Materials in Special Collections: Archives and Rare Books are unique and irreplaceable. For that reason, items from these collections do not circulate and may be consulted only in the Elizabeth Comper Special Collections Reading Room. These procedures help ensure the long-term preservation of the collections for future research and scholarship.
Before You Begin
Before consulting materials, researchers must register for the University of Toronto’s Special Collections Access system. Through this system, researchers can book appointments and request materials for consultation in the Reading Room. For instructions on using the system, please see our guide to accessing Special Collections materials.
Appointments and material requests must be submitted at least two days in advance of your visit. On your first visit to the Reading Room, you will also be asked to complete a researcher registration form and present one piece of photo identification. Staff will retrieve requested materials for you.
You may bring a pencil, paper, and a laptop or tablet into the Reading Room. Coats, bags, purses, and other personal belongings must be left in a locker. Phones are permitted, but they should be on silent.
Some materials may be restricted because of donor requirements, legal obligations, condition, or processing status. Staff will advise you of any access restrictions that apply to the materials you request.
In the Reading Room
Materials must be used only in the Special Collections Reading Room and may not leave the area. Researchers may consult up to three books or archival boxes at a time.
Please do not leave materials unattended. If you need to step away, return them to the staff member on duty. When you are finished, or at the end of the day, return all materials to staff.
Handing Materials
- Please help us protect the collections by following these basic handling guidelines:
- Food and drink, including water, candy, and chewing gum, are not permitted in the Special Collections Reading Room.
- Ensure your hands are clean and dry before handling materials.
- Do not apply hand lotion or cream before handling materials.
- Remove dangling jewelry, identification cards, scarves, loose sleeves, or other items that may come into contact with materials.
- Use pencil only.
- Turn pages carefully and use the supports, weights, and paper strips provided for marking pages.
- Staff will provide gloves when they are required for photographs or other sensitive materials.
- Please do not take notes on paper placed over a rare book, manuscript, or archival record. Tracings are not permitted. Staff can provide assistance if you need help consulting or capturing information from collection materials safely.
Rare Books
- Handle one file or item at a time. Maintain the exact order of documents in a folder and folders in a box. Remove only one folder from a box at a time, and do not rearrange documents. If something appears out of order, please let staff know.
- Keep archival records flat on the table surface as much as possible. Do not allow records to overhang past the table’s edge.
Archival Material
- Only one archival record should be handled at a time. If records are kept in folders, remove only one folder from one box at a time and do not remove records from the folder.
- Keep archival records flat on the table surface as much as possible. Do not allow records to overhang past the table’s edge.
- Maintain the exact order of documents in a folder and folders in a box. If you think that there is an error in arrangement, please advise the Special Collections staff member. Do not rearrange archival records yourself.
Photography and Copies
Researchers may not make their own photocopies of Special Collections materials. Staff can provide standard- or high-resolution digital scans where condition, copyright, and access restrictions permit. For full details, please see Special Collections’ reproduction policies and fees.
Non-flash photography using a phone or camera may be permitted with staff approval. Researchers using personal photography may be asked to complete a Personal/Research Use Agreement form before taking photographs.
Research Assistance
Special Collections staff are happy to help you identify relevant published and archival materials, answer questions about the collections, and assist with reproduction requests.
However, we are not able to undertake in-depth research on a researcher’s behalf or fulfill broad requests to search entire fonds or collections by topic, person, or date range. Copying requests must refer to specific items or files. If you are unable to visit in person, you may wish to hire an independent researcher.
Contact Us
Telephone: +1 (416) 926-2314
Email: specialcollections.kellylibrary@utoronto.ca
Elizabeth Comper Special Collections Reading Room
John M. Kelly Library
Before visiting, you are warmly encouraged to review our Researcher Guidelines. Rare materials damage easily but if well-treated, they can last many generations and, in some cases, hundreds of years.