The Stephen B. Luce Library is particularly interested in acquiring collections that will diversify the archival record, providing evidence of the role and contributions of people of color, women, and other under-represented groups in the maritime industry.

The Archives and Special Collections of the Stephen B. Luce Library does not acquire:

  • Collections that are tangential or unrelated to maritime heritage.
  • Printed materials already widely available in other institutions or in trusted digital repositories.
  • Materials that will never be open to the public.
  • Ship models.
  • Materials that are hazardous or require extensive resources to be conserved.

The intention of the library is to acquire and preserve born-digital records. However, decisions about accessioning electronic records will be made on a case-by-case basis while the appropriate infrastructure for ingesting and preserving such materials is developed.

The Archives and Special Collections have limited space and ability to preserve three-dimensional objects and artwork. Referrals will be made for possible accession by the Maritime Industry Museum as appropriate.

Collection Development Policies for the Archives and Special Collections will be reviewed on an on-going basis. Changes may be made based on priorities of the library and/or college, and/or as new initiatives or best practices arise. 

Stephen B. Luce Library || SUNY Maritime College || 6 Pennyfield Avenue, Bronx, NY 10465 || Phone: (718) 409-7231 || Email:

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