Library Policies

Public Policies

Archives Access

    The Archives Collections is available for use by appointment, subject to the rules listed below.

    1. All readers are required to sign the register and present current photographic identification.

    2. All coats, briefcases, bags, computer carrying cases, books, notebooks, etc. must be left at the library office and may not be brought into the Archives Room. Readers will only be admitted with pencil, paper, and laptop computer, and thus are encouraged to bring a minimum of other material with them.

    3. Only pencils may be used in the Archives Collection.

    4. Readers agree to wear protective gloves if requested to do so by the librarian.

    5. No material may be removed from the Archives Room.

    6. The librarian will retrieve and reshelve all items, and will present only one item at a time.

    7. The attending librarian may halt use of materials at any time if these rules are not followed or if continued handling is injurious to the condition of an item.

    8. Most items in this collection are extremely rare or irreplaceable. Readers are expected to use more than ordinary care in the handling of materials, and must avoid touching text. Readers are strictly prohibited from writing, scoring or otherwise marking materials.

Archives Request Form

    To request access to our archival materials, please fill out this form.


    Reference books, magazines, newspapers, microfilms and bound periodicals do not circulate and must be used in the Library.

    Circulating Materials

    Students - Undergraduate/Graduate
    All circulating books may be borrowed for the period of five (5) weeks. Books can be renewed up to two times, if not in demand. You may borrow up to 30 books at any one time depending on type of collection. All books are due on the final examination day of Spring Semester each year. For summer vacation, special loans are available upon request.

    Members of the college Faculty/Staff may borrow regular circulating books for the period of seven (7) weeks and may be renewed, if not in demand. Special collection materials have shorter loan periods ranging from two (2) days to two (2) weeks (See below: Special Collections)

    Alumni can register for a free Library Card. Alumni library borrowers are entitled to all basic reference services, including the in-house use of ready reference, reserve and special collection items, and may borrow a maximum of three (3) books from the regular circulating collection for a loan period of five weeks. Renewals, and fine policies are the same as those applied to Undergraduate/Graduate Students.

    Off-Campus Users An annual registration fee of $30.00 is required to receive a Library Card. Off-Campus users can borrow a maximum of two (2) regular circulating collection books. Off-campus users are those who are not currently affiliated with SUNY either as employees, matriculated students, or alumni. Off-campus borrowers are entitled to use our basic reference services, in-house borrowing privileges for ready reference and special collection items. Renewals and other policies, not indicated.

Circulation Reference Desk

    The Stephen B. Luce Library Circulation and Information Services Desk is located on Bay One, Deck One. Information specialists and support staff are available during all library hours to answer questions, find information, and provide guidance for doing research and for conducting circulation transactions.

    Telephone Reference: (718) 409-7231. This is the main Telephone Reference Service of the Stephen B. Luce Library. Research time is limited to five minutes per call. Call-backs, email correspondences and faxing are encourage in providing optimum service to long distance users.

    Email Reference: Email reference is provided to library users via Email questions/answers require minimum 48 hours return time.

Collection Development

    SUMMARY: To build, organize and maintain a comprehensive collection of print and nonprint materials in support of the undergraduate and graduate programs, faculty study and research, and to provide information and other user services which will encourage optimum use of library materials and facilities ashore and afloat.

    1. Acquire materials needed to support the academic, professional, research, cultural and administrative needs of students, faculty and staff at the Maritime College. All proposed acquisitions by faculty and students will be reviewed and considered in accordance to budget availability and collection development priorities.

      • Priority 1. current English language publications, world-wide, to support the graduate program and undergraduate academic and professional majors.
      • Priority 2. current publications to support non-degree curricula.
      • Priority 3. technical reports, world-wide, of maritime research.
      • Priority 4. representative publications in non-curricular areas of interest for general cultural and intellectual enrichment.
      • Priority 5. faculty research materials in non-maritime subject areas which are also relevant to graduate or advanced undergraduate courses.
      • Priority 6. retrospective maritime historical materials.
      • Priority 7. publications relevant to student interests and authorized student activities.

    2. Organize, maintain, preserve these materials and provide bibliographic access to them.
    3. Facilitate the utilization of these materials by reference assistance, bibliographic instruction, open-shelf access, loans to users, publication of user guides, and outreach programs.
    4. Obtain by inter-library loan materials required by users which are not in the library's collection.
    5. Provide support services such as faculty reserve book collections and routing of periodicals to faculty and administration.

