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Louisiana Room Policies & Procedures
Additional policies and procedures exist that might be applicable.
Location: Room 314 (Jefferson Caffery Reading Room)


Hours of Operation
The Louisiana Room is a division of the Special Collections Department of the Edith Garland Dupré Library at the University of Louisiana at Lafayette. The Louisiana Room Librarian reports to the Assistant Dean for Special Collection Servicess.
Description of the Collection
The Louisiana Room houses the Library's collection of materials relating to Louisiana. All subject areas are included: history, politics and government, business and industry, agriculture, education, arts and literature, to name a few. Formats include monographs, serials, government documents, maps, microforms, pamphlets and ephemera.
With the exception of the Reference, Genealogy and Law collections, Louisiana Room materials are housed in the stacks room which is not open for public browsing. Materials must be retrieved by a staff member and must be signed out for consultation in the Reading Room. All cataloged holdings of the Louisiana Room may be identified through the Library's online catalog, accessible through computers located in the Reading Room and throughout the Library.
Three collections are available on open-access shelving in the Reading Room: a ready reference collection, the Genealogy Collection and the Louisiana Law Collection. The ready reference collection consists of materials frequently consulted to answer brief, factual reference questions, and materials such as indexes which facilitate access to information in other sources.
The Genealogy Collection includes monographs and serials whose primary use is for genealogical research. Other resources such as microforms, ephemera and unpublished manuscripts can be identified through the online catalog. A guide, Genealogical Research: Guide a Selected Bibliography, is available to introduce researchers to this collection and to the variety of materials available.
A collection of Louisiana legal materials is also shelved in the Reading Room. This collection includes statutes, regulations, court reports, digests and law reviews. A Bibliography of Legal Resources is available to help patrons locate legal materials in the Louisiana Room and elsewhere in the Library.
The reference, genealogy and law collections have open access, for the convience of patrons and staff. However, these materials must be used in the Reading Room, and cannot be taken to another part of the Library without being signed out.
Uncataloged holdings of the Louisiana Room include the vertical file of pamphlets and newspaper clippings, the Louisiana state documents collection and the map collection. The vertical file contains newspaper clippings, pamphlets and ephemera concerning people, places and events of state and local interest. Materials are grouped by subject, and a card file of subject headings is available at the Louisiana Room reference desk.
Dupré Library is a complete depository for publications of Louisiana state government agencies, and these materials are housed in the Louisiana Room. Most items held to be of interest to researchers are cataloged and shelved in the Louisiana Room stacks. Other items are organized by Louisiana Document number. All Louisiana documents may be identified through shipping lists and bibliographies prepared by the Recorder of Documents.
The Louisiana map collection contains over 25,000 state and local maps, both current and historical. The majority of these maps are not cataloged; however, a separate Guide to the Louisiana Map Collection is available in the Louisiana Room to facilitate retrieval and use.
The Louisiana Room also houses the Library's collection of phonograph records by Louisiana artists not included in the Cajun and Creole Music Collection. A turntable is available in the Reading Room for listening to these recordings.
Collection Development
The Louisiana Room attempts to acquire all types of materials relating to Louisiana, including books, periodicals, maps, microforms, government publications, vertical file materials, computer disks, and audio and video recordings. While funds are insufficient to purchase everything published on Louisiana, the Louisiana Room librarian attempts to select materials on a wide range of topics to build a balanced collection, focusing on the Acadiana region of Louisiana and concentrating on the subjects taught at the University.
The Library attempts to collect all published books pertaining to Louisiana. Books which are expected to be in general demand are duplicated in the main library stacks; however, when only one copy of a book pertinent to Louisiana is owned by the Library, it is placed in the Louisiana Room collection.
Reference Service
