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Duplication & Permission Services at The Bancroft Library: How To Order Services

A guide to the duplication and permission services available at The Bancroft Library, including information on how to request these services and a list of frequently asked questions.

Overview of the Duplication & Permission Ordering Process

All requests to order photocopies or digital images of collection materials, as well as requests for permission to publish images of collection material must be placed through Aeon.  Instructions for placing orders can be found below.  Please be sure to review the turnaround time for each type of request under the Duplication Services and Permission Services tabs.  Please consider our terms of use, pricing, and turn around times before submitting a request.


Step 1: Complete a Duplication/Permissions Order Form in your Aeon account.  Instructions for setting up an Aeon account can be found on our Aeon LibGuide.

There are multiple ways to place an order: 

Step 2: Once your order is received, staff will begin processing your request. Staff will contact you if more information is required, and after reviewing your order will then send an itemized invoice to your Aeon account.

Step 3: If you would like to proceed with your order, you will need to approve the order within your Aeon account. Detailed instructions on how to approve your order will be sent to the email address associated with your Aeon account.

Step 4: We accept credit card payments (American Express, Discover, MasterCard, or Visa) via Aeon. You will be prompted to pay via Aeon after Bancroft Library staff creates an invoice for your order and you have approved the charges. You are also welcome to pay your charges via check. Please do not send a check until you have received the order invoice via Aeon.

Berkeley affiliates can pay via Interdepartmental/Intercampus charge, or University of California recharge. The chartstring information must be provided to staff after you have approved your order invoice via AeonWe do not accept cash, bank transfers, vouchers, or Cal 1 Card.  Please see our eCommerce page for more information

Step 5: Once payment is received we can begin work on your order. The turn around time varies based on the service(s) ordered, and more details can be found under the Duplication Services and Permission Services tabs on this LibGuide. While we are unable to offer rush services or guarantee a delivery date, staff make every effort to complete all requests as quickly as possible in the order requests are received. 

Placing an Order for Material Viewed in the Reading Room

1. If you are still viewing the material in the Reading Room please do the following before placing your request through Aeon

  • add pink flags in front of the items and/or at the front of the folders that you are interested in having duplicated
  • let circulation staff know that you will be placing a duplication order when handing the material back in

2. Log-in to your Aeon account.

  • For more information on how to create an Aeon account please see our Aeon LibGuide

3. From the main menu select the transaction of the material that you would like to have duplicated to view the Request Detail Page.

4. Click Request Copy at the top of the page; this will open a new Duplication/Permission Order Form with the item information automatically carried over from your Reading Room request.

5. After carefully reading the information on the top of the screen, choose from one of the three radio buttons:

  • Duplication: use when ordering photocopies, PDFs, TIFFS or A/V files to be used for personal research only.
  • Duplication and Permissions: use when ordering TIFF or A/V files to be used in a project and/or publication.
  • Permissions: use when requesting to use a previously obtained TIFF or A/V file in a project and/or publication.

Note that you must submit an order request for each item separately.

6. Fill in each required field.  All fields marked with a red asterisk are required.

  • Add any information that will help staff identify your requested material to the Selection(s) to be Reproduced field.

  • If ordering Duplication Services:
    • Select which type of duplication format you require from the drop-down menu
    • Photocopies can be mailed to you or to pick them up in our Reading Room.  All other duplication formats are delivered by email.  Select your choice based on your duplication format from the drop-down menu in the Delivery Method field.
  • If ordering Permission Services:
    • all permission fields are related to the project and/or publication that you are requesting the image for.  Each of the fields in this section are required. 

Failure to properly fill out these fields may result in a delay of order processing.

7. Click the Submit Request button at the bottom of the page.  Note that by clicking "submit request" you certify that the information on the form is correct and accept the terms of use.

Placing an Order for Material through OskiCat

1. Search the UC Berkeley Library's online catalog, OskiCat to find material.

2. Look for the BANCROFT REQUEST link to the right of the call number. 

  • You may need to expand the selection by first clicking on the View Volumes link.

3. Log-in to Aeon using your CalNet credentials (for UC Berkeley Researchers) or your Aeon username and password (for Non-UC Berkeley Researchers).

  • If you do not have an Aeon account, it's easy to sign up! Follow the steps in the Register tab of our Aeon LibGuide.

4. Click the Switch to Duplication and Permissions Order Form button in the top left hand corner of the New Reading Room Request form.

5. After carefully reading the information on the top of the screen, choose from one of the three radio buttons:

  • Duplication: use when ordering photocopies, PDFs, TIFFS or A/V files to be used for personal research only.
  • Duplication and Permissions: use when ordering TIFF or A/V files to be used in a project and/or publication.
  • Permissions: use when requesting to use a previously obtained TIFF or A/V file in a project and/or publication.

6. Fill in each required field.  All fields marked with a red asterisk are required.

  • If ordering Duplication Services:
    • Select which type of duplication format you require from the drop-down menu
    • Photocopies can be mailed to you or to pick them up in our Reading Room.  All other duplication formats are delivered by email.  Select your choice based on your duplication format from the drop-down menu in the Delivery Method field.
  • If ordering Permission Services:
    • all permission fields are related to the project and/or publication that you are requesting the image for.  Each of the fields in this section are required. 

