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Non-Stanford Users > Institutional Privileges

Persons employed by or representing a profit or non-profit institution may use the Stanford University Libraries within guidelines established to ensure that the primary purpose of the Libraries (to serve the academic and research needs of the faculty, students and staff of Stanford University) is fulfilled.

The Stanford University Libraries consists of the Cecil H. Green Library (the central research collections in the humanities and social sciences), the Stanford Auxiliary Library, the Hopkins Marine Station Library, and ten research branch libraries: Art and Architecture, Branner Earth Sciences and Map Collections, Cubberley Education, East Asia Library, Music, Engineering, Falconer Biology, Mathematical and Computer Sciences, Music, Physics, Swain Chemistry and Chemical Engineering.

In addition to these libraries, there are five individually administered Coordinate Libraries: Hoover Institution Library on War, Revolution and Peace, Robert Crown Law Library, J. Hugh Jackson Library of Business, Lane Medical Library, and the library of the Stanford Linear Accelerator Center. Library privileges described in this brochure do not apply to the Coordinate Libraries. Each of these libraries should be contacted directly for information regarding the use of their collections.

Courtesy Use

Employees or representatives of institutions may use the collections of the Cecil H. Green Library and Auxiliary Library free of charge for a total of seven days in a twelve-month period. These seven days may be used consecutively or spaced, as desired, throughout the twelve months. This courtesy use privilege allows on-site use of the collections in these two libraries and access to the University Libraries’ catalog and reference collections. With the exceptions of the Art and Architecture Library and the Music Library, on-site use of materials in the branches is available without presentation of any library card.

The Institutional Library Card

The Stanford University Libraries Institutional Library Card may be purchased for an annual fee. This card allows access to the collections in the Cecil H. Green Library and the Auxiliary Library. An institution may purchase as many cards as it needs. If it is necessary to borrow materials from the Green Library, the Auxiliary Library, or the research branches (except the Art & Architecture Library), borrowing coupons must be purchased.

Coupons are available in booklets of ten for $80.00 to for-profit institutions, and $50.00 to non-profit institutions. Each borrowing or renewal transaction requires the presentation of a valid Institutional Card and one coupon per item. Coupons must be filled out and signed in advance by the institutional representative. Material borrowed may not be loaned to another institution or individual.

Application Procedures

Application must be made in person at the Privileges Desk, Cecil H. Green Library. At the time of application, the representative (usually the institution’s librarian) must provide a letter from an appropriate person in the institution authorizing the representative to purchase and administer the card. Provision of a list of potential users of the card is desirable. Before a card and/or coupons will be issued, application procedures must be completed and fees paid in full by cash or a check drawn on the purchasing institution’s account (made payable to “Stanford University Libraries”) for the amount of purchase. Credit cards and bankcards cannot be accepted for payment. Cards are issued in the name of the organization and may be used by its authorized employees. The institutional representative is responsible for maintaining accurate records of who has used the card, when it was used, what library materials are charged out on the card, and which employee(s) has those materials. The institution is also responsible for providing the Privileges Office with the correct name, address, phone, and email address of the current institutional contact person.

Please note that library cards will not, under any circumstance, be mailed, but must be purchased in person by the designated institutional representative. Borrowing coupons may be purchased by mail, or in person, by institutions holding a valid Institutional Card.

Institutional Library Card holders are responsible for complying with all Stanford University Libraries’ regulations, and for all fines and fees incurred. The Libraries reserve the right to deny use to individuals or institutions that abuse library privileges or in any way infringe upon the priority rights of Stanford’s faculty, staff, or students. Library privileges may be revoked at any time.

Borrowing Limits

Institutional Library Card holders are limited to a total of 25 library materials charged out on their record. This limit applies only to SULAIR items and does not affect any limits at the Coordinate Libraries (Business, Hoover Institution, Law, Medical).

Excluded Services

Institutional Library Card holders may not use the following: reserve collections, computers that require a SUNet ID, computerized literature search service, interlibrary loan services, and databases whose use is restricted to Stanford faculty, students, and staff. Availability of reference services varies by library and may be limited. Policies on the use of closed stack collections, lockers, and carrels may vary. Please consult with the individual libraries for their policies on use.

Lost Cards

Loss of an Institutional Library Card should be reported immediately to the Privileges Desk, Cecil H. Green Library. After paying a $5.00 replacement fee, a new card will be issued for the balance of time remaining on the previously issued twelve-month card. If a lost card is found, that should also be reported to the Privileges Desk so that the duplicate card can be withdrawn and a refund of the replacement fee issued in accordance with the established regulations.

Contact Information:

Privileges Office, Green Library
Stanford, California 94305-6063
Hours: staffed during loan desk hours
Phone: (650) 723-1492
E-mail: sul-privileges@stanford.edu
Fax: (650) 723-3992

Last modified: October 29, 2009