Library Policies


Circulation Policies

Borrower Cards: Please visit the library’s circulation desk to sign up for a library card. Library cards must be presented each time a patron borrows from the library. Patrons are responsible for all materials checked out on their library card.

Loan Periods:
Books and Print Lectures: Current students, faculty and staff of St. John's College may borrow an unlimited amount of books and print lectures from the library’s circulating collections. These materials may be borrowed for 120 days. These items may be renewed in person or online via the My Account feature on the library’s catalog. There is a limit of one online renewal per item.

Periodicals: Current students, faculty, and staff may borrow up to five periodicals at one time. Periodicals may be borrowed for a period of two weeks. These items may be renewed in person or online via the My Account feature on the library’s catalog. There is a limit of one online renewal per item.

Audiotapes, CDs and Records: Current students, faculty and staff may borrow up to five audio materials at a time. Audio materials may be borrowed for a period of two weeks. These items may be renewed in person or online via the My Account feature on the library’s catalog. There is a limit of one online renewal per item.

DVDs and Videotapes: Current students, faculty and staff of St. John's College may borrow up to three video materials at a time. Video materials may be borrowed for a period of one week. These items may be renewed in person or online via the My Account feature on the library’s catalog. There is a limit of one online renewal per item.

Faculty Files, Prize Essays, Reserves, Vertical Files:Current students, faculty, and staff may borrow up to five items at a time. These items may be borrowed for a period of three hours for in-library use only.

Recalls: Current students, faculty and staff may make requests for materials that are currently checked out, with the exception of program titles and books used for laboratory and tutorial classes. Recall requests can be made by searching for the desired item in the online catalog, clicking on the title, then clicking on the "request copy" link to the right of the item's due date. Patrons then enter the number on their library card, enter any comments, and click on the "request" button to submit their recall request. The current borrower will then be notified that the item is recalled and will have seven days to return the material. Overdue fines for recalled items are $1/day to a maximum of $10 per item. Once a recalled item is returned, the requesting patron will receive notification that the item is available for check-out at the library’s Circulation desk.

Overdue Charges: The library does not charge overdue fines for books or print lectures unless they have been recalled. Periodicals, audiotapes, videotapes, and all items recalled by other patrons not returned by the closing time on the given due date are charged $1/day to a maximum of $10 per item. The borrower will receive several overdue notices and if the material is not returned within three weeks of its due date, it will be considered lost (see below).

Lost Charges: Library materials are loaned to library users in trust that they will be returned promptly and in good condition. The library charges a flat rate for each category of material, plus a processing fee for the work involved in locating, ordering, and cataloging the replacements. The charges for each category are as follows:

  • Regular books - $50
  • (Bound) Periodicals - $50
  • Unbound Periodicals- $10
  • Lecture - $10
  • Audiotape, CD, and LP - $30
  • DVD and VHS - $30
  • Faculty File, Prize Essay, and Reserves - $50
  • Vertical File - $10
  • Unusually expensive items will be individually assessed.

Library materials always remain the property of the college and must be returned whenever possible, no matter how much time has elapsed. If patrons find library materials that were lost and return the materials to the library, we will gladly refund the replacement cost, minus the $10 processing fee.

For more information or clarification about these policies, please contact the Associate Library Director by phone at 410-295-6927 or e-mail at


Food and Drink Policy

The Greenfield Library does not permit food of any kind in the library. Drinks in secure, closed containers are permitted. Drinks that are not secure include the following: drinks without lids, open coffee cups, bottles without caps, and soda cans. Beverages in any container are prohibited in the new program and reference rooms. Please help the Greenfield Library protect its collection for present and future generations by adhering to the food and drink policy.


Cell Phone Policy

The use of cell phones is prohibited in the library. We ask that patrons turn off cell phones or set them to silent or vibrate before entering the building. If patrons need to make or take a call, we ask that they please step outside to do so.


Pet Policy

Pets are not permitted on campus; therefore they are also not permitted in the library. Only animals assisting those with disabilities are allowed into the library.


Gift Donation Policy

The collection development policy of Greenfield Library is tightly focused to support the unique great books program at St. John's College, Annapolis. Likewise, the library guidelines for the acceptance of gifts are thoughtfully structured. Unsolicited gifts may or may not be acknowledged. The library director is responsible for the decisions concerning all book donations. The library accepts scholarly and literary books that support the mission of the college, and that are compatible with the college's library collection development policy. The library does not accept donations of magazines, periodicals, textbooks, popular paperbacks, or books in deteriorated condition.

It is the responsibility of the donor to count and to list the book titles to be received by the library. It is also the responsibility of the donor to deliver, or to arrange delivery with the library director of, the donated books as well as to cover the costs of shipping and transport. Delivery in person must be made during the regular work hours (Monday–Friday, 8:30 a.m.–4:30 p.m.). Anyone wishing to donate books should call the library director at 410-626-2550.

