Frequently Asked Questions

General Questions

Getting Started with Registration and Research

Requesting Materials

Using the Collections

Collaborating on Research and Instruction

Requesting Reproductions

Managing your Account

Troubleshooting

 

General Questions

What collections are available at The University of Georgia Special Collections Libraries?

The University of Georgia Special Collections Libraries consist of three different special collections departments: The Hargrett Rare Book and Manuscript Library, The Richard B. Russell Library for Political Research and Studies, and the Walter J. Brown Media Archives and Peabody Awards Collection. Each of the three departments in the Special Collections Libraries have specific emphases for collecting that are based on topical and/or format characteristics. 

  • The Walter J. Brown Media Archives and Peabody Awards Collection focuses on collecting all types of audiovisual materials (moving image and audio recordings in analog and digital formats) from commercial and private sources. 
  • The Hargrett Rare Book and Manuscript Library collects all formats except audiovisual materials.  The types materials include paper-based records (letters, diaries, manuscripts, reports, ephemera), graphic materials, rare books, and artifacts created by Georgians, donated by Georgians, and/or documenting Georgia culture, letters, and history.
  • The Richard B. Russell Library for Political Research and Studies collects all material formats that have some connection to modern Georgia politics and policymaking.

What are The University of Georgia Special Collections Libraries hours of operation?

  • The Special Collections Exhibit Galleries featuring items from the collections of the Hargrett, Russell, and Brown Archives are open Monday through Friday from 8:00 A.M. to 5:00 P.M. and Saturday from 1:00 P.M. to 5:00 P.M.
  • The Hargrett Rare Book and Manuscript Library is open Monday through Friday from 8:00 A.M. to 5:00 P.M. and on Saturdays from 1:00 P.M. to 5:00 P.M. No requests for items in the high density storage vault are processed after 4:15 P.M.
  • The Richard B. Russell Library for Political Research and Studies is open Monday through Friday from 8:00 A.M. to 5:00 P.M. No requests for items in the high density storage vault are processed after 4:15 P.M.
  • The Walter J. Brown Media Archives and Peabody Awards Collection is open by appointment only. For information regarding how to schedule an appointment using material from the Brown Media Archives and Peabody Awards Collection, contact Ruta Abolins (abolins@uga.edu)

Where is the University of Georgia Special Collections Library located?

The University of Georgia Special Collections Library is located at 300 South Hull Street, Athens, Georgia.

Where can I park when I visit the University of Georgia Special Collections?

Limited parking is available for visitors on Hull Street in the W02 parking lot across from the UGA Special Collections Libraries Building. Six spaces are marked in green and have signs designating them as visitor parking. Extra visitor parking is offered at the Tate Center Parking Deck for an hourly fee. All University of Georgia affiliates must abide by parking regulations set forth by UGA Parking Services. For more information about visitor parking, please visit the Parking Services website.

Is the University of Georgia Special Collections Library accessible via public transportation?

Access to the UGA Special Collections Library is via public transportation through UGA Campus Transit. The East-West Route has multiple stops by the building and runs from 6:30AM – 1:00AM although due to construction, the route is detouring away from the Special Collections Libraries. UGA buses can be accessed one block east at the corner of Lumpkin and Wray Streets.

Athens Transit has several bus stops near, but not adjacent to, the Special Collections Library. The stops are on Broad Street, Baxter Street, and Lumpkin Street. The Multi-Modal Transportation Center, where all Athens Transit buses stop, is located 0.8 miles from the building and would be about a 15 minute walk.

Where can I find lodging information about visiting Athens for a research trip?

The closest hotel to the Special Collections Library is the Athens Holiday Inn. Information about this hotel and others nearby is available at the Athens Convention and Visitor’s Bureau Web site.

For on campus accommodation, please visit the Georgia Center Conference Center and Hotel Web site.

I am unable to visit special collections to perform research. How should I proceed?

Please contact Special Collections for a list of researchers in the Athens area who are available for hire. Please note that while we provide a list, we do not vet or endorse any specific person. Also, the Special Collections Libraries will not participate in any financial arrangements between you and those whom you may hire to work on your behalf.

I am performing research on behalf of another researcher who is off-site. How should I proceed?

Register for a Special Collections Research Account if you do not already have one. Indicate on your registration form that you are doing research for another special collections patron. The patron should register online for their own Special Collections Research Account, thus enabling staff to link the accounts so that they may request materials for you and pay for duplication of materials, such as scans and photocopies. Please note that while the Special Collections Library staff will be happy to connect patrons with local researchers for hire, we do not vet or endorse any specific person. In addition, the Special Collections Library will not participate in any financial arrangements between researchers and those whom they may hire to work on their behalf.

