At a glance

Special Collections & University Archives

How to request materials

Special Collections and University Archives materials are stored offsite. Depending on which offsite storage facility the materials are located and when the request is submitted, patrons must request materials at least ONE to TWO full business days before planned use. In some cases, paging may take up to a week. Each patron is allowed to page a maximum of five items per day. Materials do not circulate and may be viewed only in the Special Collections reading room.

Paging schedule

Type of Request Request submitted by Materials available for use
In person 4:30 p.m. 12 noon next business day
Via email 4:30 p.m. 12 noon next business day
Online 10 a.m. 10 a.m. next business day
  after 11 a.m. 10 a.m. second business day

Winter closure dates for 2014

Special Collections typically closes for two weeks at the end of December. We will post the dates here when they are released.

Process

There are several ways a patron may request an item from Special Collections: complete a paging slip in person by going to the department reading room, send an email request to speccollref@stanford.edu, or, for some materials, submit an online electronic request. If materials can be paged online, patrons must utilize this method rather than sending an email or filling out a paging slip in person.

In person

To request a catalogued book, a book "In Process," or a manuscript collection or archives collection not pageable via the item's catalog record, patrons must complete a paging slip for each item desired in the Department's reading room.

Paging requests for cataloged books or books, "In Process" should include the following information:

  1. Complete call number including collection name (e.g. PS3515.E54F6 1942 Felton Collection. For In Process items, use the xx(#####) number you find in the Socrates record as your call number)
  2. Author's name (e.g. Hemingway, Ernest)
  3. Title of the work (e.g. For Whom the Bell Tolls), publication year, and volume or issue number needed (if applicable)
  4. Patron's name and contact information
  5. Planned date of use using the following format: mm/dd/yyyy (e.g. 06/02/2004)

To page manuscript and archival materials that are not pageable online, please include:

  1. Name of collection (e.g. Hawthorne Family Papers)
  2. Call number of the collection (e.g. M0981 or SC0003)
  3. Series number and name (if appropriate) (e.g. Series 2 : Journals and Verse of Sophia A. Hawthorne
  4. Box number (e.g. Box 1)
  5. Patron's name and contact information
  6. Planned date of use using the following format: mm/dd/yyyy (e.g. 06/02/2004)

Materials paged in person or by email before 4:30 p.m. will arrive at the Special Collections reading room by 12 noon the following business day.**If materials can be paged online, patrons must utilize this method rather than sending an email or filling out a paging slip in person**

Via email

To page cataloged books or books "In Process," please send an email request to speccollref@stanford.edu and include the following information:

  1. Complete call number including collection name (e.g. PS3515.E54F6 1942 Felton Collection. For In Process items, use the xx(#####) number you find in the Socrates record as your call number)
  2. Author's name (e.g. Hemingway, Ernest)
  3. Title of the work (e.g. For Whom the Bell Tolls), publication year, and volume or issue number needed (if applicable)
  4. Patron's name and contact information
  5. Planned date of use using the following format: mm/dd/yyyy (e.g. 06/02/2004)

To page manuscript and archival materials that are not pageable online, please include:

  1. Name of collection (e.g. Hawthorne Family Papers)
  2. Call number of the collection (e.g. M0981 or SC 003)
  3. Series number and name (if appropriate) (e.g. Series 2 : Journals and Verse of Sophia A. Hawthorne
  4. Box number (e.g. Box 1)
  5. Patron's name and contact information
  6. Planned date of use using the following format: mm/dd/yyyy (e.g. 06/02/2004)

Materials paged in person or by email before 4:30 p.m. will arrive at the Special Collections reading room by 12 noon the following business day.**If materials can be paged online, patrons must utilize this method rather than sending an email or filling out a paging slip in person**

Online paging

For some manuscript, archival, and print collections, patron can page materials directly from the collection's bibliographic record in SearchWorks (Stanford's online catalog). Patrons will know which materials are pageable online by the presence of a clickable request option. If such an option is present, the material must be ordered online. To do this, simply scroll down through the record until you locate which series and box number you would like to page. 

For large collections, you may need to wait a few minutes to allow the entire record to load. You will notice at the right of the box listings, there is a clickable blue request option. Select either "with SUNet ID" if you are a Stanford user, or "without SUNet ID" if you are outside of the Stanford community. 

Fill out an online paging request for the box or boxes you wish to order. A patron can request no more than 5 boxes per day. Patrons must request items at least ONE or TWO full business days before planned use.

Help 

For more information about access to collections, you can contact the Department by sending email to speccollref@stanford.edu. Researchers visiting from out of town are strongly encouraged to contact us before their arrival to ensure they can access relevant materials in a timely manner. You may also write to the following address:

Special Collections and University Archives--Attn: Public Services
Stanford University Libraries
Green Library- Bing Wing 200
557 Escondido Mall
Stanford, CA 94305-6064