Archives, Manuscripts, and Rare Books Use Policies and Procedures

  1. Appointments for the use of the archives, manuscript, and rare book collections are required.  Researchers must request an appointment at least five (5) days in advance of the intended research time through the online booking system at
  2. Researchers are required to complete a registration form and provide photo identification (App State or school identification card, driver’s license, passport, etc.) once per academic calendar year (July 1 – June 30) to view materials. Researchers must submit a registration form 48 hours (2 days) before scheduled appointments.  The link to the online form will be sent through email after the researcher's appointment is confirmed. Unless prior arrangements have been made, if researchers do not submit their registration form 24 hours (1 day) before their appointment, their appointment will be canceled.
  3. After completing an online registration form, researchers will be prompted to submit online call slips for the items in the archives, manuscripts, and/or rare book collections that they plan to use.  Call slips must be submitted 48 hours (2 days) before scheduled appointments. Unless prior arrangements have been made, if researchers do not submit their call slips 24 hours (1 day) before their appointment, the appointment will be canceled. If call slips are not adequately completed, and if researchers do not respond to requests for clarification from SCRC personnel, SCRC staff will cancel the researcher's appointment.
  4. One form of photo identification is required at each visit.  If researchers do not bring photo identification to their appointments, they will not be allowed to use materials at that time.
  5. All purses, coats, backpacks, and briefcases (including computer cases) are to be placed in lockers or checked with the public services desk staff. 
  6. All food, drink, and tobacco products are prohibited in the Special Collections Research Center.  
  7. Only pencils, note paper, electronic note-taking devices (without cases) and cell phones are allowed on your table while using archival or rare materials. Paper and pencils will be provided if needed. Cell phones and other devices must be turned to silent or vibrate as this is a quiet study area. No pens or permanent markers of any sort are permitted.
  8. When finished using materials, return all items to the desk staff before leaving the Reading Room for the day or for an extended period. Researchers may request the reservation of materials to be used again within the next five days. Thereafter, a new call slip will be required to request the same materials. 
  9. Special Collections Research Center staff reserves the right to inspect all research materials and personal items before researchers leave the Reading Room. 
  10. Materials can only be used in the Reading Room. Researchers may submit several call slips at once, but only one item, folder, box, or comic book may be used at a time. 
  11. Handling Materials: As many of our archival and rare materials are fragile and sometimes irreplaceable, researchers must accept the responsibility for carefully handling ALL items requested. Please make sure your hands are clean and free of moisturizers and lotions. Manuscripts, books, and photographs may not be leaned on, folded, traced over or handled in any way that may damage them. All items must be placed either on the table or in book cradles while in use. For certain materials, it may be necessary to wear gloves supplied by the public services desk staff. 
  12. Handling Manuscript Collections:  Materials must be kept in the order they are found in each folder and in each box. If materials appear to be out of order, please alert the public services staff immediately. Researchers may use one (1) folder from a box at a time. 
  13. Duplication and Copyright: The Special Collections Research Center will consider requests for reproduction of materials when such duplication can be done without injury to the material and when duplication does not violate donor agreements or copyright laws. Duplication requests can be submitted by completing an “Application for Duplication of Materials” form. The researcher is solely responsible for the use made of any material secured from the University and liable for any infringement of copyright.
  14. Publication: Before any material from the collections is published or placed on the web, researchers must complete a “Permission to Publish Request” form. 
  15. Citation: Researchers planning to quote, paraphrase, or cite materials must use proper citation. Citation format examples are available at the the public services desk and on our website. 

Archives, manuscripts, and rare books are available for use by appointment, Monday through Friday, 10:00 a.m. to 4:00 p.m., except University holidays. The Cratis Williams Reading Room is monitored by closed circuit cameras.