Special Collections and Archives

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. 



The reading room will be open by appointment only Monday to Friday between 10:00 AM and 4:00 PM. Check the library's hours for holiday and term closures. 


Special Collections and Archives is located inside the University Library  (Building 15). Our reading room is located inside the W.K. Kellogg Arabian Horse Library (room 1734) on the first floor, next to the Starbucks. 

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.  

Entrance to W.K. Kellogg Arabian Horse Library 
Entrance to W.K. Kellogg Arabian Horse Library

Planning Your Research Visit 

  • All researchers who wish to use Special Collections and Archives materials are advised to make a reservation a minimum of 48 hours prior to their desired research visit via the library's reservation system.  Any requests made less than 48 hours in advance may not be granted due to staffing levels or availability of the materials.  

  • Researchers must wait for approval of their reservation before coming to Special Collections and Archives. 

Day of Your Research Visit

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 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.

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

  • 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 use only.  


Scanning Fees

Scanning Fees

$10 set-up fee, including one image
$2 each additional image

Reproduction Fees

Books, Video Sales, Calendars, CD-ROMs

Books, Video Sales, Calendars, CD-ROMs
Number of  Copies Published Non Profit  For Profit Use
Fewer than 2,500 copies $15 per image $45 per image
2,500 - 4,999 $30 per image $65 per image
5,000 - 9,999 $40 per image $90 per image
10,000 - 24,999 $50 per image $150 per image
25,000 - 49,999 $60 per image $225 per image
50,000 or more copies Quoted upon request $250 (min per image)


Number of  Copies Published Non Profit  For Profit Use
Fewer than 5,000 copies $15 per image $35 per image
5,000 - 9,999 $25 per image $50 per image
10,000 - 49,000 $35 per image $100 per image
50,000 - 99,999 $40 per image $150 per image
1000,00 or more copies Quoted upon request $250 (min per image)

Broadcast Film or TV

Broadcast Film or TV
Number of  Copies Published Non Profit  For Profit Use
Local Only $35 per image $100 per image
National $125 per image $250 per image

Web Page

Web Page
Number of  Copies Published Non Profit  For Profit Use
$100 per image $250 per image

Advertising and Promotion

Advertising and Promotion
Number of  Copies Published Non Profit  For Profit Use
Local  $25 per image $50 per image
Regional  $50 per image $75 per image
National $75 per image $175 per image
International $175 per image $250 per image

Public Display

Public Display
Number of  Copies Published Non Profit  For Profit Use
11" X 14" or smaller $20 per image $50 per image
16" X 20" to 40" X 60" $40 per image $100 per image
Mural (larger than 40" X 60") $80 per image $200 per image

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 and the Credit Card Transaction Form (both require free Adobe PDF Reader.)