Researcher Agreement for Special Collections
Welcome to Aeon, the Special Collections Request System at the University of Illinois Urbana-Champaign. This system is used primarily to manage reading room requests for the Illinois History and Lincoln Collections (IHLC) and the Rare Book and Manuscript Library (RBML) but it is also used to manage reproduction requests for other units through the University's Digitization Services. As part of your Aeon registration, you must read and agree to adhere by the shared regulations and procedures for access, use, and copyright. Registration can be used to access multiple units' collections, and each unit has specific procedures and regulations regarding access, security, and preservation, which may extend beyond what is outlined below. Contact the unit you are requesting from for additional information.
What to expect when you arrive
Conducting research in special collections reading rooms will be different than in most library settings, due to the additional preservation concerns of the collection materials. We limit what can be brought into the reading room to allow you to interact directly with original materials while keeping them well-preserved for future generations of researchers. Please note our shared procedures below and refer to the unit-specific procedures for additional detail.
Shared procedures:
All collection materials are non-circulating and must be used in the reading room only.
Food, drink, and chewing gum are all prohibited in the reading room.
Researchers will need to store their belongings, including but not limited to bags, purses, and coats, in a locker or in a designated area outside the reading room.
Only pencils may be used in the reading room (we can lend you pencil and paper if needed).
You are welcome to bring laptops, phones, tablets, and cameras into the reading room. Detached cases for these are not allowed and should be stored with the rest of your belongings.
Please note the following if you would like to take pictures for your research:
Flash photography is prohibited.
Use of photography equipment, such as tripods, is by staff approval only.
Additional permission for handheld non-flash photography may be required for some collections or reading rooms. Please check first with special collections or archives staff.
Personal scanning equipment is prohibited. Some units may provide access to onsite scanning equipment in the reading room. Check with the unit for more detail.
Staff will bring materials to you for use only in the reading room at your research table; see unit-specific info for more detail.
For the preservation of our collections, use of materials in the reading room will be monitored by staff, but please don't be intimidated! We are always happy to answer questions.
Procedures for handling materials
Requested materials will be brought to patrons in the reading room. All items must be handled with great care. Staff will ensure that patrons have the correct set-up for their items and will provide guidance on handling materials and the use of book cradles and weights.
Shared procedures:
Do not place anything on top of collection materials except for supplied weights, as needed. Do not lean on materials. Do not write on top of or make any markings on any materials, or make any tracings or rubbings.
Keep everything in the same order as you received it -- do not remove anything from a book or folder and do not make any changes to the order of unbound materials.
If given a box of archival materials, take care to use the box marker provided to retain the order of the folders in the box. Remove only one folder at a time and put it back in the box in the correct location before proceeding to the next folder.
Note: receiving a full box at your research table is not an option for all collections or reading rooms.
For bound materials, staff may set up book supports (book cradles) to help preserve the book's binding. Please do not remove the book from the supports. Ask staff for guidance if the supports need to be rearranged. See unit-specific information for more detail.
Follow staff direction regarding the handling of the specific materials you are using. Some materials may require additional special handling considerations, such as the use of gloves for handling photographs/negatives.
Copyright considerations
While a portion of our collections may be in the public domain due to copyright expiration, much of the collection is protected by copyright. The copyright law of the United States (Title 17, United States Code) governs the reproduction, distribution, public display, and the creation of derivatives of copyrighted material. In most cases, the University of Illinois does not hold the copyright or other intellectual property rights of items in its collections. If a user makes a request for, or later uses, a reproduction from our collection for purposes in excess of permissible copyright exceptions or fair use, that user may be liable for copyright infringement. It is the user's responsibility to obtain any permissions that may be required for subsequent reproduction, publication, or distribution of a copyrighted item from our collection.
Please also see the Guidelines and Fees for Reproduction Services for Library Materials .
Disclaimer
The Board of Trustees of the University of Illinois ("University") assumes no responsibility for any person's access to or use of materials, including copyright infringement and liability for defamation or invasion of privacy.
People accessing or using the materials agree to indemnify and hold harmless the University, and its officers, employees, and agents, from any claims, actions, or expenses arising out of or relating to their use of the materials or failure to comply with any of the terms and conditions.
Unit-specific regulations and procedures
Data collection
The University will retain information collected from people requesting access to these materials indefinitely. The University may use third parties for managing access to these materials and retaining data about people requesting access.
Agreement
