About Special Collections & Archives

Special Collections & Archives (SCA) acquires and makes available rare and distinctive collections that support research, teaching and learning at the University of Waterloo. We support researchers to gain an understanding of the past, present and future. Groups SCA staff work with include: 

• students
• faculty
• staff
• alumni and retirees
• post-doctoral and visiting scholars
• members of the public

We are committed to creating a safe and welcoming experience for anyone who uses our reading room or accesses material online. 

We are experienced and professional research partners

SCA staff are knowledgeable, professional partners who can assist with instruction on primary source research, locating records of interest, and supporting the interpretation and use of historical records. 

We ensure standards of care are followed

SCA is responsible for ensuring that our rare and distinctive collections are properly cared for and preserved for future consultations. We will work to familiarize visitors with handling procedures to minimize wear and damage. We may also restrict access to materials that are too fragile to handle and will work to provide alternative means of access, where and when possible.  

Some of our records include personal or sensitive information. SCA is also subject to legal and ethical standards for protecting the privacy of our students, donors, faculty and staff, and third parties documented in our collections. While we strive to provide the broadest possible access to our collections, the use of some records may be limited or prohibited. 

We make collections accessible in accordance with international principles and codes of ethics

A commitment to access drives our decision making, from what collections we acquire, the language we use to describe them, and the work we do to steward them over time. We also make thoughtful decisions about when and how to digitize materials, how they are presented online, and how we invest in their preservation. 

• Offer rare and distinctive resources to communities both within and outside the University of Waterloo, including students, faculty, staff, and the public​
• Provide outstanding research support as part of our reference and consultation services​
• Support and develop innovative teaching and learning across campus and for all disciplines​
• Build and steward our collections in alignment with the research and educational priorities of the University

Teaching and learning support 

SCA supports teaching and learning across all disciplines through engagements with primary sources and rare books. This might include:

• Hosting classes in the reading room and offering tours of the facility
• Visiting classrooms to provide an overview of our services or highlight collections relevant to course themes
• Working with curriculum designers and teaching faculty to co-design curriculum and creatively incorporate archival materials in the classroom.
• Staff workshops tailored to a unit's learning goals and strategic priorities.

Digitization

Upon request, staff digitize archival records to support personal and scholarly research. Items are scanned in a manner that most accurately reflects their current condition. Photo editing including photo cropping, lightening or darkening is not included. 

Scans are typically provided within two weeks from the date of request; timelines vary for larger scanning projects. 

Patrons are required to submit a Request for Reproduction form to initiate a scanning request. See How to request an image for more detailed instructions.

Self-serve digitization

Researchers are welcome to use the department's book2net self-serve kiosk, digital cameras or other personal devices to make copies of material from Special Collections & Archives for research and private study purposes.

Self-serve digitization is permitted at the discretion of SCA staff and in accordance with the following guidelines:

• Photographs must be for the purpose of research or private study only.
• Researchers must complete a Request for Reproduction form.
• The use of flash or audio recording tools is prohibited.
• Material must be handled properly and with care.
• Photographing staff or other researchers is prohibited.
• Researchers are responsible for keeping complete citations for all material photographed.

Restrictions may apply due to the physical condition of the material, associated copyright law, or donor restrictions.