Policy on direct access to collections
Special collections covered by this policy
This policy applies to the Collections in the Gordon Atholl Anderson Music Collection Room, the Karl Schmude Special Collections Room, and the New England Room.
The Rare Books Collection may not be browsed. The Royal Society of NSW Collection is housed in conditions that are not appropriate for study, though researchers may apply for single-visit access for the purpose of browsing foreign language and/or unindexed historical publications.
Retrieval of items
Browsing or study in the Special Collections applies only where it can be identified that the standard methods of access are not adequate. In most cases, researchers will use the Library catalogue to identify items they want, then read the selected items in the Library after they have been retrieved.
Researchers must request retrieval of individual items in advance using the Closed Collection Retrieval Request form. Items requested by 2.00 PM, Monday to Friday are available for use at the Service Desk by 3.00 PM on the same day (excluding Public Holidays). Items required on weekends must be requested before 2.00 PM the Friday before.
Application for direct access
Researchers may request retrieval of individual items from the above collections in advance using the Special Collection Retrieval form. Items requested by 2.00 PM are available for use at the Service Desk by 3.00 PM on the same day, including weekends and Public Holidays.
Applications should explain how direct access has a significant advantage over having individual items made available at the Service Desk. Factors that will be considered include:
- focus of the research on a significant range of materials specific to the Collection.
- research aiming to index or otherwise augment the Special Collection.
- research specifically based on the collection for a UNE postgraduate award.
- prominence of the researcher or the research project.
- the volume of materials required.
The application must be approved by two librarians from among the following: the members of the Special Collections Committee, the Information Services Librarian, or the University Librarian.
If approved, the Curator, Convenor of the Special Collections Committee, Information Services Librarian or the University Librarian will provide a letter/email confirming approval under the conditions of access listed below. This letter must be presented on each subsequent visit.
Conditions of Direct Access
- Direct access to Special Collections is available only between 9.00 AM and 5.00 PM during Library opening hours.
- The researcher must present their letter/email of approval at the Service Desk.
- The researcher must complete a form recording access. Researchers are asked to keep count of the number of items used and record this on the form when the session is finished.
- The researcher must handle all items with care for their preservation and integrity. Only pencils or portable computers may be used for taking notes. Pens, highlighters etc may not be taken into Special Collections Rooms.
- Bags, overcoats, books etc may not be taken into Special Collections without the specific approval of the Curator or Service Desk staff.
- The researcher must lock the door and report to the Service desk when leaving the room for a break. The Researcher must regain access by returning to Service desk.
- Individuals may copy materials for their own use only in accordance with the provisions of the Copyright Act.
- Direct access to a Special collection is conditional upon the researcher agreeing to observe all the above Conditions of Direct Access.
Special Collection Curators