Special Collections Research & Access
The Julian Edison Department of Special Collections Reading Room is located in Olin Library (Level 1) at the center of the Danforth Campus, where researchers, visitors, and classes can access a wide variety of collections.
For assistance accessing the Art & Architecture and East Asian collections, please contact those locations.
While visitors are always welcome, research at the Julian Edison Department of Special Collections is by appointment only. Faculty and student researchers with a valid WashU ID will be prioritized for on-site research appointments. Research appointments for patrons without a WashU affiliation are also available.
Please see the Plan Your Visit section on this page for appointments and the Library Hours page for the Special Collection Reading Room hours of operation.
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Tours & Field Trips | Research Guidelines | Research Policies, Procedures & Forms |
Requesting Reproductions | Licensing & Publication | Contact Us | Donations | Locations |
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Statement on Harmful Language in Archival Descriptions & Cataloging
The Julian Edison Department of Special Collections is dedicated to balancing processing and cataloging with the preservation of original context while remaining mindful of the importance of language and its impact on those represented and our researchers.
Special Collections acknowledges that some catalog descriptions contain language that is euphemistic, racist, homophobic, sexist, ableist, or that demeans the humanity of the people we describe. Special Collections is dedicated to correcting those records as they are found. If you encounter offensive or harmful language or if you have questions, please contact Special Collections through the feedback form.
Plan Your Visit
The Julian Edison Department of Special Collections welcomes researchers to schedule in-person research appointments. Priority appointments are reserved for faculty and student researchers with valid WashU IDs.
On-site instruction is available for WashU classes. On-site instruction is available for other local university classes on a case-by-case basis. Please see the Remote Resources page for off-campus resource options.
- Research visits to the Julian Edison Department of Special Collections are by appointment only. Visitors to the reading room are always welcome.
- Please contact Special Collections to schedule an appointment.
- Appointments are available on a first-come, first-served basis.
- A maximum of four researchers is allowed in the reading room at a time.
- See the Library Hours page for Special Collections hours of operation.
- Review the Special Collections Research Guidelines.
- The last appointments for the day will begin no later than one hour before the reading room closes.
- Virtual Consultations (optional): Special Collections will offer virtual reference consultations for researchers. Please contact the respective curator/archivist to arrange your virtual reference consultation. The curator/archivist will schedule a virtual reference consultation.
Instruction & Class Visits
Special Collections offers faculty and students a variety of instructional and teaching opportunities. Curators support and collaborate with faculty to help students discover and engage with primary source material in our collections.
Special Collections offers on-site instruction for the WashU community. In addition, our staff can work with faculty to teach remotely with synchronous classes or present material asynchronously.
Tours & Field Trips
Tours are available to school and adult groups interested in learning more about the John M. Olin Library.
Tour availability depends on staff capacity and library space, which vary throughout the year.
Research Policies, Procedures & Forms
The following lists detail the policies, procedures, and forms needed for research in Special Collections. See the Materials Use Policies for Special Collections for Reading Room rules and research procedures. Contact Special Collections with questions.
To return forms electronically, please save your completed and signed form and email it to spec@wumail.wustl.edu. Forms may also be returned in person or by mail; reach out directly for instructions if returning forms by mail.
- Notification of Intent to Quote From or Publish Materials Form | Patrons who wish to reproduce the content in a publication, performance, or broadcast should complete a Notification of Intent to Quote From or Publish Materials Form.
- Paging Request Form (PDF) | Researchers can fill out the Paging Request Form to have materials retrieved from storage for use in the reading room. As a general guideline, you can request up to 6 boxes or 6 books for each day you plan to visit. Please contact the staff if you have extenuating circumstances regarding your visit (e.g., international travel).
- Patron Information Form | All researchers must complete a Patron Information Form once an academic year.
- Records Transfer Form (University Archives) for transferring material from the university office/department to the University Archives.
- Reproduction Request Form (PDF) | Researchers can fill out a Reproduction Request Form to request copies of collection materials (see below for more information).
- Request to Quote From or Publish Materials Form | Special Collections can grant permission to publish or otherwise use material for which WashU is the copyright holder. Patrons must complete a Request to Quote From or Publish Materials Form and, in some cases, pay a use fee and/or complete a license agreement.
Requesting Reproductions
To request copies of Special Collection materials, please complete the Patron Information Form and the Request for Reproduction Form (PDF). The Request for Reproduction Form can be downloaded and returned as an email attachment to spec@wumail.wustl.edu.
After Special Collections receives your order, a member of staff will contact you to discuss costs, the delivery timeline, and any questions you may have.
If conditions and copyright restrictions allow, researchers can take their own photos of material (without flash). Please check with Special Collections staff before taking any photos.
A free, self-service scanner that accommodates flat documents up to 8.5″ x 11″ (suitable for most materials) is available for use in the reading room.
Some reproductions can only be done by staff due to fragility, size, or format.
See the current fee schedule for standard reproduction requests. Researchers can request a quote before the Special Collections staff begins work on their order.
Payment can be made by check, credit card, or inter-departmental billing. Pre-payment may be required.
- Please make checks payable to “WashU Libraries”
- Credit card payments are accepted online via the Olin Library Online Payment Portal after receiving an invoice number for your order
Licensing & Publication
It may be necessary to obtain non-exclusive public permissions and rights from Special Collections if you plan to use images or other materials from the department in any type of publication or media production.
Depending on the nature of your proposed use, Special Collections may charge a fee. Generally, Special Collections will also provide you with a form or agreement to sign. For information about commercial and non-commercial use of materials, please contact us.
Licensing requests for materials where Special Collections is the copyright holder are considered on an individual basis. This includes material from the Film & Media Archive and other collections.
For licensing requests where Special Collections is the copyright holder, please contact us for more information.
For information about specific collections and their copyright status, please contact us.
If the materials are not in the public domain, and the library does not hold the copyright, you will need to contact the current copyright holder to request permission.
Special Collections does not hold rights to any material currently under copyright by a third party, including stock footage or images, in its collections. Special Collections staff can assist researchers with locating information about the copyright holder(s), but it is the patron’s responsibility to clear rights with the appropriate parties.
Contact Us
Please contact us to arrange your visit or with reference questions by email (spec@wumail.wustl.edu) or via telephone at (314) 935-5495; you may also reach us by text message at (314) 309-3411.
Donations
Special Collections is grateful for the support received through gifts and donations.
If you are interested in making a gift of material to Special Collections, please see the Donating to Special Collections page for additional details or contact Special Collections for more information.
Special Collection Locations
See the Maps & Directions page for additional details on WashU Libraries locations.
Special Collections is located on Level One of the John M. Olin Library.
If using GPS navigation, the closest parking garage is the Danforth University Center (DUC) Garage, located at 6475 Forsyth Ave., St. Louis, MO 63130.
The Dowd Illustration Research Archive (DIRA), Film & Media Archive, and Preservation Unit are located at West Campus. Please contact us with questions about collections in these areas.
Hours at West Campus are by appointment only. Please contact Special Collections to arrange your visit.