University Libraries

Create Your Special Collections Account

Special Collections is open to all researchers interested in its collections, subject to the regulations outlined below. Procedures derive from these basic concerns as well as industry best practices: quality of service to researchers, security and preservation of the materials, courtesy to other researchers, and compliance with university and library regulations.
To request and use material, you must first register as a researcher and create a Special Collections account on our Aeon system.

Policies and Procedures

Creating Your Account

• All researchers are required to create a Special Collections account on our Aeon system before using collections in the Reading Room.

Accessing Our Collections

• Special Collections materials are housed in closed stacks and may be used only in the Reading Room. Researchers request materials through their Special Collections account, and staff retrieve materials for use in the Reading Room.
• Many materials are stored off site; one-week advanced notice is required for retrieval. Materials may be held upon request for up to one week after your initial visit.
• Donor-imposed restrictions and processing status may limit access to collections, the availability of reproductions, or the ability to publish. Researchers agree to abide by any and all restrictions, as communicated by staff when materials are requested for use.

Using the Reading Room

• Researchers may bring loose paper or notebooks (upon inspection), pencils, laptop computers, tablets, and cell phones into the Reading Room. All other belongings must be placed in a token-operated storage locker.
• Electronic devices brought into the Reading Room should be muted, and cell phone calls should be taken outside.

Use of personal scanners or negative/slide viewers is prohibited. Researchers are welcome to use the public KIC scanner available in the Reading Room.

• Food and drink are not permitted in the Reading Room.
• Follow all handling procedures outlined by staff.
• Use pencils to take notes; pens are not permitted in the Reading Room. Pencils may be obtained from staff.
• Researchers agree to follow policies and procedures governing duplication requests.
• Some materials may include sensitive or confidential information protected under federal and/or state privacy laws and regulations. Researchers who find sensitive personal information, including but not limited to social security numbers and student records, in any collection should notify a staff member.

Copyright Restrictions

The copyright law of the United States (Title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted materials. Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproduction. One of these specified 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, fulfillment of the order would involve violation of copyright law.

Citing Materials

View our Citations Guide for examples of citations to our collections.

Notification of Intent to Publish

Special Collections is interested in learning about the use of materials from the collections. Prior to publication in print or online, display, performance, or distribution, please complete and submit a Notification of Intent to Publish form. Researchers are responsible for determining copyright status of materials intended for publication and securing applicable rights and permissions prior to publication.

POLICY CONCERNING PERSONALLY IDENTIFIABLE INFORMATION

Some collections may include sensitive or confidential information protected under federal and/or state privacy laws and regulations or under donor terms of gift, including but not limited to medical, educational, or employment records; social security numbers; bank account numbers; or credit card numbers. Researchers who find sensitive information should notify a staff member and agree not to copy or disclose this information. The researcher assumes all responsibility for infringement of right to privacy in his/her use of the materials, and agrees to indemnify and hold harmless the University of Arkansas, its agents and employees against all claims, demands, costs, and expenses arising out of use of archival collections held by the University of Arkansas Libraries.

Your Special Collections Account Data

User information collected by the University of Arkansas Libraries and maintained indefinitely by its third-party vendor, Atlas Systems, is necessary to provide requested library and archival services. These include, but are not limited to: providing access to Special Collections materials, responding to reference and duplication requests, maintaining usage statistics, and providing for the security of our materials. In addition, we may be required to provide information to satisfy any applicable law, regulation, legal process or government request; to detect, prevent or otherwise address fraud, security or technical issues; and to protect the rights, property or safety of the Libraries, its users, or others. We do not retain or store personal financial information, including credit card or other payment transaction information.