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Library Use and Policies

Registration Procedures and Use of Library Materials

Materials from our collections are to be used in the Reading Room. Our procedures are designed to ensure the safety and preservation of our materials for future generations.

  • To register to use library collections, you will be asked to fill out a registration form in our automated circulation system, Aeon. Once you have created an account in Aeon you may begin placing requests. Materials from our collections are to be used in the Reading Room and are not retrieved from the shelf until you have physically checked in at Spencer and shown photo identification. Some of our materials are housed off site. Items identified as being at the Library Annex, our offsite storage facility, need to be requested two working days in advance.
  • Leave any food or beverages outside the Library.
  • Place your personal items (such as coats, purses, and bags) in a locker. Any materials you take into the Reading Room will be examined by Library staff when you leave.
  • Handle all materials with care. If the materials you request require special handling, Library staff will assist you.
  • Use a pencil or computer to take notes. Laptop computers are available for checkout.
  • Silence your cell phone or turn it off.
  • Library staff will review your requests for photocopies, self-service scanning or digital photography; some materials may not be safely copied.

Creating an Account and Registering through Aeon

The video tutorials below will assist you in registering to use Spencer Library materials by creating an account in Aeon and showing you how to request materials. Items will not be paged until you have checked in at the library and shown photo identification.





Reproducing Materials

Photocopies or digital images of materials may be requested to assist scholars in their research.

Researchers may request photocopies or digital images of Spencer materials by submitting both pages of the copy request form. A bookeye scanner is available in the Reading Room and, with staff approval, you may scan some items yourself. There is no charge for these scans, but they are not publication quality. Reproductions may be made only for use in the research, teaching or private study of the recipient of the reproduction. They may not be made for or donated to other repositories by the recipient. All requests for reproduction are reviewed by the curator responsible for the material being requested. Requests may be denied or limited based on factors such as copyright compliance, donor restrictions or condition of the item.

Permission to obtain a copy of Spencer materials does not convey the right to use or publish in any manner the material subject to copyright. Such rights are secured only with the joint permission of the holder of the copyright and the library as owner of the material. In most cases, Spencer does not own the copyright. It is the patron's sole responsibility to determine the copyright status and to obtain any required permission from the copyright holder. Other legal restrictions in addition to copyright, such as privacy, publicity and trademark rights, may also limit a researcher's use of library materials.

When permission is granted, via a "Request for Permission to Publish, Distribute, or Display" form, the researcher agrees to give proper acknowledgement to Spencer Research Library, University of Kansas, as owner and source of the material.


The copyright law of the United States (Title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted material.

Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproduction. One of these specified conditions is that the photocopy or reproduction is not to be "used for any purpose other than private study, scholarship, or research." If a user makes a request for, or later uses, a photocopy or reproduction for purposes in excess of "fair use," that user may be liable for copyright infringement.

This institution reserves the right to refuse to accept a copying order if, in its judgment, fulfillment of the order would involve violation of copyright law.

Photographic and Copying Services and Fees

A request for reproduction must be completed for review by the appropriate librarian or archivist before copying may proceed. Copy fees will apply.

Standards of Service:

  • A request for reproduction must be completed for review by the appropriate librarian or archivist before copying may proceed. That review may require one-three business days to complete.
  • Requests for most types of copying will be completed within five business days after approval. Requests for large amounts of copying will require more time. If the item cannot be copied, library staff will contact the requestor.
  • Requests for color digital reproductions, those requiring overhead digital scanning, photographic copying, or any copying that requires use of specialized equipment because of the fragility or size of the original will require up to two weeks to complete. Fulfilling requests for large numbers of copies may require more time.

Charges for Copy Services Provided by Staff

  • Paper Copies (Letter or Legal Size)
    $0.25 per side
  • PDF reference copies
    $0.25 per image
  • Low resolution JPEGs
    $2.00 per image
  • High resolution digital image, suitable for publication (JPEGs or TIFFs)
    $5.00 per image

If more than 10 low-resolution PDFs or JPEGs are requested, they will be burned to a CD. Fewer than that can be emailed. All high resolution digital images will be burned to a CD.

A $5.00 shipping and handling fee will be added for paper copies or CDs that are mailed to patrons.

Kansas residents will be charged sales tax at 8.85%

Digital Camera Use Policy

Researchers may be allowed to photograph items for private study, scholarship, and research using a digital camera.

When digital photography is permitted, researchers must agree to the following conditions:

  • Indicate all items to be photographed and show them to library staff for approval; some items may also require approval by the appropriate curator.
  • Complete the Library's Copy Request Form, listing all items to be photographed.
  • Turn off the flash and sound on your camera; do not use any special light to photograph.
  • Handle the materials with care and according to Library rules. Do not bend, press down, or otherwise manipulate or rearrange materials.
  • Keep materials flat on the table or in the stand or cradle provided. Library book weights can be requested to keep items flat, if appropriate.
  • Ask Library staff for assistance with fastened items or items in protective casings.
  • Do not stand on chairs, tables or other furniture or place items on the floor.
  • Do not take photographs of the staff, Reading Room, or other researchers.
  • You may not publish the photographs in print, share them through the Internet, or exhibit them without written permission.
  • You may not donate, sell, or provide the photographs to another repository.
  • Keep accurate citations for all items photographed. If you wish to order publication-quality images (at a standard fee) or request permission to publish materials, you will be responsible for knowing which items you are requesting.
  • It is your responsibility to copy within fair use guidelines of the U. S. Copyright Law and to obtain permission to publish from copyright owners.


Caitlin Donnelly
Head of Public Services

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