Archives and Rare Books Reading Room Policies

The materials in the University of North Texas Libraries collections are open for research use, except where noted, or where restricted by law.

Patrons

  • All visitors are welcome to view the exhibits, but use of the Reading Room for study is restricted to those patrons engaged in research with Archives and Rare Book materials.
  • A completed research registration form is required for all first-time researchers. The form will be kept on file for future research requests for a period of 5 years.
  • A valid photo ID is required to use Archives and Rare Books materials.  Photo ID must be presented upon each research visit.  We will record your name, your ID number, the collections you use, and the date and time of your visit.  This information is recorded for both security and statistics purposes. Your personal information will not be shared.

Personal Belongings

  • Briefcases, book bags, and purses must be placed in a secure area away from your research space.
  • Laptops are allowed in the reading room, but the case must remain with the researcher’s personal belongings.

Care of Materials

  • Notes must be taken in pencil.  Pens, markers, highlighters, and post-it notes are prohibited, as are tracings or rubbings made from our materials. Acid-free bookmarks are provided for your convenience.
  • Digital images may be taken with prior permission. Use of flash is not permitted.
  • Handling of photographic material requires the use of gloves, which staff will provide.
  • Due to the delicate nature of many of our materials, we ask that our patrons wash their hands before their research visit. Facilities are available on the 4th floor of Willis Library as well as the Reading Room Lab.
  • Eating, drinking, and chewing gum are prohibited in the Reading Room.
  • While researchers may request several items from the Collections during a visit to the reading room, only one item may be used at any time.  Please return an item when you are finished with it and a staff member will exchange it for another item.
  • Researchers are permitted to remove only one folder from manuscript or archival collections at a time.  Do not remove items from folders; acid-free bookmarks are provided to flag desired materials.
  • The order and arrangement of the papers must be maintained.  If you discover an error in the arrangement or description of a collection, please call it to the attention of a staff member.  Do not rearrange items yourself.
  • The researcher is responsible for the careful handling of all materials. The materials may not be leaned on, folded, traced, or marked in any way.  Reading Room staff will place materials in book supports and cradles for appropriate care of materials, and materials may not be handled in any way that may damage them.
  • Brittle or oversized pages require special handling. Instead of turning the lower edge or the corner of pages between your thumb and forefinger, slide your entire hand underneath each page to support it as you turn.
  • Rare, delicate, or damaged materials are sometimes housed in protective enclosures, such as clamshell boxes, portfolios, or polyester wraps. We will remove such items for you and will replace them in their protective enclosures when you are finished.

 

Privacy, Personal Information, and Open Government

  • Archives and Rare Books personnel may limit access to certain collections in order to maintain the confidentiality of student grades, student records, privileged communications and other documents containing personal identifying private information normally given special protection under law.  
  • Due to the nature of our collections, it is not always possible to anticipate the location of such private information, and the researcher is held responsible for the inappropriate or unlawful use of any such information they encounter during their research.
  • Small portions of our collections are subject to access through the Texas Public Information Act (Texas Government Code, Chapter 552).  The University of North Texas Archives and Rare Books Department complies will all state and federal regulations regarding access to government records.

Reserves

  • If you need to return to the Reading Room to continue working with specific materials, we will place them on our reserve shelf for you. Provide us with written notification of what materials you will need and when you expect to return. We will hold materials in reserve for five days before they are re-shelved.

Copyright, Reproduction, and Use Policy