The library reserves the right to decide the future use of all donations. These uses include but are not limited to the integration into our collection, inclusion in our books sales, or in some circumstances, trades with other libraries.

The I.R.S. requires that the college as gift recipient take no part in appraising the gift's value. All potential donors are encouraged to have an appraisal performed for tax purposes prior to delivery of the books. If a donor wishes to have an appraisal performed, the library director will be able to provide names of appraisers in the Washington, D.C.-Baltimore area. However, in providing these names, the college endorses no appraiser, takes no responsibility in the appraisal, nor provides funds for such. All appraisals must be complete prior to the gift transfer to Greenfield Library.

It is requested that potential donors provide all the information they will need regarding the status of their donation before the transfer of any books. The Library Director will acknowledge in writing all gifts received. If an official receipt is desired, the donor is requested to advise the library director before the gift is donated. This receipt will be issued from our Advancement office.


User Privacy Policy

Greenfield Library holds forth that the privacy of all users shall be respected in compliance with federal and state laws, and in accordance with professional standards. Our policies conform to the professional code of ethics established by the American Library Association, which states "We protect each library user's right to privacy and confidentiality with respect to information sought or received and resources consulted, borrowed, acquired, or transmitted." Greenfield Library will not release personal information gathered or collected by the library except to the extent permitted or required by law.

Circulation and Interlibrary Loans: We comply with the laws of the state of Maryland regarding user privacy. The library will not allow inspection, use of, or disclosure of any user's circulation record in the course of the library's ordinary business. Requesters of interlibrary loan/document delivery receive the same protection in terms of confidentiality of their requests. For reasons of auditing, copyright compliance or other regulations, documentation of interlibrary loan requests are retained in accordance with the library's and the college's record management policy. The current retention schedule for ILL records is three years. Current circulation records are maintained only. In addition to Maryland law, student records are protected by federal privacy laws (FERPA). Please refer to the policy set forth by the registrar's office.

Reference/Reader Services: Reference requests are confidential, and information about individuals using these services will not be shared outside the library. Library staff will not reveal the identity of library users, the nature of inquiries or the sources consulted except to the extent permitted or required by law.

Collection Development: Purchase recommendations, gifts-in-kind, special requests, etc. are valued by the library, and viewed as important aids in building the collection. Purchase and related collection development requests are considered confidential. Within the library for the purposes of providing services and tracking purchases, user names are temporarily associated with internal records. Once the process is completed, there is no retention of permanently identifiable information related to acquisitions and collection development.


Collection Development Policy

The Greenfield Library supports the mission of the college, and seeks to reflect its philosophy of education. The majority of acquisitions for the library are primary sources and original texts. A committee consisting of the library director and three tutors, with the book store manager, dean and the president serving as ex-officio members, reviews all requests for new purchases.

Collection Development Levels: The primary collection development emphasis is on acquiring the best editions and the best translations of the St. John's College Program authors. The primary focus in collection development is to acquire those works constituting the core readings. Beyond this level, the library collects comprehensively the Program authors' complete works comprising the best editions in original languages and the best critical editions in translation.

The third collection development focus is to acquire secondary critical works directly related to the Program authors. These materials usually are specialized critical works that are text specific, but acquisition efforts extend to works on topics covered in depth within the authors' works.

The fourth collection area is that of notable authors outside the Program area. Many authors representing all disciplines are considered by our academic community to be worthy of study. Time constraints prevent these authors from inclusion on the program list. This literature is given fourth priority, and these materials are given the lowest priority in the collection development hierarchy.

In the standard undergraduate fields of study falling outside the scope outlined above, and beyond the program disciplines represented in the curriculum, no attempt at comprehensiveness is pursued although selections will be thoughtfully acquired as funds and gifts become available intermittently.

Only audiotapes that are taped lectures, language learning aids, or sound recordings that represent good quality readings of program works are collected. Class manuals used in the courses on both campuses are added to the collection with current manuals available for immediate use on reserve. Older manuals are kept in the archives. Periodicals are collected for the purposes of news and current events awareness, for keeping abreast of scholarly writing that has direct relevance to the program, and for providing scholarly and professional literature for students interested in pursuing graduate education.

The library accepts gift donations that fall under the collection development scope articulated above. The library director oversees any donation to the library.

Special Collections and Archives: New acquisitions to the special collections are acquired by selected and solicited donations. Rare books are acquired and added to the collection as the budget allows. The college archives consist of records related to the history of St. John's College and all official records deemed permanent and valuable to the various college offices. Guidelines for office record retention have been set forth under the record management program overseen by the library director who serves also as the college archivist.


Photographic Archive Policy

Use Policy: Photographs housed in the St. John's College Archives of Greenfield Library may be protected by copyright law. Permission to publish must be obtained from the copyright holder. The granting of permission to publish by Greenfield Library does not absolve users of these photographs from securing permission from copyright owners, or from payment of additional fees as the owners may require if the College does not own copyright, or if the materials are not in the public domain. Applicants/users assume all responsibility for questions of copyright and invasion of privacy that may arise from copying, and from the use of responsibility for questions of copyright and invasion of privacy that may arise from copying, and from the use made of the reproduction. All users requesting reproduction of photographs must indicate how the image will be used. A fee may be charge for commercial, non-scholarly use.