The Louisiana Room staff provides assistance to all patrons in meeting their information needs about the state, and also provides reference services for patrons using the University Archives and Acadiana Manuscripts Collection, and the Rare Books Collection. Staff members retrieve materials from the closed stacks, help patrons use the online catalog, and suggest indexes, subject headings and search strategies to locate information on a particular subject. Staff members also answer brief, factual queries by mail, email or over the telephone; however, the Louisiana Room does not have the personnel to answer detailed reference questions or to undertake extensive research projects for patrons. Genealogists are usually referred to the Lafayette Genealogical Society for assistance with their research.
Collection Access
The Louisiana Room collection is available to University students, faculty and staff, and to members of the general public. All interested persons are encouraged to make full use of collection resources. Patrons are required to present a valid University identification card or driver's license to use materials in the Reading Room. The identification card is held until the materials are returned.
The Louisiana Room stacks are closed to the public, with the exception of the open-stack Reference, Genealogy and Law collections, located in the Reading Room. Direct access to the closed stack area is limited to Library staff members and the personnel of the Center for Louisiana Studies. All other patrons must have materials retrieved for them by a member of the Louisiana Room staff.
Louisiana Room materials are non-circulating. All items must be used in the Reading Room, and may not be taken to another part of the Library for consultation. Microfilm and microfiche readers, and machines for playing videotapes, compact disks, DVDs, phonograph recordings and audiotapes are also available in the Reading Room for use with microforms and audiovisual materials.
Occasionally, brief loans are granted at the Librarian's discretion, to University faculty, administrators, staff or students who are working on research projects and who need to consult Louisiana Room materials outside of the Room's hours of opening or outside the building. Loans are normally made for a period of three days or less. Patrons may also be allowed to borrow materials for an hour or two for copying, if acceptable copies cannot be made on the Library's equipment. All borrowers must read and complete a departmental loan agreement, which is submitted to the Circulation Department upon leaving the building and then returned to the Louisiana Room for filing. Borrowers must return circulated materials to the Louisiana Room by the date specified on the loan agreement form; borrowers are responsible for any loss or damage incurred.
Interlibrary Loan
As non-circulating items, Louisiana Room materials are not available through interlibrary loan. Photocopying and reproduction are permissible, in keeping with the guidelines below.
Photocopying of Louisiana Room materials is generally permitted, provided such action is in keeping with federal copyright regulations and poses no threat of physical damage to the material. Rare books and oversized materials may not be copied without the permission of the Louisiana Room Librarian or the Archivist. Patrons are normally allowed to duplicate materials for themselves at the self-service copier located in the Reading Room, at a cost of $.07 per copy. Copies can also be made for patrons on the auditron copier in the first floor copy center at a cost of $.10 each. University staff members wishing to use their departmental auditrons must use the copier on first floor.
Also available in the Reading Room is a flatbed digital scanner. Images can be saved to a memory stick or emailed. There is no charge for using this equipment.
Paper prints from microfilm or microfiche may be made on the self-service reader-printer in the Reading Room, at no charge.
Microforms may be duplicated (film-to-film, film-to-fiche or fiche-to-fiche) by the Archives Assistant as her schedule permits. Cost and time estimates should be obtained before making requests for duplication. Patrons are responsible for copyright compliance.
Patrons are expected to behave appropriately in the Louisiana Room, using materials and equipment properly, and respecting the rights of others. Food, drink and tobacco of any kind are forbidden, and cell phones must be turned off. Conversations must be limited, to avoid disturbing other researchers in the room. The computer is to be used for research purposes only, searching the online catalog, databases and appropriate web sites.
Jean S. Kiesel, Louisiana Room Librarian
Carole Massey, Louisana Room Assistant
Telephone: (337) 482-6031
E-Mail: larm@louisiana.edu
Postal Address: P.O. Box 40199, Lafayette LA 70504-0199
revised 04/18/11

Document last revised Tuesday, February 18, 2014 2:46 PM

Copyright 2003 by the University of Louisiana at Lafayette
Edith Garland Dupré Library, PO Box 40199, Lafayette LA 70504
Circulation Desk: 337/482-6025 · Reference Desk: 337/482-6030
Location: 400 E Saint Mary Blvd · E-Mail: bturner@louisiana.edu
Louisiana Room E-Mail: larm@louisiana.edu