Special Collections & University Archives Loan Policy

Scope

This policy applies to patrons / library users.

Definitions

• None

Policy

Special Collections & University Archives (SCUA) generally does not circulate or otherwise loan materials from its collections, including University Archives, Manuscripts, Small Press, Rare Books, Wadle Paperback, American Fiction, and Stageberg Linguistics Collections. 

Loans of material from SCUA are exceptional and must be given prior approval by the University Archivist. Requests to borrow an item must be submitted in writing to the University Archivist no less than 48 SCUA working hours prior to the date wanted by the Borrower. The Borrower will respect the University Archivist’s decision and the terms of the loan agreement, as explained below.

Terms of the Loan Agreement

• The Borrower must have a valid UNI ID card or Visitor's Courtesy Card from Library Services.
• The Borrower and University Archivist must complete a Loan Form, including an item-level list of loaned materials.
• The Borrower must provide a written explanation of the purpose of the loan request and intended use, which the University Archivist must approve.
• The loan period will be agreed upon and documented in writing by the Borrower and University Archivist, and is not to exceed 60 days.
• The borrower will not damage, clean, or otherwise alter the loaned materials, which can include fees for conservation or repair. All loss or damage shall be reported to SCUA immediately.
• The borrower must follow the Special Collections General Use and Service Policies, as posted on the Library's website.
• SCUA reserves the right to refuse to loan materials or to cancel the loan agreement and recall the materials at any time.
• Borrowers with outstanding overdue loans will be denied future loan requests.

Related Policies and Procedures

Library Related Policies and Procedures        

• Our Policies-Special Collections & University Archives
• Loan Form

University Related Policies and Procedures

• None

External Related Policies and Procedures

• None

Approval and Revision History

• Date Issued: 07/31/2019
• Date Last Updated/Reviewed: 04/22/2026
  
   
• Approved By: Dean’s Advisory Group
• Responsible Party: Special Collections & University Archives