Special Collections Guidelines

Access and Use Statement

Overview

The University of Alabama Libraries Special Collections is committed to acquiring, processing, preserving, and making available primary sources and other rare materials that support the teaching and research missions of The University of Alabama. The specific protocols and procedures listed below are created to fulfill these objectives. 

Access

The University of Alabama Libraries Special Collections is committed to providing open and equitable access to its collections in accordance with legal requirements, privacy considerations, donor agreements, and institutional policies. For more information on access procedures for specific archival collections, please refer to the collection’s finding aid. All requests to view Special Collections materials will be made through Aeon. First time Aeon users will need to register for an account. 

Use and Reproduction

The University of Alabama Libraries Special Collections provides photocopying, photographic reproduction, and digitization services to researchers for a fee. All duplication is done by Special Collections staff. All reproduction and commercial use requests will be made through the Aeon system. For publication, presentations, commercial use, or reproduction, in print or digital format, of all images and/or the accompanying data, users are required to secure prior written permission from the copyright holder and from archives@ua.edu. When permission is granted, please credit the images as Courtesy of The University of Alabama Libraries Special Collections. 

Copyright

Researchers are responsible for using Special Collections physical and digital materials in conformity with United States copyright law as well as any donor restrictions and institutional policies accompanying the materials. Copyright for official University records is held by The University of Alabama. The library claims only physical and digital ownership of many collections. For more information about copyright policy, please visit: https://www.ua.edu/copyright/.

Brief Summary of Reading Room Protocol

• Check in at the front desk and fill out our User Registration form completely. This form explains Reading Room Protocol in more detail.
• Place all personal belongings in the lockers provided. No bags, purses, briefcases or laptop cases are allowed in the reading room at any time.
• Paper, pencils and gloves are provided at the reading room desk. Pens are not permitted.
• Request forms should be filled out completely before materials are retrieved.
• Food and drinks are not permitted.
• Cell phones should be placed in the silent or vibrate position.
• Visitors under the age of 15 must be accompanied by a parent or guardian to use the collections.

Reference Protocol

The Division of Special Collections is committed to providing the best possible service to all its patrons. We prefer to receive reference requests via email to archives@ua.edu. We do, however, also take questions over the telephone at (205) 348-0500 (Hoole Library).

When calling or writing, please provide your contact information, whether or not you have an affiliation with The University of Alabama, and a detailed explanation of your question.

Questions that are deemed “research” – those that require more time or effort than we can reasonably make – will be declined. 

We respond to reference requests in the order that they are received. Please keep in mind that we receive numerous requests and we have limited staffing who work in this area. We appreciate your patience.

Reproduction Services and Associated Fees

The Division of Special Collections provides photocopying, photographic reproduction, and digitization services to researchers for a fee.

All duplication is done by Special Collections staff.

Reproduction for research purposes is permitted, and we reserve the right to decline photocopying, photographic reproduction, and digitization orders for collections materials due to copyright, confidentiality, or condition.

We reserve the right to limit the use of our collections for commercial purposes. Formal permission is required for any commercial use or publishing/broadcasting for commercial or non-commercial purposes.

Submit requests for scans as “Reproduction Orders” in UA Libraries Special Collections Request System. Scans will be delivered electronically to your Request System account.

Photocopying

Neither the Hoole Library nor the Williams Collection has a public copier, and all copies are made by staff, with attention to handling of rare materials. We reserve the right to refuse photocopy service based on condition, confidentiality or copyright.

Imaging and Digitization

All requests for digitization should be made in UA Libraries Special Collections Request System. If the image is for publication, an application to publish is also required, and may require an additional commercial use fee. Standalone requests are also provided if you have digitization needs that don’t require publishing permission or are seeking permission to publish items you don’t need to have digitized (i.e., items you’ve previously requested and received).

If you would like to use a digital camera in the reading room, review our digital camera use protocol below.

Digital Camera Use Protocol

Special Collections Collection Statement

The University of Alabama Libraries Special Collections collects materials of enduring historical value to advance the research, teaching, and instruction missions of The University of Alabama. For information about our collecting areas, see Special Collections Collection Statement.

Revised 1/29/2024. JR