Policies and Procedures
Beginning August 17, Special Collections will open by appointment only to University of Arkansas faculty, staff, and students. Limited appointments are available and must be confirmed by staff.
Digital collections and remote research assistance will remain available for all researchers. Read more about temporary policies in place due to COVID-19.
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. For more information, view our tutorials for creating your account and requesting materials in Aeon.
Creating your Account
- All researchers are required to create a Special Collections Account on our Aeon system before using collections in the reading room.
- All users must provide a current ID, with photograph, annually.
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 advance 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.
- 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.
The copyright law of the United States (Title 17, U.S. Code) governs the making of photocopies or other reproductions of copyrighted material. Under certain conditions specified by 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 duplication order, if, in its judgment, fulfillment of the order would involve violation of copyright law.
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.
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 governmental 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.