Special Collections Duplication and Use Services

Requests for reproductions of Special Collections materials are fulfilled by department staff via the Special Collections Request System, Aeon.

Use your Aeon account to request photocopies or scanned images of collection materials, as well as request permission to use images or text. Requests can be placed remotely or from within the Reading Room.

Fees are based on affiliation and whether you are on or offsite, see below. Payment must be received prior to delivery of materials. Please confirm the cost of reproductions via the request system prior to mailing payment. Delivery of orders depends on availability of staff, the number or requests and University holiday schedule.

Additional information on how to place a request in Aeon for reproductions can be found on the Special Collection Request System page of our website, as well as, Requesting Photocopies or Scans and Frequently Asked Questions.

Fees

Fees are determined by the amount of materials requested. Onsite orders have a per page pricing structure. Offsite orders have a minimum fee for copies with an additional per page fee if above a specified amount (See Fee Schedules for details). Fees for scans (JPEG or TIFF files) are per page/file.

Campus affiliates may provide payment using a departmental account by submitting our Departmental Recharge Form in person or to SpecColl@ucdavis.edu; please reference the transaction where payment is to be applied in your email.

Checks must be made out to the “Regents of the University of California”.

Fee Schedule for UC Faculty, Students, and Staff

Fee Schedule for NON UC Faculty, Students, and Staff

Permission to Use Materials Owned by Special Collections

Please complete the form below if you intend to use materials owned by Special Collections. This form can also be found within the Special Collections Request System (Aeon). You can not submit this from through the request system, it must be mailed to:

Special Collections
UC Davis – Shields Library
100 NW Quad
Davis, CA 95616-5292

or emailed to SpecColl@ucdavis.edu

Once received the request will be reviewed, signed (if applicable) and mailed back to the requester.

Request for Permission To Use Materials Owned by the UC Davis Library Special Collections Department

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How to Request Duplication Services (photocopies or scans)

Step 1: Complete a Duplication/Permissions Order Form in your Aeon account.

Step 2: Once your order is received, staff will begin processing your request. We will contact you if more information is needed, and send an invoice to your Aeon account. You will receive an email with instructions on how to approve and pay for your order.

Step 3: If you would like to go ahead with your order and pay the charges, you will need to approve the order. Instructions will be sent by email.

Step 4: Once you have approved the order you can submit payment. You can pay by check (made out to the “Regents of the University of California”) or cash (onsite only). We also accept wire transfers and UC Davis departmental recharges. At this time we do not accept credit card payments.

Step 5: Once payment is received we can begin work on your order. The turnaround time varies based on the requested service(s). While we are unable to guarantee a delivery date, staff make every effort to complete all requests as quickly as possible in the order requests are received. All digital files will be sent to you by email. Photocopies can be mailed or picked up (depending on the option you selected on the order form).

Personal Camera Use in Special Collections

Special Collections allows the use of digital cameras in the Reading Room. Camera use reduces the need to handle materials when making photocopies and allows a more cost effective and accessible approach for our faculty, students, and traveling researchers.

Images for publication still need to be processed by staff in order to ensure high quality works. Patrons are required to sign off on handling rules and copyright regulations and to capture the information with each photograph taken that provides the UC Davis ownership and the item location for follow-up reference and retrieval, this is a continuation of current practice.

The department still maintains its regular photocopying and digital scanning services.

Policy for the use of personal cameras in the Special Collections Reading Room

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