First Time User Registration

SPECIAL COLLECTIONS RESEARCH ACCOUNT FIRST TIME USER REGISTRATION

The John Hay Library is open to all researchers, regardless of academic affiliation. Materials in the Brown University Library special collections may only be viewed in the Gildor Family Special Collections Reading Room. To request special collections material, all first-time users will need to create a Special Collections Research Account using a secure third-party software called Aeon.

Submit requests for books, journals, manuscripts and university archives materials via the Library's on-line catalog
Request a reading room appointment
Order digital images from the John Hay Library's collections
Track the status of your requests
Track the status of current requests and access information about past requests

USERNAME AND PASSWORD

During registration, you will be asked to choose a Username and Password. You will use this Username and Password when logging on to the Aeon system in the future.

Username

Choose anything you like, such as your name, abbreviations, or an alphanumeric code.

Password

Passwords must be at least eight characters long and contain a lowercase letter, an uppercase letter, and a number. No spaces.

We recommend that you follow good security practice and choose a password that is different from those you use to access other systems.

Aeon will encrypt your password, so it will remain secure. Only you will know your password.

REQUESTING MATERIAL

Once you have created a Brown University Special Collections Aeon account, you may request material for consultation at the Library. You may place requests in advance of your visit.

ORDERING IMAGES

You may use your Brown University Special Collections Aeon account to order images of material in the Library's collections.

USING THE LIBRARY

On your first visit after creating your account, you will be asked to present photographic identification, such as a driver's license, student ID or passport. The Library staff will also take your photograph to complete your registration.

We will ask you to renew your account once a year, updating any information that may have changed.

By submitting this form, researchers agree to abide by the Library's reading room regulations, also outlined below.

USE OF MATERIALS IN THE READING ROOM

All Special Collections material is non-circulating and may be consulted in the Reading Room only. Unauthorized removal of any item for any reason may result in loss of John Hay Library readership and study privileges, and prosecution under the General Laws of Rhode Island, Title 11, Chapter 14.5 and 14.15.

SECURITY MATTERS

Only those books and papers necessary for research are permitted in the Reading Room. Readers must leave coats, briefcases, book bags, knapsacks, large handbags, parcels and other personal property in the coatroom. Secure lockers are available. Personal computers are permitted; cases must be left with the Reading Room monitor. All papers, folders or any other materials taken into the Reading Room, including personal effects, must be presented for inspection to the monitor before a reader may remove them from the Reading Room.

NOTE TAKING

Pencils are the only writing implements allowed in the Reading Room while library materials are in use. A supply is available at the Reader Services and Reading Room desks. Please return them before leaving.

HANDLING MATERIALS

Please exercise all possible care to prevent damage to materials: Foldered materials should be laid flat on the table, should not be placed face down, rested on another book, or in held in one's lap.

Book rests are available to help support reading materials; special weights (snakes) are available for holding pages open; acid-free slips are available for use as placeholders. Marks or annotations should neither be added nor erased. Tracing or rubbing is not permitted. Please do not write on paper laid on top of books (whether the books are open or closed).

Please turn pages gently. Readers should not attempt to cut unopened pages. Such books should be brought to the attention of the Reading Room monitor.

USE OF MANUSCRIPTS

Manuscript materials are examined one folder at a time. Please maintain the exact order of items within a folder; acid-free placeholders are provided to mark the place from which a folder is removed from a box.

JOINT RESEARCH PROJECTS

Researchers using archival materials may not simultaneously consult a box. Materials used for join research project are subject to staff approval.

RETURNING MATERIALS

Materials must be returned to the Reading Room monitor whenever you leave the room.

DAMAGED MATERIALS; ERRORS DISCOVERED

Readers are encouraged to bring to the attention of the staff all items in need of repair as well as suspected cataloging errors or misfiling of materials.

PRIVACY AND CONFIDENTIALITY

Special Collections personnel may limit access to certain collections in order to maintain the confidentiality of student grades, student records, privileged communications and other documents containing personal identifying private information normally given special protection under law.

Due to the nature of our collections, it is not always possible to anticipate the location of such private information, and the researcher is held responsible for the inappropriate or unlawful use of any such information they encounter during their research.

DATA COLLECTION AND USE POLICY

The Library may retain indefinitely information collected from your Brown University Special Collections Aeon account, including registration data, material requests, image orders, and publication requests, as well as related correspondence. This information is used for internal administrative and collection maintenance purposes. In addition, we may be required to provide information to satisfy any applicable law, regulation, legal process or governmental request; to detect, prevent or otherwise address fraud, security or technical issues; and to protect the rights, property or safety of the Library, its users or others. We do not retain or store personal financial information, including credit card or other payment transaction information.

AEON FAQ (FREQUENTLY ASKED QUESTIONS)

Before registering, you may wish to read the Aeon FAQ. The FAQ may answer other questions you have about the Aeon Special Collections Management System.

To learn more about Brown University Special Collections policies and services, please visit our website or contact us at hay@brown.edu or 401-863-2146.