Is there a fee to use the University of Georgia Special Collections?

The University of Georgia Special Collections Libraries do not charge admission fees to use their respective collections.  There are fees for reproduction and publication that may apply and donations are always welcome. 

Do I have to be affiliated with the University of Georgia in order to use collections at the University of Georgia Special Collections Library?

All visitors who can produce photo identification and agree to abide by the policies and procedures established by the University of Georgia Special Collections  Libraries governing access and use to materials are welcome to use collections there.

Do I need an appointment to conduct research at the University of Georgia Special Collections Libraries?   

The Russell Library, Hargrett Library, and Brown Media Archives are open for full research access. Although an advance appointment is not required to do research, the process for requesting materials will be more efficient and streamlined if you browse/search materials in advance via the databases and catalog portals available for the three departments.

Is the University of Georgia Special Collections accessible for those with disabilities?

All areas of the Special Collections Library are wheel chair-accessible. Handicapped parking is located in the parking deck and surface lots nearby.  If you have other disabilities or special needs, please contact the facilities manager for assistance and information.

How can I contact staff at the University of Georgia Special Collections?

Please contact us at sclib@uga.edu or call 706-542-7123. Please consult our staff directory for individual faculty and staff contact information.

Can University of Georgia groups or individuals reserve a room at the University of Georgia Special Collections Library for a University-related event?

Contact the Special Collections Building Facilities Manager’s Office at tpennell@uga.edu or 706-542-6331 for information related to reserving and using space in the building for University related events or programs.  

Where can I find out what services and programs are available at the University of Georgia Special Collections Library?

For an overview of the programs and services available at the Special Collections Library, please visit the Special Collections Library Building Web site at www.libs.uga.edu/scl
For specific and detailed information about each of the three special collections departments there, please visit:

What is the difference between the Media Department and the Media Archives?

The Media Department holds the collection of commercially distributed audio and visual materials (sound recordings, videos, DVDs, laserdiscs, etc.). It is located in the basement of the Main Library. The Media Archives holds original archival audio and visual collections (including the Peabody Awards entries, the Georgia Folklore Collection, the Richard Nixon/Frank Gannon interviews, among others).

I have an old book (or baseball card, manuscript, painting, cartoon, antique object, miniature book, etc.). Will you tell me how much it is worth?

UGA Special Collections Libraries staff are prohibited from appraising items. Qualified appraisers can be found by checking the telephone directory or the internet at the American Society of Appraisers website.

Return to top

 

Getting Started with Registration and Research

What is a Special Collections Research Account?

A Special Collections Research Account is an online account that allows you to request material from all three special collections departments as well as make requests for photocopies, scans, and copies of audiovisual material. By having a Special Collections Research Account, you can also maintain a list of your past requests and make special requests for activities like classes and group projects.

How will my Special Collections Research Account make my work easier and more efficient?
Once you are registered, special collections' staff will be able to approve requests and retrieve materials more efficiently. You will be able to watch the progress of each request to determine if an item has been retrieved, put on hold, or returned to storage. You can also store all request information in your profile for future review of citation information regarding materials consulted in special collections.

How is registration for UGA-affiliated users different from non-affiliated users?

If you are affiliated with UGA (current UGA students, faculty, and staff with a MyID account), you can login with your MyID.  If you are not affiliated with UGA you must create your own account and your own user name and password.

Why do I need a username and password to use my Special Collections Research Account?

Your username and password allows us to give you secure access to information about your requests. You can also edit your own personal information. Your username can be anything you like, such as your name, abbreviations, or an alphanumeric code. Your password also can be anything you like. We recommend that you follow good security practice and choose a password that is different from those you use to access other systems. However, no one but you will know your password, not even the special collections staff. The password you set is stored encrypted.

What if I forget my password?

From the Special Collections Research Account logon page, click on “Forgot Password”. On the Forgot Password page enter your username, and then click “Reset Password”. An email with a link will be sent to the email address you used when registering for a research account. By clicking on the link in the email, you can reset your password. If you need help, please contact staff at 706-542-7123 or sclib@uga.edu.

What Web browser should I use?
You need a Web browser that can handle forms, tables, and preferably cascading style sheets (CSS). We recommend the current versions of either Microsoft Internet Explorer or Mozilla Firefox.

