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XULA University Archives & Special Collections

Policies & Procedures

Reading Room - Researcher Guidelines - Updated for COVID Restrictions

When using rare books, manuscripts, and university archives material, we ask that researchers comply with the following guidelines:

  • All visitors are encouraged to wear a protective mask and utilize gloves to handle archival collections/items.
  • All visitors must maintain a safe distance of 6ft between each other while utilizing the collections.
  • The Archives will only allow a maximum of 6 visitors total in the archives reading room. 
  • All materials are to be used in the Archives reading room as these materials do not circulate nor do they leave the premises. 
  • Archives staff will retrieve requested materials. Researchers are not allowed in Archives stacks.
  • Eating and drinking is prohibited in the Archives. No Exceptions. 
  • 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 error in arrangement is discovered, please bring it to the attention of the archivist.  Do not rearrange papers yourself.
  • Photocopying is provided by the archival staff at cost (see fee schedule).  Fragile items will be photocopied at the discretion of the archivist, and the archivist may decline requests for digital copies based on the physical condition of the material. 
  • No more than 20 photocopied/scanned pages may be requested per visit. 
  • Researchers are welcome to take digital images with cell phones, tablets, or cameras, so long as the flash is off.
  • Laptops are welcome in the reading room and electrical outlets are available. Due to potential IT restrictions, Wi-Fi may Not be available to external researchers at the time of your visit. 
  • Please observe a “one box, one folder” rule. That is, have only one box open at a time and only one file folder out of the box.   
  • Materials in Xavier University of Louisiana Archives and Special Collections may be subject to copyright.  The user of the material assumes all responsibility for infringement of legal authorship rights. 

Copyright & Reproductions

Researchers assume full responsibility for conforming to copyright, laws of libel, and property rights when quoting or publishing materials. Contact archives staff for publication guidelines and application when interested in reproducing or publishing content from the Archives & Special Collections. 

Privacy & Use Policy

Some records in the archives may contain restrictions. Requests to view restricted materials require permission from the creator of the records. On rare occasion patron registration and usage information may be shared with other campus offices when necessary.