Sample Visiting Scholar Letter from Sponsoring Department

Visiting Scholar Letters

Please note: This letter is provided as a template to assist Urbana campus departments and visiting scholars in presenting the necessary information to obtain access to the Urbana campus library collection.

The actual letter, on departmental letterhead, containing the completed information indicated below, and signed by an authorized representative of the sponsoring department should be presented by the scholar to Central Access Services staff at the Main Stacks Circulation Desk on the second floor of the Main Library.

See the Courtesy Cards page for full instructions on how campus guests and visiting scholars can apply for a library courtesy card. Questions may be addressed to the Central Access Services circulation desk staff at or 217-333-8400.



To Whom It May Concern:

We understand that Visiting Scholars sponsored by an academic department may apply for a Courtesy Borrowing Card at the Main Stacks Circulation Desk by presenting a photo ID and a letter from their University of Illinois at Urbana-Champaign sponsoring academic department assuming financial responsibility for any library materials checked out by the card holder.

This is to notify you that [Visiting Scholar] is a guest of [department] from [start date] until [end date], and [Sponsoring Department] will assume financial responsibility for any library materials checked out to [Visiting Scholar].

We would appreciate your assistance in helping [Visiting Scholar] obtain courtesy borrowing privileges at the LH level which is the highest level of access available to visiting scholars. [Visiting Scholar] is aware of the courtesy card application process as indicated at the following link:

[Visiting Scholar] is also aware that a courtesy card type LH level provides access to the library collection on the Urbana campus as well as access to the Main Stacks. [Visiting Scholar] agrees to adhere to all library policies.



[Sponsor’s telephone number]

[Sponsoring department’s address]