Access Policy



St. John’s College Archives is committed to facilitating as wide access as possible to our archival materials. Nevertheless, some restrictions on access are inevitable due to the needs for confidentiality of persons and institutions whose activities are reflected in the materials.




Presumption of Openness


All archival materials of the College Archives are open to the public unless one of the following restrictions applies.




General Restriction 1


Institutional records of the College may be closed for such period as determined by the College Council.




General Restriction 2


Archival materials containing personal information about a living person may be closed for such period as determined by the Executive Team of the College Archives, subject to the consent of the person concerned to the release.




General Restriction 3


Archival materials created by student organisations may be restricted for such period as determined by the Executive Team of the College Archives in order to protect privacy and confidentiality. These materials may be made accessible to the following categories of people:


  1. General student records may be made accessible to current residents and alumni of the College as well as registered researchers.

  2. Student records created by a Floor Association may be made accessible to current residents and alumni of that floor as well as registered researchers.




Specific Restriction


Archival materials donated by individuals or organisations outside of the College (including alumni) may be closed or restricted at the discretion of the donor.




Record of Restrictions


All restrictions will be recorded in the archival descriptions under the heading “conditions governing access”.




Access Decision


Subject to the authority of the College Council and the College Archives Subcommittee, the Executive Team of the College Archives has discretion in making access decisions.




Last updated 2018-11-18