Failure to properly fill out these fields may result in a delay of order processing.

7. Click the Submit Request button at the bottom of the page.  Note that by clicking "submit request" you certify that the information on the form is correct and accept the terms of use.

Placing a Permissions Only Order for Material Provided by a non-UC Institution

The Bancroft Library manages copyright held by the University of California Regents to material in our collection.  Non-exclusive contracts with copyright clearance can be obtained for use of these materials by submitting a Permissions Order through Aeon.

If you are acquiring the image from a non-UC institution but require copyright clearance from The Bancroft Library please follow the directions below.  This most commonly occurs with any image by Thérèse Bonney, but may also occur with images by Charles Gatewood or Michelle Vignes.

1. Sign into your Aeon account in a separate tab.

  • For more information on how to create an Aeon account please see our Aeon LibGuide

2. Click on the Order Duplication and Permissions Services option under New Order Form on the left side of the main Aeon page.

4. Click on the Duplication and Permissions Order Form button.

5. Choose the "Permissions Only" radio button option.

Note that you must submit an order form for each item separately.

6. Fill in each required field.  All fields marked with a red asterisk are required.

  • Requested Material Title: provide the name of the institution providing you with the high-resolution digital image file
  • Requested Material Creator: provide the name of the photographer (ex: Thérèse Bonney)
  • Call Number of Requested Material: provide the call number or local identifier of the image (can be obtained from the institution providing the image)
  • Selections to be Reproduced: provide the title of the image and/or the URL to the image

7. Fill in each required field.  All fields marked with a red asterisk are required.

  • Permission Services:
    • all permission fields are related to the project and/or publication that you are requesting the image for.  Each of the fields in this section are required. 

Failure to properly fill out these fields may result in a delay of order processing.

8. Click the Submit Request button at the bottom of the page.  Note that by clicking "submit request" you certify that the information on the form is correct and accept the terms of use.

 

BANC PIC 1996.003: Volume 3:5a--fALB: Breaking ground New City Hall 1914, Mayor Rolph Jr.

Placing an Order for Material Found on Calisphere

1. Search Calisphere for the image you are interested in having duplicated or using in a publication.

2. Click on the "Order Image" button at the bottom right of the image

3. A pop-up window will appear asking if you would like to order the image through our online request system, Aeon.  Click the button "Order item through Aeon"

4. All of the information about the image will be populated automatically (Requested Material Title, Call Number of Requested Material, Item Title/Description)

5. After carefully reading the information on the top of the screen, choose from one of the three radio buttons:

  • Duplication: use when ordering photocopies, PDFs, TIFFS or A/V files to be used for personal research only.
  • Duplication and Permissions: use when ordering TIFF or A/V files to be used in a project and/or publication.
  • Permissions: use when requesting to use a previously obtained TIFF or A/V file in a project and/or publication.

 

 

 

6. When all required fields have been filled out click on the "Submit Request" button at the bottom of the page. 

Placing an Order for Material Found on the Online Archive of California

When looking through a finding aid on the Online Archive of California you may see a small symbol of an eye with a link that says "view online item."  Clicking on this link will take you to a digital version of the physical item, whether it is a photograph, manuscript, or other type of original material.  

 

You may need to click on the "More information about this image" link to bring up the information you will need to fill in on the order form.

1. Once you have located an image, sign into your Aeon account in a separate tab.

  • For more information on how to create an Aeon account please see our Aeon LibGuide

2. Click on the Order Duplication and Permissions Services option under New Request on the left side of the main Aeon page.

3. Click on the link to the Duplication and Permissions Order Form.

4. After carefully reading the information on the top of the screen, choose from one of the three radio buttons:

  • Duplication: use when ordering photocopies, PDFs, TIFFS or A/V files to be used for personal research only.
  • Duplication and Permissions: use when ordering TIFF or A/V files to be used in a project and/or publication.
  • Permissions: use when requesting to use a previously obtained TIFF or A/V file in a project and/or publication.

 

5. Fill in each required field.  All fields marked with a red asterisk are required.

  • The Requested Material Title is the "Collection"
  • The Call Number is the "Local Call Number" 
  • The Item Title/Description is the "Title"

  • Add the URL of the image to the Notes to Library Staff field

  • If ordering Duplication Services:
    • Select which type of duplication format you require from the drop-down menu
    • Photocopies can be mailed to you or to pick them up in our Reading Room.  All other duplication formats are delivered by email.  Select your choice based on your duplication format from the drop-down menu in the Delivery Method field.
  • If ordering Permission Services:
    • all permission fields are related to the project and/or publication that you are requesting the image for.  Each of the fields in this section are required. 

Failure to properly fill out these fields may result in a delay of order processing.

6. Click the Submit Request button at the bottom of the page.  Note that by clicking "submit request" you certify that the information on the form is correct and accept the terms of use.

Aeon Help

Help! Who do I contact if I have a question about Aeon?

 

Please send an email to banc-aeon@berkeley.edu. Please note that emails sent to this address can only be answered during normal Library business hours, Monday-Friday between 10:00am - 5:00pm. 

Copyright © 2014-2016 The Regents of the University of California. All rights reserved. Except where otherwise noted, this work is subject to a Creative Commons Attribution-Noncommercial 4.0 License.