Services and Policies
The atrium of the Madeline Clark Wallace Library, circa 1950
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Individual Researchers
The unique and often fragile resources of the Archives and Special Collections must be used in the Gebbie Reading Room. Titles in the special book collections may be found in the Library's online catalog. Information about the archival and special manuscript collections is available upon request.
Research inquires received by mail, phone, or e-mail will be handled as time, staff availability, and the fragility of the materials allow. When making such a request, please consider the amount of research or photocopying that would be required. The small size of our staff may limit our ability to fulfill some requests.
Class Use of the Collections
Faculty are welcome to hold class sessions for the use of archival and special collections materials in the Gebbie Reading Room. Archives staff will prepare presentations, or make available material for use in a class by faculty or students. If desired, the Archives staff will also visit classes to explain the use of the collections for primary research. A limited number of seminars may be scheduled to meet in the Gebbie Reading Room. Please contact the Archives well in advance to arrange a mutually convenient time for your class or program.
Loan Policy
No Archival or Special Collections materials circulate. Loans are made only under the most exceptional circumstances, and must have the permission of the Archivist. Limited photocopies of some materials may be provided.
Copying
Selected materials may be copied for research use only if the items can bear the stress of copying. Permission to photocopy must be obtained from the Archives staff, which reserves the right to limit the number of copies made for any patron. Copies are made for the use of the individual researcher only; they may not be consulted or reproduced by, or transferred to, any other person or institution without written permission.
Scanning Services
The Gebbie Archives & Special Collections has limited resources for scanning. For this reason only a small number of records will be scanned. Please refer to the Wheaton College Visual Resource Digitization Policy below.
Wheaton College Visual Resources Digitization Policy
Purpose: To identify and communicate the capacity for the Archives and Special Collections and Visual Resources Departments to fulfill digitization requests.
- Audience: Wheaton College faculty, staff, students, and outside researchers
- Priorities for digitization are:
- Art and Art History Department
- Faculty
- Students
- Staff and other College departments
- Outside Researchers
- Digitization requests will be handled on a first come, first served basis.
- An Image Request Form, describing or listing the images to be scanned, with any special instructions, must be submitted.
- Once materials have been selected and the Image Request Form submitted, please allow at least two weeks for the digitization process. Requests without a two-week window may not be fulfilled.
- The Visual Resources Department will scan a reasonable number of materials based on the projects it has in queue. Please keep this in mind when making your request.
Reserves
Books, manuscripts, or archival materials may be set aside for use in the Gebbie Reading Room as part of a class assignment. Materials will be available during normal open hours (Monday-Friday, 8:30-4:30). Please contact the Archives staff well in advance to choose materials and make arrangements for your class reserves.
Rules and Guidelines for Use of the Collections
- The Archival and Special Collections are non-circulating.
- Researchers should complete a registration card at their initial visit.
- No food or drink is allowed in the Reading Room.
- Only paper, notebooks and pencils, or laptop computers may be used in the Reading Room. Both wireless and network ports are available in the Reading Room.
- All manuscript materials and books must be read at tables in the Reading Room.
- Archives staff will instruct users in the proper handling of archival and special collections materials.
Restricted Records
Several archival and manuscript collections contain materials under restriction. A researcher may submit a written request for access to restricted records. This request will be sent for approval to the appropriate officer, with the recommendation of the Archivist.
Copyright Use and Statement
Wheaton College maintains and offers access to its collections in order to support education and scholarship. Some materials in these collections may be protected by the U.S. Copyright Law (Title 17, U.S.C.).
The use or reproduction of some materials may be restricted by terms of gift or purchase agreements, donor restrictions, privacy and publicity rights, and college policy.
Transmission or reproduction of protected items beyond that allowed by fair use requires written permission.
The Wheaton College Library may charge permission or use fees for commercial use of materials in its collections.
Audio Reproduction
Loan and listening copies of audiotapes are made for research purposes only. Ownership of the copies is retained by the College Archives, unless specific arrangements are made in advance. Permission to reproduce and or quote from the audiotapes must be obtained in advance from the College Archives.