Using the Collections

Please carefully review the following guidelines before your visit as they have changed. You can reach out to our staff with any questions at  speccollections@cpp.edu. 

Hours 

Our reading room hours are from Monday to Thursday, 10:00am to 12:00pm and 2:00pm to 4:00pm. We also offer appointments during other routine business hours. Please be aware that not all materials are stored in close proximity to the reading room, and we are actively digitizing materials, which may result in some items being unavailable. To ensure we can accommodate your research visit, we recommend reaching out to us in advance. For more information about SC&A please contact us at speccollections@cpp.edu or visit our reservation system to schedule an appointment.

Keep in mind that the library’s hours may vary during holidays and term closures. 

Location

Reading room appointments will be held in the Special Collections and Archives Processing and Instructional Lab (Room 4434 on the 4th floor of the University Library) uintil further notice.  

Please note that parking is $8.00 for the day. Metered parking is also available. Here are directions to the Library and driving directions to campus.  

 

Planning Your Research Visit 

We recommend that all researchers planning to use Special Collections and Archives materials make a reservation at least 48 hours prior to their intended research visit through the library's reservation system.  We advise waiting until your reservation has been approved before visiting Special Collections and Archives. 

Guidelines for Use of Materials 

The Cal Poly Pomona Special Collections and Archives are open to all users, subject to the following guidelines.  

• Readers must present a valid form of photo identification.

• All readers must fill out a registration form (PDF) in order to view materials from the Special Collections and Archives.

• Readers must sign the registration form to indicate their agreement with the following rules

General Reading Room Rules

• All materials are housed in closed stacks and may not be removed from Special Collections. Materials must be viewed in the reading room under staff supervision.

• Food, drink, and gum are not allowed in the reading room.

• Only pencils and laptop computers may be used for taking notes in the reading room. Ink of any kind is prohibited. Additional personal belongings must be stored in a designated area.

• Special Collections staff reserves the right to inspect library materials and personal items prior to entry and upon departure from the reading room.

Handling of Materials

• Requested items will be pulled and ready for use. Readers are allowed one book or archival box at their table at any time.

• Collections must always be within the line of sight of the Special Collections staff member monitoring the reading room.

• Materials must be handled with care to ensure their safety and preservation. Please follow any special instructions given by Special Collections staff.

• Keep documents flat and completely on the table - not hanging off the edge.

• No marks may be added or erased on any materials.

• Books, papers, and other objects should not be set on the materials. Special weights will be provided to hold books open.

• Please do not use post-it notes, paper clips, pencils, or other objects to mark a place in a book or folder. Special acid-free paper strips will be provided.

• White cotton gloves are to be worn when handling photographic materials. Staff will provide them.

• Folders should be removed from the box one at a time, and the exact order of materials within folders and boxes must be maintained. Please report any disarrangement to Special Collections staff.

• Foam book rests will be provided for particularly fragile materials.

Duplication Policy

Special Collections and Archives allows photographic reproduction of its materials for scholarly and general use unless doing so would damage the items or violate donor agreements or copyright restrictions. All reproductions of Special Collections materials are permitted at the discretion of the Cal Poly Pomona University Library.

Special Collections and Archives makes these reproductions for one-time use. Copies may not be sold or placed in other institutions. Copies may not be further duplicated or given to other individuals. The Special Collections and Archives unit reserves the right to ask for the return of copies when the user is finished with them.  

Citing Materials

Special Collections and Archives asks that requesters using reproductions of our materials give appropriate credit when quoting from, or reproducing, an item in our collection. If unsure how to cite an item, please ask a Special Collections staff member for clarification. If the item is published or broadcast, the unit also requests a copy of the publication or program, or when that is not feasible, the bibliographic citation.   

Personal Photography

If approved by Special Collections staff, users may take non-flash photos of collection materials with their personal cameras for research purposes only. We do not permit the use of personal scanners, tripods, or lights.

Fees

Cal Poly Pomona Special Collections & Archives welcomes individuals to explore and utilize the materials within our collections. These items are made accessible to support research, teaching, and private study. However, it is important to acknowledge that the publication or use of any work protected by copyright, beyond the bounds allowed by fair use for research or educational purposes, requires written permission from the copyright owner.

In overseeing the materials within our collections, the University Library typically holds ownership but not copyright. The user bears the sole responsibility for obtaining these permissions and for any subsequent use of the materials.

In cases where copyright may be explicitly held by the Cal Poly Pomona Foundation or may rest with the university, for example, if the material was created by the institution, a reproduction fee may be applied. Reproduction fees are specifically applicable to materials where the copyright is owned by the university, and permission is granted for one-time, non-exclusive use.

In cases where copyright is held by others, a cost recovery fee will instead be applied to cover staff time for fulfilling digitization requests.

Payments for these services can be made through various methods:

• Credit Card: The University Library Budget Analyst will collaborate with the researcher to facilitate credit card transactions.
• Check: Checks should be made payable to the Cal Poly Pomona Foundation.
• Cash: This payment method is only accepted in person, and it must be the exact amount.

Please be aware that full payment is required before orders can be processed.

It is pertinent to note that SC&A reserves the right to limit the number of items copied from a specific collection for off-site use.

Fees subject to change without notice

Publication or display of these reproductions without permission from the copyright holder may constitute copyright infringement.

View the Photographic Reproductions Services Agreement and Request Form (PDF) and the Credit Card Transaction Form (PDF) (both require free Adobe PDF Reader.)