Special Collections & Archives

Researcher Guidelines

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  1. Visitor Guidelines
  2. Reproductions
  3. Permissions

Visitor Guidelines

Research and reference using Special Collections and Archives is by appointment only. Please fill out the Researcher Request Form to make an appointment.

See the Monroe Library website for our most current hours. Note that:

  • Hours are subject to change
  • No materials will be pulled after 4:00 pm
  • All materials must be returned by 4:15 pm

When using rare books, manuscripts, and university archives materials, we ask that you comply with the following:

  • All materials are to be used in the Special Collections and Archives reading room. These materials do not circulate.
  • Eating, drinking and the use of cellular telephones are prohibited in the reading room.
  • Use only pencil when doing research with the materials. Pencils are available.
  • All materials are to be handled with care. Do not exert pressure on materials or write notes on paper or cards placed on top of any records or photographs.
  • The internal order and arrangement of collections must be kept intact. If any mistake in arrangement is discovered, please call it to the attention of an archivist. Do not rearrange papers yourself.
  • Self-service photocopying is available for certain items. Fragile items will be photocopied by, and at the discretion of, an archivist. Researchers are also welcome to take digital images using cellphones, tablets, or cameras, so long as the flash is turned off.
  • Materials located in Loyola University New Orleans Special Collections and Archives may be subject to copyright. The user of the materials assumes all responsibility for infringement of legal authorship rights.
  • Read and agree to observe the Special Collections & Archives Use Guidelines

These procedures and the accompanying registration form are designed to meet the ACRL/RBMS Guidelines Regarding Security and Theft in Special Collections (ACRL approved 2009). In accordance with these Guidelines, the information provided will be kept strictly confidential.

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Please fill out the Researcher Request Form to request reproductions of Special Collections & Archives holdings. Photocopies and scans are available for practicable materials at the following rates:

Reproduction Fees
Photocopies $0.25/page
300 ppi scans $5.00/page
600 ppi scans $10.00/page

  • Researchers are limited to amount of scans per request, to be determined by SCA staff.
  • Researchers are limited to the amount of photocopies per request, to be determined by SCA staff.
  • Researchers are encouraged to use non-flash personal devices to photograph collection materials in the reading room. No fees apply.
  • Staff will determine timeframe for completion of duplication requests, based on staff availability and request load.
  • Mail delivery fees may apply based on current USPS rate.

Exceptions to these policies are decided by the Special Collections & Archives staff on a case-by-case basis.

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Please fill out the Researcher Request Form to request permission to quote or publish from Special Collections & Archives' holdings. Note that permission to publish is not to be confused with copyright permission. Physical ownership of a book, photograph, work of art, does not imply that Loyola University New Orleans owns the copyright, literary right, trademark or other intangible rights relating to the material in the collections. See our Research Guide on Finding and Using Media for more information about copyright.

Publication Fees
Not-for-profit, university presses, etc.* $10.00/image
Commercial publishers, broadcasters $75.00/image

*Written proof of not-for-profit status may be required to qualify for reduced fee

No copies of the material furnished by Loyola University New Orleans Special Collections & Archives are to be sold, or in any way further reproduced or used without prior written consent. Copies may not be duplicated or deposited elsewhere.

Published and/or exhibited copies must be credited to the legal owner as follows: [Title], [Name of Collection or Book], Special Collections & Archives, J. Edgar & Louise S. Monroe Library, Loyola University New Orleans.

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