A Special Collections account is an account designed for researchers using special collections reading rooms at The New York Public Library. Account holders can have secure access to information about requests, track and review all requests, propose research visit dates, and submit requests directly to use materials in selected special collections reading rooms. The account is web-based and can be accessed from anywhere with an internet connection. The Special Collections account is powered by a third-party software called Aeon, by Atlas Systems, Inc.

This account is distinct from the account used to log into the NYPL catalogs, or any other accounts related to NYPL services in that it is designed for research in the special collections divisions at NYPL. The login information will be different than the information used to log into other NYPL accounts.

As we begin to roll out the Special Collections account for NYPL Special Collections reading rooms, researchers will be able to request access to materials in selected locations. Please note that a NYPL library card is required to use NYPL Special Collections at all of the NYPL Research Centers.

Each researcher only needs to register one time. One year from the registration date, when a researcher logs in, the system will prompt the account holder to verify profile information and 'renew' the account for another year. Requests will remain in the account indefinitely.

The Special Collections account is distinct from the account used to log into the NYPL catalogs, or any other accounts related to NYPL services in that it is designed for research in the special collections divisions at NYPL. When a researcher registers for an account, they are asked for some of the same information they gave to NYPL when they applied for a library card. This is because we use a different system for special collections, and we are asking our special collections researchers to give us their latest information, in addition to information about the type of research pertinent to their use of NYPL special collections.

There may be some opportunities in the future for integration between our systems that would allow a researcher to log into only one account and then be logged into the other automatically, but this is not possible yet.

The username and password provides secure access to information about each researcher's requests activity. Having login credentials enables a researcher to manage all aspects of their account, including viewing all requests across NYPL special collections, as well as editing personal information.

We are suggesting that you use your email address as your username. If you do not have an email address, the username can be anything, such as your name, abbreviations, or an alphanumeric code. Your password also can be anything you like. No one will know your password, not even NYPL special collections staff. The password you set is stored encrypted, and can be changed any time via the My Profile menu in your Special Collections account.

Under the logon box on the main Special Collections account page, you will see Forgot Password?'. Click on that and follow the steps. Please note that the link will expire after 10 minutes, so please click on it as soon as you receive the email. You may also contact NYPL Special Collections at specialcollections@nypl.org. We can then reset your password and allow you access to your Special Collections account, after which you can change your password via the My Profile menu in your account.

You can manage your account under My Profile. Go to Change User Information, and you can change your email address and any other details.

NYPL plans to use the Special Collections account system in all special collections divisions across the three research centers - the Stephen A. Schwarzman Building (Fifth Avenue and 42nd Street), the New York Public Library for the Performing Arts (Lincoln Center Plaza), and the Schomburg Center for Research in Black Culture (135th Street + Malcolm X Boulevard). As we continue to roll out the Special Collections account for NYPL Special Collections reading rooms, you will be able to request access to materials in selected locations. For more information, please visit the Guide to Onsite Service at the Research Libraries.

The Special Collections account is designed to handle requests for non-circulating, special collections materials that must be used in designated special collections reading rooms. Due to the fact that General collections can circulate (i.e. be used outside a designated NYPL location), a different system is used to handle requests for these materials.

Please visit NYPL Research to learn more about different options for discovering materials. You may also consult with Research Staff from the special collections divisions for assistance.

No. Registration is now done online via the Special Collections account, and requests can be submitted via links from selected catalog records and the archives portal, or via a request form within your Special Collections account. See the Make a Request section in your account for more details on how to make a request for materials you will see during a research visit.

You can submit up to 10 requests at one time. In your Special Collections account, you can also save an unlimited amount of requests for later submission. Each division varies on how many items can be viewed in the reading room for any given research visit. We encourage you to use the 'Save Request for Later' button on the request form to save as many prospective requests as you like to help you prepare for a future research visit or visits. Please visit How to Contact our Research Centers to contact the appropriate division for further information.

Requests saved for later and submitted via the Special Collections account system will be saved indefinitely in your account.

Yes, you can do this by visiting the Completed Requests section, and under the Actions menu for a request, selecting Clone Request. This copies the details from the request, allows you to edit and add information, and then assigns it a new transaction number once it has been submitted. You can also go to a Cancelled Request and select Resubmit Request from the Actions menu.

Each reading room has its own calendar you will access via the request form. Using the appropriate reading room calendar, you will propose an appointment date for each request you make. The account allows you to choose a new appointment date, or select an appointment date you have already made. Requests can be submitted via links from selected catalog records and the archives portal, or via a request form within your Special Collections account. Once a request has been submitted, Research staff will contact you directly to finalize the details of the request and to confirm the date of your research visit(s).

Research staff will contact you to finalize the details of the request and to confirm the date of your research visit(s), so a customized conversation will take place regarding your research and any questions you have. In addition, while the Special Collections account allows you the ability to submit, manage, and track your requests on your own, there will still be staff available to assist you with the Special Collections account registration process, to orient you about reading room procedures, and to assist you with research needs, at any point in the process. Researchers coming to a reading room for the first time can register for a Special Collections account onsite and place requests with staff assistance.

The Special Collections account system is equipped to take requests from anywhere with an internet connection, and researchers will be able to place additional requests from the reading rooms of the day of a research visit. However, due to COVID-19 restrictions, selected reading rooms may require advance requests only for each day of the visit. Please visit How to Contact our Research Centers to contact the appropriate division for further information.

You can manage your requests via your Special Collections account. To cancel your appointment, go to the Appointments menu and select Scheduled Appointments. Click on the Details for the appointment you need to cancel, and click on Cancel Appointment. Note that you may not have this option if your appointment is within a certain number of days, depending on the location. If you do not see a cancel button, please visit Make an Appointment on the Appointments menu to access contact info for staff. When you cancel your appointment, the requests you have made will also be cancelled.

To cancel your requests for materials, go to Active Requests under the Appointments menu, select the appropriate location to find your requests, and then you will be able to cancel each request using the Actions menu. Note that if you cancel all your requests associated with a certain appointment date, you must also go to Scheduled Appointments and cancel that appointment too. Or, you can keep the appointment and make more requests for materials for that appointment. You can always contact staff for guidance.

Anyone interested in having research done in special collections on their behalf should visit How to Contact our Research Centers to contact the appropriate special collections division.

The Special Collections account will not be used at this time for requesting imaging services or document delivery. All requests for scanning of materials held in special collections must be first submitted to and reviewed by the staff of those collections, so anyone interested should visit How to Contact our Research Centers to contact the appropriate special collections division.

The Resources drop-down in the top menu of the Special Collections account will have a link to the Guidelines and Policies section, which includes contact information for locations using the Special Collections account system. You may also visit How to Contact our Research Centers for contact information.

The Special Collections account system should function with a variety of browsers, is mobile-friendly, and was designed with accessibility in mind. In general, a web browser that supports forms, tables, and cascading style sheets (CSS) is preferred.

If you need to access your Special Collections account on a public terminal, be sure to log out of your account when you are finished, so no other user who uses the computer after you has access to your account information. The Special Collections account system allows someone to be logged in for 15 minutes before logging you out for idle activity.

The technology that we use sends a Session ID to be stored on your machine. You can refuse this cookie and still be able to use your Special Collections account without any problems.

Please contact specialcollections@nypl.org with any issues or questions about your Special Collections account.