Public Services in Special Collections, SPEC Kit 296 (November 2006)

Turcotte, Florence; Nemmers, John

Public Services in Special Collections · 27
7. Please indicate which categories of patron data are collected on the registration form. Check
all that apply. N=74
N
Reference Service
N=42
Using Materials
N=69
On-site
Patrons
N=39
Off-site
Patrons
N=16
On-site
Patrons
N=69
Off-site
Patrons
N=33
Name 74 39 15 69 32
Address 73 36 10 67 30
Institutional/Corporate affiliation 65 32 9 60 23
Telephone number 63 31 9 61 24
Classification/position (e.g., faculty, student) 59 29 8 53 19
E-mail address 55 29 11 51 23
Identification type 42 19 3 36 12
Identification number 38 15 1 33 11
Photograph of patron 20 7 — 17 3
Other 20 12 — 19 5
Please describe other data category.
Reference Service On-site
ID required (2 responses)
Photocopy of ID
Purpose of visit (e.g., article, paper, genealogy)
Area of study
Research interest
Subject area
Topic of research
Subject of research, purpose of research, course/instructor, publication plans
Categories of materials to be used
Material consulted
Type of materials needed

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26 · SPEC Kit 296
“We know the identity of off-site researchers, the materials they request by photocopy or other means of
duplication, and their contact information, but we do not routinely require them to complete a registration
form.”
“We only require non-university visitors to register. University faculty, staff, and students do not need to
register.”
6. If patrons are required to register prior to receiving reference service, is this the same
registration that is required before they can use materials in the collection? N=30
N On-site Patrons Off-site Patrons
Yes 25 25 3
No 5 5 —
Selected Comments from Respondents
“All researchers register to use Special Collections. In addition, patrons using manuscript materials are
required to fill out a Project Description form on their first visit before they can use manuscript collections.”
“Full registration is required annually. Sign-in only is required on subsequent visits during that year, with
confirmation of ID. against the registration form. Off-site patrons are not required to register before receiving
reference service.”
“If they do not need to use departmental holdings they are still asked to sign the daily visitors log.”
“On-site initial registration for reading room entry requires sign in with valid photo ID. Use of manuscript
or archival materials requires additional filling out of patron registration form. Off-site patrons: filling out of
patron registration form automatically (for use of archival or manuscript materials).”
“Patrons are asked to fill out a registration form as soon as they enter Special Collections.”
“Patrons register and then receive service. We sometimes provide reference service and referrals to other
libraries units without requiring registration.”
“Some divisions also require that patrons complete a separate form to use rare materials.”
“There is a general registration form that every patron completes and a special registration form subsequently
completed when rare books, manuscripts, and university archives collections are requested.”
“We currently require all incoming researchers who use our Reading Room to register with basic information
and signature. Those who wish to use our manuscript material fill out an additional informational request
form. Those who wish to just use our rare book and reference collections do not.”
“We don’t distinguish between reference service and use of materials because reference service/questions
lead to material use.”

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28 · SPEC Kit 296
Using Materials On-site
Current photo ID
Photocopy of ID
Purpose of visit (e.g., article, paper, genealogy)
Description of research, faculty member supervising research, if applicable
Research interest
Research topic
Subject area
Topic of research
Topic of research &photocopy of ID
Subject of research, purpose of research, course/instructor, publication plans
Material consulted
Specific materials to be used
Type of materials needed
Second address (work, family member, etc.)
Project, type of materials, whether other patrons may be informed of research
Will research result in commercial product?
We ask if we can share information with other researchers.
Research interests allow their information to be shared?
Using Materials Off-site
Description of research
Topic of research
Project, type of materials, whether other patrons may be informed of research
Will research result in commercial product?
Verbal agreements or e-mail agreements must be made.

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SPEC Kit 296: Public Services in Special Collections (November 2006) resources

SPEC Kit 296: Public Services in Special Collections (November 2006) resources