MENU
Kyoto University Library >  Collections >  Rare Materials

How to use Rare Materials

The rare materials can only be accessed for the academic purpose by prior reservation, which is acquired by submitting the designated application form.

Prior Reference

If the request code or other information on the material you wish to access is unknown, please inquire with the Library Planning Section, User Support Division before making your application. e-mail: ref660[a]mail2.adm.kyoto-u.ac.jp (Please change [a] to @) / Reference Web Form More information: KULINE（Kyoto University Library OPAC） Kyoto University Rare Materials Digital Archive Using different types of materials / Guide for non-KU users

How to Apply for Reading Room Use

A reservation is required for all applicants, both Kyoto University members and Non-KU members. In order to apply, please bring the required application documents to the Rare and Special Materials Section located on the first floor of the main library during service hours, or send the application documents via postal mail to make the application deadline. *The application deadline*
  • Kyoto University members: one week prior to your desired access date
  • Non-KU members: two weeks prior to your desired access date
Please send your documents to: Yoshida-honmachi, Sakyo-ku, Kyoto 606-8501 Rare and Special Materials Section, Information Service Office KYOTO UNIVERSITY LIBRARY TEL:075-753-2640 FAX:075-753-2650 e-mail: tokushu660[a]mail2.adm.kyoto-u.ac.jp (Please replace "[a]" with "@".) ［Library Map］ / ［Library Hours/Service Hours］ Weekdays (Mon.-Fri.) 9:00-11:45, 13:00-16:45 *Service not available on Weekends, holidays, Univ. foundation day (June 18) and other closing days.

Documents for Submission

Kyoto University members Faculty member Application for Access to Rare Materials, List of Rare Materials Requested
Undergraduate, graduate, research students, etc. Application for Access to Rare Materials (with signature & seal of instructor in the Reference field), List of Rare Materials Requested
Non-KU members Faculty member Application for Access to Rare Materials, List of Rare Materials Requested, Reference letter from the university library of your institution
Undergraduate, graduate, research students, etc. Application for Access to Rare Materials (with signature & seal of instructor in the Reference field), List of Rare Materials Requested, Reference letter from the university library of your institution
Curator or other museum staff Application for Access to Rare Materials, List of Rare Materials Requested, Reference letter from your institution
Others Application for Access to Rare Materials, List of Rare Materials Requested, Reference letter from public library
  • Students & faculty members belonging to universities other than Kyoto University may substitute the reference letter from the university library with a reference letter from a research institute or a faculty library.
  • Reference letter required for non-KU applicants will be unnecessary if the Application for Access to Rare Materials contained the signature & seal of a Kyoto University faculty member in the Reference field.
  • Each applicant is required to submit a copy of the Application for Access to Rare Materials & a copy of the List of Rare Materials Requested.

Application for Access to Rare Materials

Application for Access to Rare Materials（PDF:66kb) List of Rare Materials Requested（PDF:32kb)
  • Detail your research or study specifically in the “Purpose of access” field. Example: For a study on…
  • As a general rule, materials that are accessible as digital image data on the Internet & materials in microform are not available for access via this application. If you wish to access the original, please specify the reason in the “Purpose of access” field of the Application for Access to Rare Materials.
  • * Please note that as a general rule you may only access up to five materials per day.

Materials Not Accessible (with exceptions)

  • Materials in microform (Reservation & the submission of application documents are not required to browse microforms (microfilms). The microforms are accessible on weekdays 9:00 through 12:00 & 13:00 through 16:45. Please apply at the main counter on the first floor.)
  • National treasures & important cultural properties
  • Antique maps, folding screens, picture scrolls, & other materials that are not suited for public access
  • Materials with damage, deterioration or breakage
  • Materials accessible as digital image data on the Internet

Permission for Access to Rare Materials

Upon receiving the application to access rare materials, the permission to access rare materials is issued when the actual materials requested are in an accessible state. (The permission slip is sent via fax, etc.) On the day of the permitted access, please bring the permission slip and an ID to the library. (Please note that your application may be rejected due to deterioration, damage, breakage, or otherwise unsuitable condition of the material.)

Accessing Rare Materials

Access to rare materials is limited to research and study purposes only.

