Policies and Procedures

Using the Collections

Our collections are open to all—faculty, staff, students, and the public. Researchers who wish to use departmental materials need not make an appointment unless they require in-depth reference assistance or consultation. All visitors are required to observe the reading room and collection usage policies set forth by SCA staff.

Reading Room Policies

SCA staff will provide reference service but cannot do extensive research for patrons. However, the SCA does offer a fee-based research service for research efforts that require extraordinary staff involvement or by request for patrons unable to visit our facility or send someone on their behalf.
All researchers using our collections must agree to SCA policies and provide minimal contact information that is used for internal recordkeeping.
Call slips must be completed for each publication title or archival box requested. A maximum of 10 items are allowed per researcher at any one time. Requests for materials, or scans are not accepted after 3:30 p.m.
SCA materials do not circulate; all materials must be used in designated spaces and staff are to be notified when you are finished with them. We are also happy to hold materials for you over several days of research, once paged.
All coats, backpacks, bags, etc. are to be left in the reception area in the coat rack. Laptops must be removed from their cases for use, and the cases left in the coat rack area. Visitors concerned about security for their personal items may request that items be held in the Curator’s office as an alternative.
Pencils must be used at all times. Pens and other permanent writing implements are not permitted. Laptops, however, are welcome. SCA materials are not to be marked in any way.
Please handle materials carefully—many of our collections are quite fragile—and with clean hands. Cotton gloves are only required when handling photographic materials or metal or ivory objects. Materials must be kept on Reading Room tables at all times. Book supports are to be used with materials whenever appropriate, at the direction of SCA staff. Loose documents are to be kept in the order they are found.
Photocopying is done expressly by SCA staff and only in special circumstances. In most instances, digital scans can be created and emailed or distributed via download link to the requesting party.

Class and Group Visits

We welcome campus and community groups, and class visits at all academic levels, from elementary school through graduate school and beyond. Requests for class and group visits must be completed 14 days prior to your planned visit. In your request also include the number of students in your class and the list of materials you would like made available. SCA staff can help finalize the list. Instructors assume responsibility for the materials during the sessions.

Arrangements must be made in advance if the instructor wishes for the SCA staff to participate in the session. Contact the SCA Department Head or Rare Books Librarian with the goals for the session in addition to the information requested above. With your input, we happily create presentations to suit your syllabus or lesson plans.

Scanning and Digital Reproduction

Personal scanners are not permitted without prior permission from SCA staff before a patron accesses collection materials onsite. Before, during, or after a visit, patrons can request that items be digitally scanned by SCA staff or the library's digitization unit to their specifications. Patrons are allowed 5 requests per calendar year and each request must not exceed 40 pages/images. Onsite requests for digital copies can be made directly with SCA staff, but remote requests should be done through the Digitization Request page. A copy of all digitized images remain with the SCA and may be added to our digital library or other online platforms. All digital images used in public forums (publications, websites, social media, etc.) from Special Collections and Archives should bear the credit line, “Northern Illinois University Libraries Special Collections and Archives.”

Researchers may use digital cameras on site with prior arrangement at the discretion of SCA staff. If approved, researchers are prohibited from using flash photography. Photographs of the Science Fiction and Fantasy Writers of America (SFWA) Manuscripts Collections are prohibited.

Publishing and Copyright

Educational Use

Users of SCA holdings are free to reproduce materials from any collection for use in teaching, research, or private study. Proper attribution to “Northern Illinois University Libraries Special Collections and Archives” as the source of the materials is requested and a matter of good scholarly practice. The researcher assumes responsibility for possible infringement of copyright and/or literary property rights in the act of copying or in the subsequent use of materials.

Commercial Use

Users must contact us for permission to reproduce materials from any collection for print or electronic publication, exhibition, broadcast, licensing, or other commercial use. In such cases, high resolution reproductions may be available, typically for a fee. When requesting permission, please be prepared to refer specifically to the information you intend to use and provide details regarding your planned use.

United States Copyright Law and Fair Use

The copyright law of the United States (Title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted material. The goal of this law is to foster the progress of science, the creation of culture, and the dissemination of ideas. To that end, it grants some limited rights to use copyrighted material without permission or payment, known as "fair use." If a user makes a request for, or later uses, a reproduction from the SCA holdings for purposes in excess of "fair use," that user may be liable for copyright infringement. SCA also reserves the right to refuse to accept a reproduction or digitization request if, in its judgment, fulfillment of the request would involve a violation of copyright law.

However, many of the resources available in SCA are either in the public domain or their copyright is retained by NIU or an external donor partner. All materials are accompanied by a rights statement indicating the copyright status of the item when known. We make no express or implied warranty to others who wish to use or reproduce materials found in our collections.

Users may wish to refer to the Fair Use Checklist, developed by Kenneth D. Crews and Dwayne K. Buttler, when making their fair use determinations.