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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 Reference Section, Information Service Office before making your application.
TEL: 075-753-2636 / FAX: 075-753-2650 / Reference Web Form
More information:
KULINE(Kyoto University Library OPAC) Kyoto University Digital Library Rare Materials Exhibition
Using different types of materials / Guide for non-KU users

How to Apply for Reading Room Use

Please apply to make your reservation at least one week prior to your desired date of access to rare materials. A reservation is required for all applicants, both university members and non-university 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 so that they arrive by one week 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
[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 8) 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, and research students, etc. Application for Access to Rare Materials (with signature and 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, and research students, etc. Application for Access to Rare Materials (with signature and 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 and 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 and 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 and 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 Kyoto University Digital Library's Rare Materials Exhibition and 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 and the submission of application documents are not required to browse microforms (microfilms). The microforms are accessible on weekdays 9:00 through 12:00 and 13:00 through 16:45. Please apply at the main counter on the first floor.)
  • National treasures and important cultural properties
  • Antique maps, folding screens, picture scrolls, and other materials that are not suited for public access
  • Materials with damage, deterioration or breakage
  • Materials accessible as digital image data on Kyoto University Digital Library's Rare Materials Exhibition

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 send 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 and 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 and 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 and 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 and Special Materials Section for details.

Publication and Broadcast

[Conditions for Use]
  • Publication and Broadcast are permitted only for the purpose of research and 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, registratin number and 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 publicatin or broadcast,
    4)The date of publication or broadcasting

2. Submission of Application Form

  • Please submit the application form and 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: +81-75-753-2629

3. Payment of Fee

  • The fee of \3,240 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 by 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 formHow 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 and present the outline of the exhibition.
    TEL: 075-753-2681 / FAX: 075-753-2650
    * The final decision will be made based on the submitted documents.

2. Condition Report

3. Submission of Applicatin Form

4. Transportation

  • Please contact the Rare and Special Materials Section for details.

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 June 8, 2017 by Library Planning Section, Kyoto University Library]