Policy on direct access to collections
Special collections covered by this policy
Access to study in the collection
This policy applies to the Dixson Library's Gordon Anderson, Karl Schmude Special Collections Room, and the New England Room. The Rare Books and Royal Society of NSW Collections have neither the thematic unity to justify, nor the floor space to create, a study area.
Access to browse the collection
The Rare Books and manuscript collections 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. Browsing in other 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 Special Collections Reading Area when they have been retrieved.
Application
Access to study in the collection
Applications for direct access to study in a Special Collection area is made in writing by email or letter addressed the relevant Curator, the Convenor of the Special Collections Committee, or the University Librarian.
The application must be approved by two librarians from: the Special Collections Committee, the Access Services Librarian, or the University Librarian. Applications should explain how direct access has a significant advantage over having individual items made available in the Special Collections Reading Area. Factors 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.
If approved, the Curator, Convenor of the Special Collections Committee, Access Services Librarian or 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.
Access to browse the collection
The Rare Books and manuscript collections may not be browsed. Other collections may be browsed under exceptional circumstances, but only where it can be verified that the standard methods of access (catalogues, finding guides and indexes, and requesting specific items to be used in the Special Collections Reading Area) are not adequate. Application may be written or verbal. Applications should be directed to, and may be approved by, the Curator, or the Convenor of the Special Collections Committee, or the Access Services Librarian. Approval for browsing may be written or verbal, and applies only to a single visit.
Conditions of direct access
- Direct access to Special Collections is between 9am and 5pm.
- Researcher must present their letter/email of approval at the Service desk.
- Researcher to 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.
- Researcher will 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. - Researcher locks door when leaving the room for a break, and reports to the Service desk
(required in case of fire). Researcher re-gains access by return to Service desk. - Individuals may copy materials for their own use in accordance with the provisions of the Copyright Act.
- Direct access entry to a Special collection is conditional upon the researcher agreeing to observe all the above Conditions of Direct Access.