Terms of Use

Unless an exception is granted in writing:

  • Permission is for one-time use only.
  • Photographic materials will be duplicated by the Library Director, with the negative and use negative retained in the archives.
  • Payment for reproduction is covered by the requester/researcher, and is made by check.
  • A fee to recover administrative costs may be charged.
  • Use of the photograph should be credited to St. John's College, Greenfield Library Archives, Annapolis, Maryland. The Library Director reserves the right not to reproduce photographs for preservation reasons.

Photograph Reproduction Costs

  • Scan to email or CD--$10 per image


Archive Policy

St. John's College archives is the central repository for the collecting, arranging, describing, and preserving of material that documents the history of St. John's College and its administration, faculty, staff, and alumni. Currently, materials are also housed in the various college offices or their designated spaces, and in one designated state repository. The library's special collections is distinct from college archives, and includes rare books, books of exceptional value, and collections of personal papers.

Requests to access the archives and special collections should be directed to the Library Director, and may be by telephone, letter, or email. An appointment is strongly encouraged, with as much advanced notification as possible. Hours for accessing the archives are 9 a.m. to noon and 1 p.m. to 4 p.m., Monday through Friday.

General Policies: The Library Director serves as the college archivist. The college archivist, in conjunction with the college archives and records management committee, oversees the transfer of materials to the college archives according to the established records management plan. This plan provides a comprehensive schedule for record retention college-wide.

Material donated to the college archives will become the exclusive and absolute property of the college archives.

When material is judged open for public viewing, it shall be open to any member of the public and equal viewing access will be provided. However, some materials are judged to be confidential and protected by privacy acts, and therefore these materials will be restricted from viewing.

It is the responsibility of the user of the college archives and special collections to obtain copyright permission to reproduce or publish archival materials including photos. Users will assume all responsibility for questions of copyright and/or invasion of privacy that may arise in copying and using the materials, including photographs. Permission for access to the college archives or special collection is not an authorization to publish. The library does not assume any responsibility for infringement. If the library is the copyright holder, the library will grant non-exclusive rights to publication for a one-time permission only.

Photocopying and photograph reproduction will be charged on a cost recovery basis for scholarly uses. Fees beyond financial recovery may be charged for commercial use of the archival materials. Ordinarily, permission is granted for one-time only publication.

College Corporate Record Policies: Corporate records include both administrative and operational records. These records pertain to the operations, functions, policies, procedures, decisions, structure, activities, organization, and history of the college. Collection materials include personnel records, student records, and financial records. Corporate records are the sole property of the college. All records are to be left for successors upon changes in staff. Corporate records do not include records produced in a private capacity. The confidential nature of college corporate records may require that these materials not be made available to the public for a set period of time. Restrictions vary with each college office. Each college office is responsible for records under their respective oversight.

Personnel records shall be closed for a designated period of time determined in conjunction with the college officers and the director of human resources, and requests for such records are routed through the director of human resources.

Student records are protected under the FERPA Act and fall under the jurisdiction of the registrar. Requests for student records are routed through the office of the registrar.

The Library Director, serving in the capacity of college archivist, has the right to impose longer closure on sensitive corporate records housed in the college archives.

Current administrative officers will be granted access for purposes related to the incumbent's position to records created by former holders of the office with the written approval of the current senior administrative officer. For corporate records, the senior administrative officer is defined as president, vice president, dean, or one who reports to the same.

College records are selected and maintained on an established schedule set for the entire college, and is cyclic in nature. Each college office has been provided with the schedule of retention and withdrawal. For additional information please contact the Library Director.

Personal Papers Policy: Personal papers are defined as those records that record information regarding non-employment activities of an individual. Such papers do not record the activities and /or decisions undertaken while performing college duties, functions, or activities, but are records that represent those activities that are distinct and separate from college business. Personal papers are usually those of faculty, staff and alumni.

The Library Director acting in his/her capacity as college archivist will obtain, or make arrangements to obtain, the signature of the donor on a deed of gift. The deed of gift is a formal, legal, agreement that transfers ownership of, and legal rights in, the materials to be donated. This serves as the donor agreement, identifying the donor and the transfer of legal ownership of materials to the college archives, establishes provisions for their use, specifies intellectual property and reproduction rights of the materials.

The Library Director serving as archivist retains the right to refuse material if it is deemed that the requests for restriction cannot be honored, or if the requests are deemed too stringent or too lenient.

Personal papers will be administered under the same rules as the college records. The Library Director serving as archivist retains the right to deem some material as sensitive and impose lengthier closure status.

Personal papers, as well as any archival materials in the library's collection, are non-circulating, and may not be removed from the college archives. Preservation rules of use are available for all users of the college archives and special collections.