Byrd Polar and Climate Research Center Archival Program

Visiting the Polar Archives during COVID-19

Archives Reading Room: Access during COVID-19

The University Archives, The Ohio Public Policy Archives and the Byrd Polar and Climate Research Center Archival Program are all part of The Ohio State University Libraries Special Collections.  The Archives Reading Room is used primarily for individual research and for use of the archival collections.

The reopening guidelines for the Archives Reading Room have been compiled by University Libraries staff with guidance from the University Libraries, the University, CDC Guidelines, and results from OCLC/Batelle/Columbus REALM project.  Continuance of services will depend on guidelines from the State of OhioThe Ohio State University Wexner Medical Center, and The Ohio State  University Libraries.  We will also depend on visitors to follow the recommendations and cooperate with the guidelines on how to prevent the spread of the COVID-19.

Planning your visit

Hours
The University Archives Reading Room will reopen on Tuesday, August 25th. 
Appointments will be required and are available for scheduling during the following times:

Monday: 10am-12pm or 1:30-3:30 pm
Tuesday: 10am-12pm or 1:30-3:30 pm
Wednesday: 10am-12pm or 1:30-3:30 pm
Thursday: 10am-12pm or 1:30-3:30 pm
Friday: 10am-12pm or 1:30-3:30 pm

Make an appointment 
Appointments will be required during the initial reopening phase to ensure material can be prepared in advance.  Email us at polararchives@osu.edu to schedule an appointment.

Appointment date and time must be confirmed. Do not visit unless you have received your confirmation.

Reasons you might not get your choice of appointment:  
-Hours are limited in response to the Covid-19 pandemic

-Number of appointments are limited in order to maintain appropriate distancing

-Materials may not be immediately available depending on where they are housed and how recently they have been consulted by another researcher, therefore requiring quarantine

-Staffing availability may require cancellation of appointment.  You will be notified as soon as possible if this were to occur.

Send us a Request List
To find items relevant to your research, see our Special Collections Registry. Or contact an archivist at polararchives@osu.edu or 614-292-2409.  In the list, be sure to include important details about the item, including the folder title and box number, so we are sure to prepare the correct item. 

Submit Research Application 
Please complete a Special Collections Research Application in advance of your visit, if you have not done so within the current calendar year. A staff member will send you this form, along with instructions, via email.

Review Reading Room Policies
Visitors will be required to:
Bring and wear a face mask
Wash hands prior to handling materials

In addition, please review our Reading Room Policies.  These policies are in place to preserve and protect collection materials.  

Consult with Library staff 
If you have questions regarding your research, or if you need help finding materials, we recommend consulting with library staff in advance.  Please contact us at: polararchives@osu.edu.

             

Day of your Visit

If you are feeling ill or have any symptoms of COVID-19, cancel your appointment and reschedule at a later date. 

Parking

We have metered parking spaces available for patrons without a University parking pass. The meters cost $2.25 per hour, and they take either quarters or credit cards.

You can also pay for parking online using the CampusParc.

Arrival & Sign-in
We are located at the University Archives/Library Book Depository Building.  Prior to entering the University Archives, you will be required to wear a mask. You are required to wear a properly fitted face mask at all times when conducting research. No exceptions. We have the right to ask you to leave if you fail to comply with university polices.

When you enter the University Archives, please call staff at 614-292-2409 to notify them that you have arrived for your appointment so that they can let you in the building.

Store Belongings and Set-up
We will ask that you place all personal belongings in the assigned lockers provided (located just outside the Archives lobby door). All food and drink must be disposed of outside of the library.

We will ask that you begin your research with clean hands.  Restrooms are located in the hallway to the right, which leads to the Book Depository.  Hand sanitizer will be available only after your research is complete.

While you conduct your research, you may have paper and pencils, or a laptop computer at the table with you. No other materials will be permitted.  As a precaution to protect library materials, pens may not be used for note-taking during research.

Using materials
You are permitted one box at a time and may only use one folder at a time.  As you finish with each box, you may return it to your book truck in exchange for another. If you would like to page additional items, there may be limitations to paging materials the same day.  Please ask staff for assistance

Computer Access
Bring your own laptop or tablet as no public computers will be available.  

Wireless access is available through WiFi@OSU.  Instructions for setting up access can be found through our OCIO Department.

Browsing shelves
Materials on reference and browsing shelves in the reading rooms are closed for researcher use unless materials requested in advance and pulled by staff. 

High-Resolution (600dpi) Reproductions – High-resolution (600 dpi) scans are available, but will be delayed due to quarantine time and staff availability.

Photocopy Reproductions
Photocopy reproduction requests will be delayed due to quarantining of material and staffing. Because of this, we highly encourage patrons to take photos of material with their phones or other camera devices.

To request photocopies, you will be asked to mark items for reproduction with placeholders and to compile a corresponding list of the items to be reproduced.  

If you would like photocopies from a folder of loose pages, please leave the items in their original order, and use the placeholders to distinguish the locations of your requests.

Digital Photography
If you plan to take photographs with a camera, please let archives staff know in advance by contacting: polararchives@osu.edu

The Ohio State University Libraries do not own the copyright to all of the materials in its collections. Copyright may belong to the creator, their estate, or assignee, although some materials may fall into the public domain. The user assumes full responsibility for any use of the materials, including but not limited to, securing appropriate permissions for use and publication of reproduced materials, and fully crediting sources as required under the Research Registration & Handling Policy. If a user makes a request for, or later uses, a photocopy or reproduction of a copyright protected work for purposes beyond those permitted by the copyright owner or any statutory exception, including fair use, that user may be liable for copyright infringement. The Ohio State University Libraries do not make any representations as to the validity of third-party copyright claims.

Wrapping up
When you have completed researching for the day, please inform the Archives staff member that you have finished.