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Access to collections

Archival materials and rare books do not circulate and must be consulted in-person in the Special Collections Reading Room, located at the Vanier Library on the Loyola Campus (VL-121). Please consult our opening hours and contact us via phone (514-848-2424 ext. 7762) or e-mail (spec-coll@concordia.ca) to make an appointment.

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Viewing materials

  • Special Collections material may not be removed from the Reading Room.
  • Bring only what you need to take notes into the Reading Room. Leave coats, bags, and other similar items in the lockers provided.
  • No food or drink is permitted in the Reading Room.
  • Pencils or laptops may be used when viewing material. No pens of any kind may be used in the Reading Room.
  • Consult only one box of materials at a time.
  • Remove only one folder from a box at a time.
  • Retain the existing order of the materials in the folder. Do not reorganize or reclassify archival materials.
  • Do not mark pages with sticky notes. Use the flags provided.
  • Do not dirty or annotate documents.
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Handling of archival documents and rare books

  • Handle all materials with care.
  • Handle the enclosure or the container instead of the document.
  • Do not lean on documents, books, enclosures, or boxes.
  • Do not place your note pad or electronic equipment on top of collection materials.
  • Support fragile bindings by using book-rests.
  • Replace documents you are not using into file folders and boxes.
  • Realign papers manually before returning the file folder to a box.
  • Use lint-free gloves while consulting photographic materials and fragile documents.
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  • Reproduction of Special Collections materials is allowed for personal or scholarly use. Researchers are responsible for securing copyright clearance for publication or commercial purposes.
  • Permission to reproduce collection items does not free users from obtaining permission from copyright owners if the material is not in the public domain.
  • Photocopying and scanning is done by staff within the limitations of the Canadian Copyright Act. Charges will apply.
  • Materials subject to copyright or donor restrictions may not be reproduced. Fragile materials are not available for reproduction.
  • Personal photography is permitted for scholarly or personal use only. Permission to photograph is dependent on the condition of the item, copyright, and donor agreements. Personal photography must always be done within the limitations of the Canadian Copyright Act
  • Flash photography is not permitted.
  • Tripods, lighting, and other equipment may not be used in the Reading Room.
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Reproduction requests

The following charges will apply for reproductions of Special Collections materials.

Printing and photocopy fees

Format Black and white Colour
8.5 x 11 $ 0.10 $ 0.25
8.5 x 14 $ 0.10 $ 0.25
11 x 17 $ 0.20 $ 0.50

Prices listed above are per copy.

Scanning fees

Format 0-50 images 51-100 images 101+ images
Low resolution
300 dpi or lower,
format: .jpg
$ 10 / image $ 7.50 / image $ 5 / image
High resolution
600 dpi and higher,
format: .jpg, .tiff, .png
$ 15 / image $ 11.50 / image $ 7.50 / image

Prices mentioned above are per image or per document page.

User fees

Use Price
Scholarly publication and exhibition Scanning fees only
Commercial publication (book, magazine) Scanning fees + $ 15 / image
Audiovisual use, film production
and other commercial use
Scanning fees + $ 50 / image

An image use agreement must be signed.

Other fees

Use Price
Reproduction of audiovisual documents
(film or sound recording)
$ 1 / minute*
CD or DVD $ 1 each
Shipping fees $ 1 / envelope + Canada Post shipping fees

*An image use agreement must be signed.

Methods of payment

  • Cash
  • Cheque payable to Concordia University

Processing time

  • Special Collections is committed to processing your order within 5 business days. A staff member will be in contact if there is any additional delay.

Additional information

  • All copying is done by Special Collections staff within the limitations of the Copyright Act.
  • Prices in Canadian dollar (CAD).
  • Prices are subject to change.
  • Copies are limited to 30 per visit to a maximum of 100 per month.
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Material in Special Collection is subject to the Canadian Copyright Act. Please see the Copyright Guide.

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page last updated on: Thursday 14 September 2017
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