LibAnswers: Special Collections

Introduction

Special Collections welcomes anyone who wishes to consult our collections, enjoy an exhibit that may be on view, or simply stop in to see what we are about. Information about Special Collections material can be searched through ArchivesSpace or the library catalog, and many digitized images from our collections are searchable online.

So that we may provide more efficient help, please direct all questions, requests for appointments, requests for images, and other inquiries to specialcollections@tcu.libanswers.com, our contact form , or our departmental telephone line at (817) 257-7108. Email and voice messages to individuals may result in a delayed response.

The Special Collections Department is open Monday through Friday, from 8:30 to 3:30. Appointments for research must be made at least 24 weekday hours in advance by email, web, phone, or in person.  Requests for appointments should include the date, time, collection name and, if possible, box numbers.  This will prevent extended waiting times while staff retrieve boxes from storage locations. If you plan to travel from out of town, please contact us in advance to plan your research trip. We will discuss your research needs so that we can help you get the maximum benefit from the time you spend in Special Collections.

Researching in Special Collections

• Special Collections materials are unique and irreplaceable. They must be consulted on-site in the supervised reading room and may not be removed.
• Some materials are stored offsite. Contact us before your visit to ensure that your material can be accessed.
• All researchers must register and provide photo identification. Registration is required once per calendar year. Researchers must sign in and out daily.
• Staff will make every effort to notify researchers at least 24 weekday hours in advance if Special Collections cannot accommodate their requested appointment time. Reasons may include limited staffing, university or library events, or large class visits during the requested time. Some closures may be beyond our control, and we appreciate your understanding in these situations.
• All personal items such as backpacks, briefcases, purses, laptop cases, coats, and other non-essential research items are to be stored in lockers or other designated areas in the reading room.
• Food, beverages, and gum are prohibited in the reading room.
• Pencils and laptops are allowed for note-taking. Pens, markers, and notebooks are not permitted. Paper and pencils are provided.
• Cell phones may be used to take photos for personal research only. Publication of images requires permission from Special Collections staff.
• Inform staff before recording audio or video. Recording is not permitted while classes or other researchers are present in the reading room.
• Researchers may request up to six items (archival boxes, books, vertical files, etc.) to be brought to the reading room at one time.
• Special Collections staff will bring items to the researcher's table.
• Researchers may return items to the reading room counter when they are finished with them.
• The reading room is a designated quiet space for research. To maintain this environment, conversations with staff at the service desk should be brief and limited to logistical research matters, such as requesting materials or receiving assistance with collections.
• Staff will make every effort to provide requested materials promptly. Because items are stored in multiple locations, including basement storage, retrieval may take additional time. Occasionally, errors may appear in the catalog or finding aids. We regret these inaccuracies and ask for patience while staff work to locate and deliver the correct materials.
• Only one box is allowed on a research table at a time. It should be positioned to the left of the researcher.
• Items should not be marked on, folded, or altered in any way.
• The existing order and arrangement of archival material must be maintained. If an item is out of order, please tell a staff member.
• Some collections may require written permission from their source to research or duplicate. Consult with staff to arrange requests for permission.
• Access may be denied when papers are awaiting processing or when their physical condition warrants.

Reproductions and Copyright

Special Collections provides scans of materials when their condition and format permit. While we can make photocopies, they take the form of scans that can be emailed to the requestor. Material deemed by staff to be too fragile to be scanned will not be reproduced. We will not copy material that would violate copyright law (see copyright information below).

Cell phone and digital cameras may be used to capture images of material for the convenience of the researcher. These images may not be published in any way without prior permission from Special Collections staff.

Consult our Digital Copies Request form (linked below) for available reproduction methods, file formats, and pricing. Staff will assist with completion of the form when reproductions are desired.

Publication fees

There are no publication fees currently in effect. However, we do require that patrons request permission to publish so that we may guide them to the proper source to grant permission and provide the preferred citation once permission has been granted. Such requests are made as part of our order form when they are applicable.

Processing time

Orders normally are completed and mailed within five working days of receipt. We will contact you if it takes longer than five working days to process your order.

Copyright

The materials from our collections are made available for use in research, teaching, and private study, pursuant to U.S. Copyright law. The user must assume full responsibility for any use of the materials including, but not limited to, infringement of copyright and publication rights of reproduced materials.

Provision of reproductions does not constitute the granting of permission to publish or reproduce material in any form.

Contact Special Collections for information on the copyright status of a particular item and for permission to publish or reproduce materials from our holdings.

Archival materials used for academic research or otherwise should be fully credited with the source, following this pattern: [Name of collection]. Special Collections, Mary Couts Burnett Library, Texas Christian University.