Sample Visitor Letter from Sponsoring Department

At this time, patrons do not have access to the Main Stacks. Library staff will be happy to retrieve items from the Main Stacks for patrons. Please contact Central Access Services at circlib@library.illinois.edu if you have questions.

Visitor Letters

Please note: This letter serves as a template to assist Urbana campus departments and visitors that they host in presenting the necessary information to obtain access to the Urbana campus library collection. If the department has arranged for a zero percent appointment for this person, they should be eligible for an i-card and do not need to apply for a courtesy card.

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 visitor to Central Access Services staff at the Circulation Desk on the second floor of the Main Library. Alternatively, the letter can be emailed to circlib@library.illinois.edu.

See the Courtesy Cards page for full instructions on how campus visitors can apply for a library courtesy card. Questions may be addressed to the Central Access Services circulation desk staff at circlib@library.illinois.edu or 217-333-8400.

Letter Template

[Date]

To Whom It May Concern:

We understand that visitors to academic departments 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 inform you that [visitor] is a guest of [department] from [start date] until [end date], and [Sponsoring Department] assumes financial responsibility for any library materials checked out to [visitor].

We would appreciate your assistance in helping [visitor] obtain courtesy borrowing privileges. [Visitor] is aware of the courtesy card application process as indicated at the following link:

https://www.library.illinois.edu/borrowing/courtesy-cards/

[Visitor] is also aware that they have access to most regular circulating items in Urbana campus library collections. Courtesy cards do not permit borrowing from some special collections, I-Share, or Interlibrary Loan. [Visitor] agrees to adhere to all library policies.

Sincerely,

[Sponsor]

[Sponsor’s telephone number]

[Sponsoring department’s address]