The UC Merced Library Archives & Special Collections welcomes patrons to access its collections in support of their research. The majority of materials in our collections are non-circulating. All patrons wishing to access our materials must register prior to access. These policies and procedures help to ensure the protection of the archival materials being used in the Reading Room as well as to provide equal access to open records.
Non-Archival Items in the Reading Room
The following are allowed in the Reading Room: pencils, paper/notes, laptop computers, tablets, cameras, and cell phones. The volume should be silent on all electronic devices.
The following are not allowed in the Reading Room: food, beverages, tobacco items (smoking is prohibited in the building), chewing gum, pens, handheld scanners, briefcases, computer cases, bags, purses, excessive papers or notebooks, and coats and other outerwear. Lockers are provided to store personal effects that are not permitted.
Handling Materials
Standardized practices for researchers handling archival materials are described below:
- Patrons are limited to one folder at a time. Materials within folders should always maintain their existing order and arrangement. Please notify Reading Room staff if any irregularities are noticed.
- Materials should always be handled properly, and with care.
- Bound volumes must be supported by using a book cradle in order to not place any undue stress on the binding. Patrons must not press upon bound volumes, or open the volumes wider than the object permits.
- Any fasteners holding materials together must remain in place, and not be removed.
- Materials must always remain on the table, and may not be held aloft for better viewing.
- Cameras, phones, or laptops must never be placed on materials.
- Items in mylar sleeves, or other protective housing, must not be removed from their enclosures.
- Photos must not be taken of the Reading Room, other patrons, or Reading Room staff.
Camera Policy
Researchers are permitted to photograph archival materials with a camera or device. Use of small tripods or camera stands is permissible as long as the archival material is handled with care and according to Archives and Special Collection rules. To adhere to U.S. copyright law, photographs may be taken only for personal scholarly use. It is impermissible to take photographs of other researchers, or of Archives and Special Collections staff. For additional information, please see the notes regarding Reproductions, below.
User Policies
The following delineate UC Merced Library's Archives and Special Collection's policies for our handling of patron information, reading room and materials security, and policies on reproducing materials found in the archives.
User Data and Patron Information
As part of the registration process for access to our collections, patrons will be asked to provide certain information, which may include, but is not limited to:
- patron name
- patron ID (issued by either the University of California, or by the patron's state of residence)
- patron email
- patron phone number
- materials being requested
This information becomes part of the patron's Archives and Special Collections circulation and research history. In alignment with the University of California Records Retention Schedule, this information is retained for a period of ten years after the last transaction date recorded. After this time period has elapsed, all circulation and research history will be deleted.
The library respects the privacy of every patron. The information contained in a patron's circulation and research history is considered private information, and will not be released to any other party without the consent of the patron, or without a court issued order to do so.
Reproductions
While using the materials in Archives and Special Collections, patrons may take photographs, using a standard cell phone, or hand-held, camera. All flash photography is prohibited. This permission to take photos of materials does not constitute permission to use those photographs in published materials, or to distribute those photographs by any means, electronic or otherwise. If a patron wishes to use reproductions of materials in publishable research or creative products, specific permission must be requested by the patron and granted by the library.
Many of the materials in our collections have been digitized and published on Calisphere under a CC-BY-NC (Creative Commons Attribution, Non-Commercial) License, which allows for non-commercial use of materials from our collections. If you are interested in using an item commercially (such as in a trade publication), written permission from the Library is required. All permissions granted for republication will be for a one-time, non-exclusive use.
If a patron wishes to use a reproduction of materials not found on Calisphere, a request may be submitted to have that item digitized. New scans will be considered on a case-by-case basis and can depend on the accessibility of the original item, the item's condition, and the ownership status of the item.
Security
The security of our collections, and of our patrons accessing our collections, is of utmost concern. Security cameras in use in the Archives and Special Collections Reading Room are to ensure the security of our collections, our patrons, and our staff. Video footage is not monitored in real-time by library staff, nor is video footage stored in the Library. All video recordings are housed with the UC Merced Police Department, and recordings are kept for durations defined by local and / or Systemwide policies. While the privacy of our patrons is of great concern to us, it may be possible for security cameras to record the types of materials that are being used in the reading room.
As stated above, personal camera use is permitted while using materials from our collections. However, it is prohibited to photograph, or take videos, of other patrons or library staff.
A statement on our use of video surveillance will be posted in the Archives and Special Collections Reading Room, and patron acknowledgement of this policy will be included in the patron registration form.
Patron Behavior
Patrons are expected to abide by all posted, and agreed to, polices. Upon registering to request access to Archives and Special Collections materials, and to use the Archives and Special Collections reading room to handle requested materials, patrons agree to abide by the rules and regulations concerning the handling of materials, as well as the conduct expected of patrons. This conduct is defined for members of the UC Merced community in both the UC Merced Code of Student Conduct, and the University of California Code of Conduct as defined in APM-015. If a patron is found violating the rules and regulations agreed to, one additional warning will be provided. Any subsequent violations will result in a suspension of access privileges to Archives and Special Collections for a minimum of one year. Depending upon the severity of the violation, patrons may also be referred to UC Merced Police, Student Judicial Affairs, or Academic Personnel, where applicable.