Computer Use

    Internet workstations are for use by members of the Maritime College community who are doing library research in conjunction with their academic course work. Workstations are for information research only. Word processing and other data application software are not accessible. Workstation sessions are limited to thirty (30) minutes per person if other persons are waiting. No chat rooms permitted at Luce Library Internet workstations.

    General Computer Use Policies at the library

    Computer hard drives are protected and cannot be accessed. Anyone caught tampering with library computers will be prosecuted to the fullest extent of the New York State Education Law. Only library-installed applications can be used. Do not bring in personal software such as word processing packages for these workstations. Files can be saved on a floppy diskette, CD, or USB key drives, but not on the hard drive. Anyone caught tampering with library computers will be prosecuted to the fullest extent of the New York State Education Law. Computers with word processing, spread sheet, and database programs are available at various "walk-in" computer lab facilities on campus. The Luce Library staff thanks you for your cooperation.


    NY CLS CPLR § 4509
    § 4509. Library records

    Library records, which contain names or other personally identifying details regarding the users of public, free association, school, college and university libraries and library systems of this state, including but not limited to records related to the circulation of library materials, computer database searches, interlibrary loan transactions, reference queries, requests for photocopies of library materials, title reserve requests, or the use of audio-visual materials, films or records, shall be confidential and shall not be disclosed except that such records may be disclosed to the extent necessary for the proper operation of such library and shall be disclosed upon request or consent of the user or pursuant to subpoena, court order or where otherwise required by statute. 02/03

    Confidentiality and Ethics—Stephen B. Luce Library:
    All library users deserve equal consideration and respect for their requests for library service. Library staff will seek to carry out the mission of the library in a way that provides optimum service to all.
    1. Library staff recognizes the confidentiality rights of library patrons. As a result, library staff will not reveal the identity of people using library materials to a third party nor will library staff reveal the items checked out on another patron's card. All requests for information will be considered confidential and such requests will never be discussed with a third party, except with another librarian for the purpose of answering the question.
    Any legal inquiries from city, state or federal authorities must be directed and delivered to the Chief Librarian.
    Staff members will respond to inquiries with the best factual information available but will refrain from offering personal opinions or advice in response to queries. In particular, library staff may direct patrons to sources of consumer information, but they will not recommend products or services.

Copy Services

    There are three type of photo copying machines in the library: paper copiers, computer print manger, and microfilm printers. Copyright Law, US Code title 16, Fair use provision applies to all type of photo copyings.

    Paper copiers are located next to the oversized book stack nearby the stairways on the main reading room floor. The cost of copying is 15cent per page. The copier takes any combination of US coins except pennies. Coins can be obtained through the bill changers next to the copy machine. In case of class room use, the library will let make one set of initial copies on bypass key for instructors who will make extra copies on their departmental printers. Library staff will record a number of copies made by the bypass key in the log book kept on the circulation shelf, next to the multiLis computer.

    Maintenance of the copies is done by the SMGS company. When service is needed, the library staff places a call to the company for a service. Service calls are recorded on the copy service log.

    Microfilm Reader/Printers are located on the same first floor with the paper printers and they are maintained by the SMGS. The cost of copying is 15cents per page. Print Manager located at the back of the circulation counter is routed to all public work station computers and all print jobs are executed through this laser printer. Copying is free and a maximum number of pages are limited to 10 pages as of now, Fall 2003.

Customer Service

    The following elements are emphasized in providing public service:

    1. Library staff will treat every patron with equal respect and every request with equal importance.
    2. Courtesy and attention to the needs of the library user will be the key to all interactions.
    3. Staff will try to be flexible in meeting library patrons' needs. Whenever possible, judgement calls will be made in the patrons' favour.
    4. Skilled library staff will use their knowledge of library resources to fulfil requests in a timely manner or else present alternatives when requests cannot be met immediately.
    5. Library policies and procedures exist to make library resources available on an equitable basis. If anyone has a question about why the library has a policy or if the purpose of a policy is not understood, an explanation should be provided or else referred to a supervisor or the director of the library.
    6. The ultimate goal of library service is to meet library users' expectations for service while fulfilling the library's mission. Any comments are welcome regarding how well those expectations are being met.

