College Library registration form

Those seeking to consult archival/special collections at St Antony’s College Library must complete the below form. If you would prefer to complete this form in an alternative format (e.g. in print) please contact the Library staff for assistance.

Access to archival/special collections is provided during weekdays and by appointment only. If an appointment has not already been scheduled, the Library staff will contact you to arrange a visit after your completed registration form has been submitted.

College Library registration form for readers of archival material and special collections

Title

First name(s)

Surname

Telephone

Address

City

State/Province

Zip/Postal

Country

Area of research

Please explain the objectives of your research

Materials requested for consultation

Additional information

Please use this field to provide any information which may help St Antony’s College Library support you (e.g. disabled access requirements)

Conditions of access

Document handling rules

Registration
All visitors must complete a registration form and provide proof of name, address and signature, or a current University of Oxford Card/Bodleian Reader Card.

No food or drink
No food or drink (including bottled water) is permitted in archive/special materials consultation areas.

Touching materials
Please minimise touching of archive material. A slip of acid-free paper may be used to follow a written text if required. Hands must be clean and dry; oils, perspiration, dirt and food residue can cause irreparable damage.

Bindings
Care must be taken to ensure minimal strain is placed on the spines of bound materials. Books must not be opened wider than is necessary. Foam supports should be used whenever possible. Volumes must not be left lying open face down. Suitable weights to hold leaves down will be provided. Please ask a member of staff if you need additional supports or weights.

Scratches, tears and creases
Do not lean on documents, or rest notepads, computers or other personal possessions on them. Documents must not be folded, torn or cut. Where the folds of pages have not been cut and prevent turning of pages, please seek guidance from staff.

Page markers
Use of adhesive notes/tabs, clips, and/or pins is forbidden. Acid-free paper flags are available on request.

Note-taking
Notes may be taken on electronic devices or with paper and pencil only. Do not use ink of any kind. Readers are not permitted to make tracings or rubbings of any materials.

Order
Readers must take care to maintain the order of loose documents. It is important that desk space is adequate in size for the materials consulted and is kept tidy. Materials must be kept with their storage boxes/files at all times.

Supervision
Materials must be returned to the Library staff on request or whenever the reader leaves the room; materials must not be left unattended. Materials must not be removed from the Library.

Copying and photography
Copies may be taken for research or private study for a non-commercial purpose only. Readers are permitted to make copies of materials using their own equipment (computers, cameras, mobile phones) as long as this does not disturb other readers, or the quiet nature of the reading rooms (devices must operate in ‘silent’ mode). Flash photography is forbidden.

Data protection and personal data concerning living persons

You must comply with the terms of the Data Protection Act 2018 and the UK General Data Protection Regulation (GDPR). In particular, you must:

Only process the personal data required for the scope of your research (where processing means any action taken in relation to personal data, including storage and deletion).
Respect the confidentiality of any data subject (assuming a lifespan of 100 years), including by ensuring that personal data are anonymised where appropriate.
Ensure you seek the permission of any living individual whose personal data will be used in ways which could lead to their identification. The College can support with this.
Not use personal data in such a way as to cause damage or distress to any data subject.
Not use personal data to support measures or decisions in respect of living people.
Understand your legal obligations as set out in the above legislation in relation to the secure storage and processing of any personal data obtained from the College’s collections. You must undertake to dispose of this data in an appropriate manner when it is no longer required for your research.

Declaration

In submitting this form I declare that I have read and undertake to abide by the Library’s ‘Document handling rules’, the terms of the Data Protection Act 2018 and the UK GDPR.

Signature

If you are human, leave this field blank.

St Antony’s College will use your personal data in accordance with data protection legislation. Further information is available on our How We Use Your Data page.

College Library registration form

Conditions of access

Document handling rules

Registration All visitors must complete a registration form and provide proof of name, address and signature, or a current University of Oxford Card/Bodleian Reader Card.

No food or drink No food or drink (including bottled water) is permitted in archive/special materials consultation areas.

Touching materials Please minimise touching of archive material. A slip of acid-free paper may be used to follow a written text if required. Hands must be clean and dry; oils, perspiration, dirt and food residue can cause irreparable damage.

Scratches, tears and creases Do not lean on documents, or rest notepads, computers or other personal possessions on them. Documents must not be folded, torn or cut. Where the folds of pages have not been cut and prevent turning of pages, please seek guidance from staff.

Page markers Use of adhesive notes/tabs, clips, and/or pins is forbidden. Acid-free paper flags are available on request.

Note-taking Notes may be taken on electronic devices or with paper and pencil only. Do not use ink of any kind. Readers are not permitted to make tracings or rubbings of any materials.

Order Readers must take care to maintain the order of loose documents. It is important that desk space is adequate in size for the materials consulted and is kept tidy. Materials must be kept with their storage boxes/files at all times.

Supervision Materials must be returned to the Library staff on request or whenever the reader leaves the room; materials must not be left unattended. Materials must not be removed from the Library.

Data protection and personal data concerning living persons

You must comply with the terms of the Data Protection Act 2018 and the UK General Data Protection Regulation (GDPR). In particular, you must:

Only process the personal data required for the scope of your research (where processing means any action taken in relation to personal data, including storage and deletion).

Respect the confidentiality of any data subject (assuming a lifespan of 100 years), including by ensuring that personal data are anonymised where appropriate.

Ensure you seek the permission of any living individual whose personal data will be used in ways which could lead to their identification. The College can support with this.

Not use personal data in such a way as to cause damage or distress to any data subject.

Not use personal data to support measures or decisions in respect of living people.

Understand your legal obligations as set out in the above legislation in relation to the secure storage and processing of any personal data obtained from the College’s collections. You must undertake to dispose of this data in an appropriate manner when it is no longer required for your research.