Accessing and Using Special Collections Materials
Your Special Collections Account facilitates your access to rare books, manuscripts, and archives held in Special Collections at The Claremont Colleges Library and Ella Strong Denison Library at Scripps College.
- Submit requests to view items onsite.
- Submit requests for scans in accordance with copyright guidelines.
- Track the status of your requests.
- Access information about past requests.
- Collaboratively select materials for group projects, classes, and exhibits using the activities feature.
- Claremont Colleges students, faculty, and staff can access their account using their CAS credentials. All researchers outside of The Claremont Colleges can login using the “Other Researchers” login option.
Questions about your account? Ask Special Collections.
Since there are so many different kinds of materials found in Special Collections – books, papers, photographs, maps, artifacts, to name a few – there are different ways to search for them. Each of the tabs above searches a different discovery system that Special Collections uses to organize and provide access to collections. Use them all to explore and find materials for your research. For guidance exploring, accessing, and using the collections, visit the Special Collections Access Guide or contact us.
The Special Collections Reading Room, located on the second floor of The Claremont Colleges Library adjacent to the North Lobby, is where you have access to the collections for study and research.
- Schedule your Reading Room appointment to access materials for your research.
- Request materials 24 hours in advance of your appointment.
- Feel free to bring your laptop and/or a camera; in the Reading Room we have a rare book scanner for you to make personal research copies of materials, with staff approval, at no cost.
- Follow the Reading Room Policies below.
All Special Collections materials should be handled with extra care, and users must
- Use pencils only; no ink, please. Pencils are available if you do not have one.
- Consult one folder or item at a time.
- Folders of materials must be kept flat on a reading table. Bound volumes must be supported in a cradle (provided). Book weights should be used to hold bound volumes open. Do not lean on materials, mark them, or take notes on top of them.
- Turn pages gently.
- Keep any loose material in the order in which you find it.
- Report any mis-arrangements, mutilations, or unopened leaves.
- Stow computer bags, backpacks, and purses on the shelves provided
- Comply with a staff member’s directions regarding wearing cotton gloves for handling fragile items such as photographic prints and medieval manuscripts.
There is no eating or drinking, including water bottles and travel mugs, in the reading room.
Anyone can make a research consultation with our knowledgeable Special Collections staff. If none of the available times work for you, please contact us to find an alternative.
Online Appointment In-person Appointment- Make your own digital copies at no cost in the Reading Room:
- Non-flash photography with phones, personal devices, and cameras–with permission.
- A high-quality rare book scanner is available, first come-first served, in the Reading Room.
- Make a request for copies through your Special Collections Account.
- Enter the item details, desired file type, delivery type, and service method.
- See Formats & Fees below for details on pricing.
- We cannot fill requests for copying materials that are too fragile.
Please review Copyright & Permissions below before making your request. We reserve the right to limit the number of copies made; to restrict the use of rare and valuable items; and to deny a request because of copyright regulations, privacy rights, donor-imposed regulations, or other rights related issues.
- Copy services are free to students, faculty, and staff of The Claremont Colleges.
- Fees are charged by the page or hourly depending on the size and format of your order.
- We accept payment by credit cards only. No checks or cash.
- Prepayment is required for all orders.
- $5.00 minimum fee.
- $100.00 commercial use fee.
- A 25% handling charge will be added to large, complicated, or rush orders.
Scanning
- PDF: 25 cents per scan
- JPEG: $1.00 per image
- TIFF: $1.00 per image
- All file types are available in Color or Black & White
- For large scanning jobs:
- $15.00 per hour
- Billed in whole hours, with 1 hour minimum
Photocopying
- On-site: 25 cents per sheet
- U.S. Mail: 35 cents per sheet (plus shipping)
- Due to copyright restrictions, only 10% of a book, pamphlet, brochure, newspaper, or folder may be duplicated
Photography
- $15.00 per hour
- Billed in whole hours, with a 1 hour minimum
- Most oversized materials must be photographed
Delivery
- Downloadable File:
- Free — access through your Researcher Registration account
- Hardcopy discs:
- $1.00 disc fee
- $3.00 shipping
- Photocopies:
- Domestic and International shipping available
- Shipping cost varies by order
Copyright
The copyright law of the United States (Title 17 United States Code) governs the making of reproductions of copyrighted material. Under certain conditions specified in the law, libraries and archives are authorized to furnish a reproduction. One of these specified conditions is that the reproduction is not to be “used for any purpose other than private study, scholarship, or research.” If a researcher uses a reproduction for purposes in excess of “fair use,” that researcher may be liable for copyright infringement.]
- Special Collections welcomes you to use materials in our collections that are in the public domain and to make fair use of copyrighted materials as defined by copyright law. When you use our materials in your work, please cite us.
- Users of Special Collections are expected to abide by all copyright laws.
- Special Collections can grant permission to publish only for those materials for which we retain copyright.
- For all other materials, researchers must obtain copyright clearance from the copyright holder(s).
- Special Collections is not responsible for the misuse of copyrighted material.
- Special Collections reserves the right to refuse a copying order if, in its judgment, it would involve violation of copyright law.
- To determine whether the material you wish to publish is in the public domain or not, see
- the Library Copyright Slider (American Library Association Copyright Advisory Network)
- the Copyright Genie (American Library Association Copyright Advisory Network)
- the WATCH File and FOB provide information for contacting literary copyright holders and other publishing concerns.
Permissions
Request permission to publish (if Special Collections owns copyright)
- Open/Download Permission Form
- Fill out and sign the above form and return to Special Collections.
- Unsigned forms will not be accepted.
- Return via:
- Email: specialcollections@claremont.edu
- US Mail:
Permission to Publish
Special Collections and Archives
The Claremont Colleges Library
800 N Dartmouth Avenue
Claremont, CA 91711
Use the following citation as a model when using Special Collections materials/quotations in your research:
- Special Collections, The Claremont Colleges Library, Claremont, California.
- Include the collection name when citing materials from specific collections, for example:
- War Relocation Authority Records, Special Collections, The Claremont Colleges Library, Claremont, California.
The Claremont Colleges Library Special Collections currently has one research fellowship available:
The Roland Jackson Memorial Music Research Fellowship is open to researchers pursuing a project, the main subject focus of which is represented in the Roland Jackson Collection–performance practice, early music, 19th-century music, film music, and computer music studies–and whose research would benefit from on-site access to materials housed in Special Collections. Current application deadline is: June 30, 2019. For more information and how to apply: Roland Jackson Memorial Music Research Fellowship