Circulating Merritt Room materials to patrons

The materials in the Merritt Room may be used in the Merritt Room or in the Isham Memorial Library proper, provided the materials are checked out to cleared users in Aeon and library staff invigilate. When Isham staff are present, requests for Merritt Room materials may simply be referred to them.

When Isham staff are not present, one of two steps may be taken. Please note that these are the only two options available.

Option 1: Politely refuse the request

In this scenario, Music Library staff say, "I'm sorry, but there are no staff available to help you at the moment. Please take Christina Linklater's card and share your research needs with her. She will then contact you to arrange a time for you to visit. Alternately, Christina can send you copies via U.S. mail or email."

Option 2: Fulfill the request according to Isham standards

In this scenario, you will need an Aeon account and training from Isham staff on the proper handling of special collections materials. If you are interested in applying Option 2, please contact Christina to make an appointment for training. Please note that archival collection (anything with a call number beginning "Ms. Coll.") cannot be circulated without Isham staff present; these instructions are simply for single items in the Merritt Room collection.

log on to Christina's computer
log on to Aeon
sign the user in, making sure to specify whether they are in Isham or Merritt (drop-down menu "Location")
locate their request and move it into "In Item Retrieval"
print a request slip on Aeon (perforated) paper, which is located in the wooden tray next to the printer
page the item from the Merritt Room, Tintoretto Room or Cage, leaving the "Item in Use" half of the slip at the item's permanent location and placing the other half of the slip in the item
lock the cabinet
move the item into "Item Checked Out"
deliver the item to the user
remain present while they use their item
upon completion of their work, move the item into "Reshelve Item"
reshelve the item, remove the slip and lock the cabinet
move the item into "Item Reshelved"
sign the user out
shred both slips

Philosophy

This policy strives to balance two elements: a standardized experience for patrons, and the security of materials in the Merritt Room in perpetuity. If you would like to learn more about this subject, we recommend the ACRL/RBMS Guidelines Regarding Security and Theft in Special Collections. Note the first sentence of the first guideline: "Administrators of special collections must ensure that their materials remain intact and secure from theft and damage."