Is security a problem if I use a public workstation?
Web browsers cache information and create a history file on the local workstation. This allows a subsequent user of the workstation to access the system under your name using the browser's Back button to recall a page from the cache, or by finding a page with your personal information in the browser's history file. If you are concerned about the security of your requests, you can take the following steps:

  • Access your research account only from your personal computer or an otherwise secure workstation.
  • Access your research account from a public workstation in the Special Collections Building. Staff supervises these computers.
  • When using a public access workstation exit from the Web browser before you leave the workstation. This prevents the Back button from accessing the pages you were using.

Why does my browser say that you are sending a cookie? What is in it?
The technology that we use sends a Session ID to be stored on your machine. You can refuse this cookie and still be able to use Aeon without any problems.

Who has access to my private information and requests?
The UGA Libraries Special Collections Research Accounts are part of a secure system produced by and housed on the servers of Atlas Systems. Neither the University of Georgia nor Atlas Systems will release your personal information or any information about your requests according to laws governing privacy and confidentiality in effect in Georgia and the United States.

I already gave the library my personal information when I filled out a paper application on a previous visit. Why do I need to create this account?

With the implementation of the research account system, you will create and manage the information in your account. This will ensure that your records remain as current and as accurate as possible.

Will I be able to request special collections materials using my Special Collections Research Account?

Yes, you will be able to request special collections materials using your Special Collections Research Account. Due to the specialized storage involved in maintaining these materials, a Research Account will be necessary to make any request of this nature.

Will I still receive personalized attention in special collections?

Yes, staff in the three departments of the Special Collections Library remain dedicated to providing exemplary research services tailored your needs and interests.

May I request photocopies, digital scans, and user copies of audiovisual materials through my Special Collections Research Account?

Yes, please consult the area of this FAQ titled Duplication Requests

How do I order copies of audiovisual materials?

Please consult the area of this FAQ titled Duplication Requests.

Will all special collections researchers need to have a Special Collections Research Account, and why?

Yes, you will need to create a research account in order to request materials from the collections either offsite in advance of your visit, or onsite as you initiate research. The research account allows us to ensure the long term preservation and access of materials through strong intellectual control. The research account also allows us to be responsive to your evolving needs and interests.

Return to top

 

Requesting Materials

I’m not sure what I’m looking for. Can I get general reference help with my research topic at the University of Georgia Special Collections?

Please visit the reference desk, located on the third floor of the Special Collections Library, for help with developing and refining your topic.  You may also submit a general email query to sclib@uga.edu or you may talk with staff via telephone by calling 706-542-7123.

How can I arrange an individual research conference with an archivist or librarian at the University of Georgia Special Collections?

Each of the three special collections departments has archivists available to provide research conferences. To arrange a conference, please submit an email request to the appropriate departmental email contact:

Do I need an appointment to have a research conference with an archivist or librarian?

You do not need an appointment to have a general reference conference with staff at the UGA Libraries.  You may come to the reference desk during normal business hours and an archivist on duty there will work with you.  If you wish to consult with a specific archivist, please make an appointment with them at least 24 hours in advance.  Please note that special collections staff do not monitor email accounts after hours and will respond to requests during regular hours of operation.

How many items may I request at a time?

You can request an unlimited number of materials; however, a limited number of materials will be provided for use at one time in the reading room (typically 6 record center boxes or 10 document boxes) due to limited space. Once you are finished with one cart of material, another will be retrieved.

How long is my request information kept?

The UGA Libraries will retain your requests and information on a permanent basis for statistical and administrative purposes.

How should I make additional requests for materials when on site at the University of Georgia Special Collections?

There are two ways to make requests when researching onsite. Log on to your Special Collections Research Account and request material as you would from your home or office using your personal laptop computer and local Wi-Fi; or staff in the reading rooms or at the main reference desk will be happy to assist you in making a request from a UGA computer workstation.

 I am trying to request material but I do not see the "request item" button where I found the material listed (GILFind, Finding aids databases, etc…)

If the “request item” checkbox is not available for material listed in a finding aid, please consult the reference or reading room staff for further assistance. If the “Request to Use at Special Collections Libraries Building” link is not available in GIL or the button labeled Request is not available in GilFind, check the location listing. Locations used in the catalog for the Special Collections Building include the name of the department with which the material is associated. If the location name does not have Hargrett, Russell, or Media in it, make sure it is not available at the Main Library or the Science Library.

Return to top

 

Using the Collections

Can I check out item from the Special Collections Libraries, or must I use them within the department?