Available Hours

Weekdays 9:00-11:45, 13:00-16:45 (Reading Room is closed from 11:45 to 13:00)

Location

Kyoto University Library 1st floor Reading Room (8 seats) (Rare materials are not to be brought out of the Reading Room)

Access Limitation

As a general rule, you may access up to five materials per day.

Precautions for Using Rare Materials

Please follow the rules below, as well as taking due care when handling the rare materials so as to protect them from damage and defiling.
  1. Please leave all personal belongings in lockers. You may only bring in stationery for browsing & study as well as valuables.
  2. To protect rare materials from defiling, please follow the rules below: ・Wash your hands before entering the Reading Room. ・Do not lick your fingers or otherwise use wet fingers to turn a page.
  3. To protect rare materials from any damage, please follow the rules below: ・Remove your watch or any other accessories that may damage a rare material. ・Do not lean on or place objects on rare materials.
  4. If you need to use a bookmark while browsing, please use the strips of paper provided in the Reading Room.
  5. Do not eat, drink or smoke in the Reading Room.
  6. When you need to leave your seat temporarily or when you are finished browsing the rare materials, please report to the office staff.
  7. Please refrain from bringing in a mobile phone, computer or camera.
  8. You can only bring in & use black lead pencils. Do not use an eraser.

Photocopying (Microfilming), Publication and Broadcast of Rare Materials

Microfilming

  • Rare materials are not available for electronic photocopying.
  • Professional agencies will photocopy on microfilms, etc.
  • Photography of rare materials requires an application for "Publication & Broadcast of Rare Materials." The permission for such use may require time. Furthermore, it may require an additional usage fee aside from photocopying fee.
  • Any costs for generating reproductions of any form are borne by the applicant.
  • The Library asks for your donation of the negative films used in the photography.
  • Please contact the Rare & Special Materials Section for details.

Publication and Broadcast

[Conditions for Use]
  • Publication & Broadcast are permitted only for the purpose of research & education.
  • The use of the materials on the Internet is not permitted.
  • The materials should not be adapted.
  • The use of the materials are permitted only for the purpose written on the letter of permission.
  • The images should be accompanied by the credit line: "Courtesy of Kyoto University Library."

How to Apply for Publication or Broadcast

1. Prior Reference and Consultation

[Prior Reference]
[Prior Consultation]
  • Please send an e-mail or a fax including the following information in advance: 1）The title, request code, registration number & other information to identify the materials, 2）The outline of the publication or broadcast to be produced using the reproduction of the rare materials, 3）The context where the rare materials will be used in a publication or broadcast, 4）The date of publication or broadcasting

2. Submission of Application Form

  • Please submit the application form & other necessary documents to: Library Planning Section, Library Planning Division Kyoto University Library Yoshida Honmachi, Sakyo-ku, Kyoto 606-8501 JAPAN e-mail: gazo660[a]mail2.adm.kyoto-u.ac.jp (Please replace "[a]" with "@".) FAX: +81-75-753-2649

3. Payment of Fee

  • The fee of \3,300 per image should be paid by the due date on the invoice, which is normally at least three bank business days prior to the date of the publication or the broadcast the image is used for.
  • Even if the image is not used for a reason on the applicant’s side, the applicant is still obliged to pay the fee.

4. Donation of the Publication/Broadcast

  • Please donate two copies of the printed publication or the broadcast record on DVD that uses the rare materials.

5. Others

[Related University Rule]
京都大学図書館保管資料特別利用規則 Application form (Word)・Application form (PDF)・How to fill out the application form

Loan of Rare Materials for Exhibition

1. Prior Reference and Consultation

[Prior Reference]
[Prior Consultation]
  • Please contact the Information Service Office & present the outline of the exhibition. TEL: 075-753-2681 / FAX: 075-753-2650 e-mail: tokushu660[a]mail2.adm.kyoto-u.ac.jp (Please replace "[a]" with "@".) * The final decision will be made based on the submitted documents.

2. Condition Report

3. Submission of Application Form

4. Transportation

  • Please contact the Rare & Special Materials Section for details.
  • Please fill in & submit a "Receipt" when borrowing the rare materials.

5. Others

[Related University rule]
国立大学法人京都大学図書貸付要領 (Japanese only)
[Updated on November 17, 2023 by Service Support Section and Library Planning Section, Kyoto University Library]
Jump to the top