Dark Archives Policy

    The Stephen B. Luce Library, Archives, and Special Collections provide resources to supplement the academic mission of SUNY Maritime College with specialized materials related to the maritime industry, trade, transportation, tradition, and culture. The Archives and Special Collections make every effort to allow physical and intellectual access to materials essential to research conducted by the faculty, staff, and students of Maritime College.

    On occasion, the Stephen B. Luce Library, Archives, and Special Collections will acquire documents, manuscripts, and photographs within the scope of the collection policy which are designated to be housed in the dark archives of the Archives and Special Collections.

    All materials housed in the dark archives will be accessible to the public at a predetermined date agreed upon by the donor and the Director of the Stephen B. Luce Library at the time of donation. Upon reaching the “release date,” materials in the dark archives will be transferred into the Institutional Archives in accordance with the established processing schedule. All materials transferred from the dark archives into the Institutional Archives at that time will become openly accessible and will be added to the finding aid of the Institutional Archives.

Display Policy

    The Stephen B. Luce Library, as an educational and cultural institution, will display and exhibit information of interest and enlightenment to the library community to further the following purposes:

    1. To increase awareness of the Library's resources, including but not limited to library collections, services, and events.
    2. To fulfill the Library’s mission to provide educational and cultural enrichment and to promote intellectual freedom and life-long learning.

    The areas that are continually used for displays and exhibits are the glass display cases around the perimeter of the Library’s lower deck, the glass case in front of the circulation desk, the library website, and the flat screen display unit in the library lobby. However, the Library may use other spaces within its facility as the need arises.

    Non-library groups or individuals will only be allowed to mount displays or exhibits in the library when specifically invited by the Library and when events are specifically sponsored by the Library. The Library does not specifically endorse the beliefs or viewpoints expressed in such cases. All content will meet existing State and Federal laws on obscenity, libel, defamation of character and invasion of privacy.

    Oversight of the content placed on the display is the responsibility of the Library Staff as approved by the Library Director.

    The rules, statements, and procedures set forth in this policy will periodically be studied and interpreted to reflect the changing needs of the Library and that of SUNY Maritime College.

Federal Depository Library Overview


    The Luce Library is a “Selective Federal Document Repository,” that is, it receives previously chosen information from the United States Government. The Superintendent of Documents via the Government Printing Office makes available to the college library and other libraries across the country an array of information in paper and electronic form. This information distribution system helps citizens generally comprehend the operation of our country, and in particular helps specialist and student understand our domestic and international marine transportation system. Consequently provision of this material to Luce readers is an essential service.


    In exchange for this free information, the Luce must collect, manage, store and distribute this according to Standards set by the United States Superintendent of Documents. This includes the assignment of a staff specialist, a government documents librarian, to oversee this component of library operations. Alternately to be absolved of these standards the library can purchase these documents just as the Luce buys privately published information.

    Collection of material begins with government document librarian collaboration with colleagues in the selection of publications once a year. In the next step librarians process the publications, which arrive at two week intervals. The government document librarian catalogs the publications according to one of several methods employing a hierarchy of importance and anticipated reader need of items. The publications are then shelved. Generally readers must use these irreplaceable materials in the library as part of the reference collection. The government document librarian and other staff also assist readers locate this information using several of the indexes such as the Monthly Catalog of United States Government Publications or any of the numerous web sites. Periodically the government documents librarian weeds the collection; before the librarian disposes of older materials, generally publications over five years old, the librarian must follow a fixed procedure to make these available to other libraries should they wish to add these publications to their historical collections.

    Guidelines to Procedures

    The Federal Government publishes several sources, which underlie most of the operational procedures employed in the management of government documents.

Gift Books

    The Stephen B. Luce Library selectively accepts all donations of library materials based on several criteria:

    • research value of items in view of then undergraduate and graduate programs supported by the library
    • space considerations
    • condition of the material

    Library program selectors will accept or dispose donated materials based on these criteria and the Library’s collection development policy.

    It is understood that, once a donation becomes the Library’s property, it will be processed for the collection or disposed of through sale donation or discard.

    Because of limited staff and space, the Library cannot create a special collection for a donor’s materials nor can it provide special processing (e.g., special book plating) for all materials added to the Library’s shelves. Except where items have been designated "Reserve" for a particular course, gift items will not ordinarily receive expedited processing.