None of the items in the Special Collections Libraries are available to be checked out with the exception of select Russell Library oral history transcripts, which are available through Interlibrary Loan. Contact the department for more details.

How do I know which room to go to receive my requested materials?

Each Special Collections department has a dedicated space for the use of its materials. If you request material from the Hargrett Rare Book and Manuscript Library, you will use the Montgomery Reading Room (located through the doors by the reference desk at the end of the hall). If you request material from the Russell Library for Political Research and Studies, you will use the Russell Research Room, which is located through the doors by the reference desk and to the right. Material from the Brown Media Archives can be viewed by appointment and you will use screening rooms located through the doors by the reference desk and to the left. Reference staff will show you where to go when you arrive.

Do I have an assigned seat in the reading room or may I sit anywhere?

You may choose any seat/research table you prefer and that is appropriate for viewing the materials that you request. 

May I just take my boxes off a cart when they come up?

Once the boxes you requested arrive in the reading room, the staff member at the desk will alert you and check out boxes to you one at a time.

What happens to my materials if I have not finished working with them by the end of the day?

If you plan to return within five working days to continue using materials, please alert the staff member on duty at the desk in the reading room. They will note the date of your anticipated return accordingly in the system. If you do not return within two working days, your materials will be re-shelved. However, past material requests in the Special Collection Research Account can be cloned and re-submitted without having to enter the same information again.

Who should I see if I have a problem? For example, I did not receive the right boxes, or the material appears to be out-of-order or missing?

Bring problems to the attention of the reading room staff. In the case of improperly arranged/identified material, please help us by writing a brief explanation of what you believe needs correction. This information will be invaluable for the archivist who will examine the material later and make appropriate changes.

Return to top

 

Collaborating on Research and Instruction

What is an “activity” in the context of the Special Collections Research Account System?

Within the Special Collections Research Account, the term “activity” means a class, exhibition, or other project that takes place outside of the Reading Rooms, but which makes use of special collections materials. If you are an instructor who would like materials pulled for a class visit rather than personal or professional research, please contact a staff member regarding creating a class activity for you. Once it is created, you can make requests for class use.

Whom should I contact if I want to create a Special Collections Research Account activity?

For class activities involving material from the Hargrett Rare Book and Manuscript Library, contact Chuck Barber at chuck13@uga.edu. To create a class activity using material from the Russell Library for Political Research and Studies, contact Jill Severn at jsevern@uga.edu. To create an activity using material from the Brown Media Archives and Peabody Awards Collection, contact Mary Miller at mlmiller@uga.edu.

Can I reserve a room for a class meeting?

There are several classroom spaces in the Special Collections Library that may be reserved for classes that will be using materials from the Special Collection Library collections as part of the class session or course. Contact the facilities’ manager to learn more at 706-542-6331 or tpennell@uga.edu.   

Is there space for individual or group study available in the University of Georgia Special Collections?

Informal study space is not available at the Special Collections Libraries; however, this type of study space is available nearby at the Miller Learning Center or the Main Library.

How can I arrange an archival instruction session with an archivist or librarian at the University of Georgia Special Collections in association with course I am teaching?

To schedule an archival instruction session involving material from the Hargrett Rare Book and Manuscript Library, contact Chuck Barber at chuck13@uga.edu. To schedule an archival instruction session involving material from the Russell Library for Political Research and Studies, contact Jill Severn at jsevern@uga.edu. To schedule an archival instruction session involving material the Brown Media Archives and Peabody Awards Collection, contact Mary Miller at mlmiller@uga.edu.  If you would like to schedule a session that includes more than one of these departments, please be sure to request this.

Will I be able to request materials for my students to use for class projects?

Students, who will be using materials outside of class meeting times, should register as patrons and request materials from their own accounts.

If I'm bringing the same class to special collections several times in one semester, is each class meeting a separate activity or is the entire semester course a single activity?

Each class visit will be a separate activity even if it is part of an ongoing class or project.

Will my collection material requests for a class visit be fulfilled automatically?

Requests for material will not be fulfilled automatically.  You must contact a staff person to inform them that you have submitted your requests. If you are working directly with a staff member to plan the class, contact that staff member. If you are managing the class on your own, please notify circulation staff by contacting the reception desk at 706-542-7123.

Do I have to come into the Reading Room to submit my requests for a class session?

Following an initial consultation with Special Collections Library staff, you may select materials for a class event from off-site using your Special Collections Library research account.

Can more than one person make requests for an activity?

Instructors and their teaching assistants may make requests for a class activity. Students enrolled in the class may not make requests for class activities, but may register and request materials via their own research accounts for their specific research purposes.

