You are invited to take advantage of Special Collections’ rich and vast resources including archives, rare books, and manuscripts. At the same time, the Special Collections staff has a responsibility to protect and preserve these materials. To reconcile these two important goals, we ask all users to follow these procedures while in the Reading Room at Honnold/Mudd (please note that protocols might differ in Denison Library):
- Special Collections materials are in closed stacks and do not circulate. Items will be paged by a staff member for use by researchers in the Reading Room.
- You must register as a reader online in our Aeon System then place requests for materials using the online request forms. You will be asked to present a valid Claremont Colleges’ I.D. or other photo identification. FMI First Time Aeon User
- Most paging requests will be filled immediately. Advanced notice may be required for some materials.
- To keep study tables tidy and for the safety of fragile materials, personal belongings, such as jackets and purses, must be stored on the shelves provided; you may keep with you whatever paper and reference materials are necessary to do your work. Please remember to take your personal belongings with you when you leave the Reading Room. Special Collections is not responsible for lost or stolen items.
- Materials may be “on hold” in the Reading Room for no longer than one semester unless by arrangement with a staff member.
- Handle all items with care. Do not write on, lean on, put weights on, or otherwise mishandle material. You may be required to use a book support or another apparatus when using fragile material. Uncut book pages are opened by a staff member only. Do not erase any marks from books or manuscripts. If you would like assistance with handling a fragile item, the staff is ready to help. Carelessness and willful mishandling will be addressed swiftly and discretely by the staff.
- Use only pencil while working in Special Collections; ink is not allowed at all.
- When handling manuscript and archival material, please use one folder at a time unless otherwise instructed by a Special Collections staff member. Original order of the papers must be maintained within the folders.
- Photographs will be handled carefully, one at a time. Researchers will wear cotton gloves while viewing photographs.
- Laptops, tablets, personal cameras, and camera phones are welcome. We provide a safe, self-service scanner in the Reading Room for readers to use. FMI see Personal Digital Camera Policy
- No eating, drinking (including water bottles and travel mugs), or smoking.
- Photocopying and scanning are done for readers by staff for a fee as time and staffing levels permit. You may be asked to wait for copying orders.
- All special circumstances are subject to staff consideration and approval.
The United States copyright law, Title 17, U.S. Code, governs the making of reproductions, including photocopying, of copyrighted material. Special Collections reserves the right to refuse a copying order if, in its judgment, it would involve violation of copyright law.
All reproductions of Special Collections materials are for reference purposes only. A researcher wishing to publish material obtained from Special Collections must obtain permission in writing from Special Collections as the physical owner of the material. Please note, permission to publish does not constitute a copyright clearance and Special Collections can grant copyright clearance only for those materials for which we retain copyright. For all other materials, researchers must obtain copyright clearance from the copyright holder(s) by the researcher. Special Collections is not responsible for the misuse of copyrighted material.
Special Collections staff photocopies material for all researchers. Book pages are counted to assess the maximum number of pages, not number of copies. There is no self-service photocopying in the department. We reserve the right to refuse to photocopy large, fragile, and/or brittle material and any material sensitive to light such as photographs. Further restrictions may apply to archival material.
Special Collections staff does the photocopying as time permits. You may be asked to wait for photocopies depending on the length of the request queue, staff availability, or the size of the photocopying order. In some cases, copies may be mailed.
On-site researchers: 25 cents per sheet
Photocopies by U.S. mail: 35 cents per sheet ($3.00 minimum)
Prepayment is required on all orders over $20.00. Cost estimates provided on request.
Special Collections reserves the right to charge a handling fee of 25% of the total cost for any copying orders, especially for those orders that are large, complicated, or rushed.
Limits on photocopying:
10% of a book, pamphlet, newspaper, brochure
10% of a folder of papers
Researchers accessing Special Collections materials, either on-site or remotely, can request scans of materials from our collections.
For on-site researchers, Special Collections provides a safe, self-service scanner in the Reading Room. Patrons using the self-service scanner will not be charged any scanning fees. For remote researchers, requests for scans should be submitted through
Aeon, our electronic request system.
A minimum fee of $5.00 is applicable to all scanning requests completed by Special Collections.
An additional fee per scan will be applied to requests totaling more than 20 scans as listed below.
Black/White or Color PDF Scans: 25 cents per scan
Black/White or Color JPEG Images: $1.00 per image
Black/White or Color TIFF Files: $1.00 per image
At the discretion of Special Collections staff, complicated orders and/or orders exceeding 60 pages may be processed at the rate of $15.00 per hour rather than by the page.
Material & Shipping:
The following related fees may also apply.
$1.00 Disc fee, for pick-up
$3.00 Disc fee, for mailing
$5.00 US shipping
$20.00 International shipping
Specifications for copy/scanning requests may be arranged by sending an email to Tanya Kato, Curatorial Assistant.
Personal Digital Camera Policy
If a researcher in the Reading Room wishes to use a personal digital camera to capture images of materials, instead of using the Special Collections scanner provided for patrons, they must first get permission from a staff member. Images of materials photographed in the Reading Room are for personal research use only and cannot be used for publication, including online, without permission from the Head of Special Collections. Items to be photographed must be examined by the staff of Special Collections and evaluated for physical condition, copyright issues, and donor restrictions. The staff of Special Collections reserves the right to deny any request for personal camera use that may damage the material to be photographed or may constitute a violation of copyright law. Flash photography is not permitted.
Citing Special Collections Material
Proper credit must be given when Special Collections material is acknowledged, quoted, paraphrased, or reproduced in your research, published or unpublished. When citing Special Collections material in your research paper, please acknowledge the source.
Reference, Instruction, and Research
Reference assistance is available in the Reading Room of Special Collections when we are open. We also provide reference assistance by e-mail, telephone, and letter (view contact information). While priority for reference assistance is given to students, faculty, and staff of The Claremont Colleges, visiting scholars are welcome. Unfortunately, we can not accommodate impromptu tours of the collections, but we are happy to make arrangements for visits to Special Collections with prior notification.
We encourage the faculty to bring their classes to Special Collections to introduce them to primary resources and research. Students in theatre design, California history, linguistics, education, and music, to name a few, have used our collections as the basis of their coursework in the recent past. Contact us for assistance with identifying collections that are appropriate to your course and to schedule an instruction session for your students in Special Collections.
If you are a visiting scholar, to help us anticipate your research needs, we require at least a week’s notice of your arrival in Claremont. We appreciate written notice, but e-mail or a telephone call will suffice. Notifying of us of your anticipated arrival will facilitate our having collections ready for your use. Unfortunately, we can not conduct research for scholars who are unable to travel to Claremont in person to use the collections. We will do our best to answer specific queries, but complex research, taking more than an hour of a staff member’s time, can not be conducted by our staff. With sufficient notice, we may be able to provide you with the name of a local, freelance researcher to assist you for a fee.