    The Library does not provide appraisals for donations and donors are asked to have their gifts appraised beforehand. Procedures for donating materials

    • Please contact the appropriate the Head of Technical Services (718 409-7229) if you would like to donate materials for the collection.
    • Delivery to the Library of all donations must be arranged by the donor, usually during regular business hours. Occasionally, donations can be brought into the Library outside of normal business hours, but only after prior arrangements have been made with a member of the library staff.
    • If a donation is large, the donor will be asked to provide a list of materials for prior review. The Library will not be responsible for creating an itemized list of donations for the donor. A letter of acknowledgement from the Librarian will be sent to the donor.

Hosting Public Events

    The Stephen B. Luce Library takes pride in exhibiting our Maritime hospitality by welcoming all public events sponsored by SUNY Maritime College. The following library facility policies and procedures must be followed in order to ensure the comfort of our guests, the success of the event and the safety of the library facility and its collections.

    NOTE: If the event takes place during normal library operational hours further steps should be taken in order to ensure minimum interruption of library services and user research activities.

    1. Staffing: Library Director must be notified of the event as early as possible to ensure library personnel staffing during the event
    2. Catering Services: Campus University Police allows access to catering services and secures the library facility
    3. Guests: Campus University Police opens the library for guests and secures the library immediately after the event is over and all guests have departed
    4. Set Up and Clean Up: Facilities & Maintenance Department:
      a. Provides a clean and a comfortable facility for guests
      b. Rearranges library furniture to accommodate the event
      c. Removal of all food and trash from the library
      d. Reinstates the library back to its original functional use

Interlibrary Loan and Document Delivery

    Stephen B. Luce Library is a member of NYLINK, SUNY and participates in the OCLC Inter Library Loan System (ILL) making resources, not owned by the library, available to our library users. Requests may be submitted by either in person by filling out ILL forms at the circulation counter or via on-line e-mail. Requests submitted for ILL are processed in accordance with the procedures outlined in the OCLC Inter-Library Loan Manual, and on-line ILL-web system of NYLINK by the Readers Services Staff. Usual delivery time for items for ILL is around a week to 10 days. Services are mostly free of charge but in rare occasion some libraries charge for the loans. In this case, the patron will be notified.

    ILL/Doc. Delivery privileges:
    ILL/Doc. Delivery privileges are offered to all students, faculty, staff and persons with valid library membership card.

    Copyright Notice:
    Ill is regulated by the copyright law of the United States, Title 17, United States Code. According to the law, no copies and reproductions are to be used other than “private study, scholarship, or research” so called “fair use” provision. The Maritime College reserves the right to refuse to accept a copying order, if, in its judgement, fulfillment of the order would involve violation of copyright law.

Library Access

    The Stephen B. Luce Library as a public institution facility is accessible to all persons. Children and young adults must be accompanied by a parent/guardian. For the safety and the welfare a child/young adult, no children or young adults are permitted in the facility without an adult supervision at all times.

Library Bill of Rights

    The American Library Association affirms that all libraries are forums for information and ideas, and that the following basic policies should guide their services.

    I. Books and other library resources should be provided for the interest, information, and enlightenment of all people of the community the library serves. Materials should not be excluded because of the origin, background, or views of those contributing to their creation.

    II. Libraries should provide materials and information presenting all points of view on current and historical issues. Materials should not be proscribed or removed because of partisan or doctrinal disapproval.

    III. Libraries should challenge censorship in the fulfilment of their responsibility to provide information and enlightenment.

    IV. Libraries should cooperate with all persons and groups concerned with resisting abridgement of free expression and free access to ideas.

    V. A person’s right to use a library should not be denied or abridged because of origin, age, background, or views.

    VI. Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.

    Adopted June 18, 1948.
    Amended February 2, 1961,
    and January 23, 1980,
    inclusion of “age” reaffirmed January 23, 1996,
    by the ALA Council.

Administrative Policies

Administering the Library Budget

Disaster Preparedness

Government Documents Collection Development

In the Absence of the Library Director - Transfer of Administrative Duties and Responsibilities

 (see also Transfer of Signature Rights)

Library Department Advisory Committee

Public Relations and Communications Policy

Transfer of Signature Rights