Do I have to enter everything all over again if I want to repeat a class in a future semester?

No, you do not have to create your activity request again for a different semester. Special collections staff can clone the activity within the Special Collections Research Account System.

Return to top

 

Requesting Reproductions

Are there any restrictions on what I can request to be copied?

Copyright considerations, condition of materials, agreements with donors, and staff resources all govern the extent to which materials may be reproduced. In general, staff will not copy entire manuscripts, oral histories, audiovisual materials, or published work in their entirety. Permission to copy materials in the Special Collections Library is not permission to publish or reproduce said materials for any purpose. 

How do I request photocopies and/or pdf scans (low res) of materials?

Photocopies and/or pdf scans (low res) are $.25 each. Public copiers are not available as special collections staff execute all photocopy requests.
Onsite: To request photocopies of material, please

  1. fill out a photocopy request form available from the reading room attendant in the reading room. This request will ask for your name, the collection name and box number as well as a brief description of the items you wish to have copied.
  2. Mark the items you wish to have copied using the red and green sheets of paper available in the reading room. Place a green sheet vertically (so that it sticks up from the folder) in front of the item you wish to have copied. Place a red sheet vertically behind the last item you want copied. If there are multiple items in the same folder that you want copied, please mark each with red and green sheets.
  3. When you return the box to be checked in by reading room staff, submit your copy request form to them. They will create a copy request in the Research Account System and provide an estimate of cost and time required to fulfill the request.
  4. Your completed photocopies will be available at the front reference desk for pickup and payment. PDF scans will be emailed after you remit payment.

How do I request digital scans of materials?

Digital scans are $12.00 each plus $5.00 for each CD/DVD used for shipping. Digital downloads are also available.
Onsite: To request scans of material, please

  1. fill out a scanning request form available from the reference desk in the reading room. This will request will ask for your name, the name and box number of the collection you are using as well as description of the items you wish to have scanned.
  2. Mark the items you wish to have copied using the red and green pieces of construction paper available in the reading room. Place a green sheet vertically (so that it sticks up from the folder) in front of the item you wish to have scanned. Place a red sheet vertically behind the last item you want scanned. If there are multiple items in the same folder that you want scanned, please mark each with red and green sheets.
  3. When you return the box to be checked in by reading room staff, submit your scan request form to them. They will create a scan request in the Research Account System and provide an estimate of cost and time required to fulfill the request.
  4. You may pay for and pick up the items onsite by visiting the reference desk at the Special Collections Building. You may also request to receive materials by mail or via digital download.  Please indicate your delivery preferences at the time that submit your request.

What are the costs for photocopies? 

Photocopies and/or pdf scans (low res) cost $.25 per page.

What are the costs for digital scans?

Digital scans are $12.00 per scan. Each CD/DVD used to house digital images is $5.00. Delivery via Dropbox or email is free.

What are the costs for copies of audiovisual materials?

Please consult the online fee schedule used by both the Brown Media Archives and Peabody Awards Collection and the Richard B. Russell Library for Political Research and Studies for information regarding costs for copies of audiovisual material.

Return to top

 

Managing Your Account

How can I submit a question or concern about my patron account?

Please submit any questions, comments, or concerns regarding your patron account here. A staff member will review your question and be in touch as soon as possible.

When I am no longer affiliated with UGA, do I need to reregister?

Your former status with the University of Georgia dictates what needs to be changed in your account. If you are a student, you can change your affiliation to alumni. If you are a staff or faculty member who has moved to another institution, you must re-register as a non-affiliated researcher. If you have retired from The University of Georgia, you still retain your affiliation and do not need to change anything.

How can I access information about my requests?

Log on to your Special Collections Research Account and click on the sidebar link that says “Request History” to review all of your past requests.

Return to top

 

Troubleshooting

I made an error in my request, but I already submitted it. How do I go back in and fix it?

If you made the request from offsite, it will not be submitted until you arrive to do research; therefore, alert the reference staff to edits you wish to make upon arrival. If you submit a request while visiting the Special Collections building, please let staff at the reference desk or in the reading room know and they will cancel it so that you can create a new one.

What if I forget my password?

From the Special Collections Research Account logon page, click on “Forgot Password”. On the Forgot Password page enter your username, and then click “Reset Password”. An email with a link will be sent to the email address you used when registering on special collections research account. By clicking on the link in the email, you can reset your password. If you need help, please contact the Special Collections Libraries staff at sclib@uga.edu or 706-542-7123

Return to top