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Duplication & Permission Services at The Bancroft Library

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 Requesting Process

You must place any request for duplication or permission in our online requesting system, Aeon.  Instructions how to place a request can be found below.  Please consider our terms of use, pricing, and turn around times, found in the Duplication Services and Permission Services tabs, before placing a request.


Step 1: Complete a Duplication & Permission Services Request Form in your Aeon account. Instructions for setting up an Aeon account can be found in our Aeon guide. You can only request one work per request form.

The easiest way to start an order is based on where you first found the work:

Step 2: Staff will review your request, confirm service(s) can be provided, upload an invoice to your Aeon account and notify you via email.

Step 3: If a fee is charged, payment must be remitted within 21 days of receiving the invoice.  The Library is not able to accept any checks.  We ask that you do not place an order unless you can pay by credit card or UC chartstring. If no fee is charged (for a non-profit permission request) then staff will begin working on your request after confirming a no-charge invoice.

Step 4: Once payment is received staff will begin work on your request. Information regarding turnaround time can be found on the Duplication Services and Permission Services tabs on this guide.

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. 

Placing a Request for Works Found on Calisphere

1. Search Calisphere for the work you are interested in having duplicated or using in a publication.  Make sure that The Bancroft Library is listed as the contributing institution in the metadata under the image, as we cannot provide services for material held in other institutions.

 

2. Click on the "Request Image" button at the bottom right of the page.

2020_Calisphere_OrderImage

 

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

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

 

4. All of the information about the work will be populated automatically (Requested Material Title, Call Number of Requested Material, Item Title/Description) from the metadata connected to the work in Calisphere.

 

5. After carefully reading the information on the top of the screen, choose from one of the two services offered:

  • Duplication: use when ordering photocopies, PDFs, TIFFS or digital AV files.
  • Permissions: use when requesting to use a previously obtained TIFF or A/V file in a project and/or publication.

If you wish to request both duplication and permission to use the same work, you will need to place two separate requests.

 

6. Fill out all fields required for your request, which will differ depending on the type of service that you are requesting.  Click the "Submit Request" button at the bottom of the page.

 

Placing a Request for Works Found on the Online Archive of California (OAC)

1. 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 work.  

 

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.

 

2. Once you have located a work you are interested in, sign into your Aeon account in a separate tab.

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

 

3. Click on the "Place New Requests" menu along the top of the page, and select "Place Duplication or Permission Request."

 

4. After reading through the Order Steps and Fee Schedule, click on the blue "Link to the Duplication and Permission Request Form" button located near the top of the page.

 

5. After carefully reading the information on the top of the screen, choose from one of the two services offered:

  • Duplication: use when ordering photocopies, PDFs, TIFFS or digital AV files.
  • Permissions: use when requesting to use a previously obtained TIFF or A/V file in a project and/or publication.

If you wish to request both duplication and permission to use the same work, you will need to place two separate requests.

 

6. 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 only be picked 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 for the requested work.  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 Request for Works through UC Library Search (UC Berkeley Library Catalog)

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

 

2. Look for the SPECIAL COLLECTIONS REQUEST link located on the item's page.

  • You may need to expand the selection by first clicking on the "Show More Items" link, as only 5 individual items are shown on the main page unless you expand the window.

 

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 guide.

 

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 two services offered:

  • Duplication: use when ordering photocopies, PDFs, TIFFS or digital AV files.
  • Permissions: use when requesting to use a previously obtained TIFF or A/V file in a project and/or publication.

If you wish to request both duplication and permission to use the same work, you will need to place two separate requests.

 

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 only be picked 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 for the requested work.  Each of the fields in this section are required. 

 

 

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.

 

Manual Entry for a Work Through Your Aeon Account

1. Once you have located a work that you would like to have duplicated or receive permission to use, sign into your Aeon account.

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

 

2. Click on the "Place New Requests" menu along the top of the page, and select "Place Duplication or Permission Request."

 

3. After reading through the Order Steps and Fee Schedule, click on the blue "Link to the Duplication and Permission Request Form" button located near the top of the page.

 

4. After carefully reading the information on the top of the screen, choose from one of the two services offered:

  • Duplication: use when ordering photocopies, PDFs, TIFFS or digital AV files.
  • Permissions: use when requesting to use a previously obtained TIFF or A/V file in a project and/or publication.

If you wish to request both duplication and permission to use the same work, you will need to place two separate requests.

 

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

  • Information Regarding Your Requested Bancroft Collection Material:

    • We require a title, call number, and description of the work you are requesting.

  • If ordering Duplication Services:
    • Select which type of duplication format you require from the drop-down menu.
    • Photocopies can only be picked 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 for the requested work.  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 Request for Works Previously 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 turning 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 guide

 

3. From either the Homepage or the Open Requests page (found under the Request Status menu) use the "Actions" drop down menu on the right hand side of your existing request and select the "Clone to Dupe/Perm" action.

 

4. After carefully reading the information on the top of the screen, choose from one of the two services offered:

  • Duplication: use when ordering photocopies, PDFs, TIFFS or digital AV files.
  • Permissions: use when requesting to use a previously obtained TIFF or A/V file in a project and/or publication.

If you wish to request both duplication and permission to use the same work, you will need to place two separate requests.

 

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

  • Information Regarding Your Requested Bancroft Collection Material:

    • We require a title, call number, and description of the work you are requesting.

  • If ordering Duplication Services:
    • Select which type of duplication format you require from the drop-down menu.
    • Photocopies can only be picked 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 for the requested work.  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.