Special Collections and University Archives Access and Reproduction Policy
The policies listed here are intended to provide researchers with the fullest access possible to the collections in Special Collections and University Archives while maintaining the physical and intellectual integrity of the materials.
Researchers may use Colgate's Library Catalog (online catalog) to identify and locate items in Special Collections and University Archives. Please be aware that many collections in the University Archives are not yet cataloged in the library catalog. Please contact department staff if you need assistance in discovering materials.
Head of Special Collections & University Archivist
The Department is generally open weekdays between 1 p.m. and 5 p.m. and select evenings during the semester. During the summer and break periods, access to Special Collections and University Archives is by appointment and may be limited. Researchers, especially those from out-of-town, are encouraged to contact Special Collections and University Archives to make an appointment before visiting to ensure staff availability. It is recommended that researchers inform department staff of their research topic in advance of their visit. Please be advised that the reading room can be somewhat cold.
Use of the Collections
The Special Collections and University Archives is open to the Colgate community and the general public. Materials from the collections do not circulate and must be used in the department's reading room. Some materials may have limitations on their use due to fragility. Some collections may be restricted due to University policy, state or federal laws, or donor-implemented restrictions. Some collections may be restricted to protect the privacy of others.
- All researchers must sign-in upon arrival, fill out a registration form, and present a valid photo ID.
- Personal belongings (including notebooks, binders, bags, purses, etc.) are not allowed in the reading room and must be stowed prior to using materials.
- The Department staff will provide paper for note taking.
- Staff reserve the right to inspect any materials brought into or taken out of the reading room.
- Researchers should return materials to the front desk when finished or at closing time.
- Items can be kept on hold for up to one week from last date of use. Please discuss hold designations with department staff.
Physical Protection of Materials
All collections of unique materials require special handling. The user is responsible for the appropriate handling of all materials made available for use.
- Eating, drinking, and smoking are not permitted within the Special Collections area.
- Only pencils or laptop computers can be used with department materials. No pens are permitted.
- Acid-free "flags" are available to mark pages for photocopying.
- Materials may not be leaned on, written on, folded, traced, or handled in any way which might result in damage.
- Researchers may use one box or volume at a time.
- When using a box of materials, please remove only one folder at a time. Use an Out-card to mark the place of the folder. During use, folders must be kept flat on the table.
- Researchers must keep papers in their respective folders and maintain the order of those papers within the folder. Please notify Special Collections staff if files or items within a file are missing or damaged.
- Books must be used on the table, properly supported by book mounts.
- Certain materials, such as photographs and vellum, require that the user wear gloves when handling them.
Use of materials from Special Collections and University Archives must conform to current copyright laws. Users assume full responsibility for any legal questions that may arise as the result of their use of materials in the collections. For more information, see the Colgate University Libraries' information page on copyright.
Digital Camera Policy
Researchers may use a digital camera to take images of materials for personal study only. This use must adhere to all collection restrictions. The use of a flash is not permitted and all audible sounds must be turned off. Materials must be handled in accordance with all handling rules stated above. Patrons are responsible for recording citation information for the materials. No collection or volume may be imaged in its entirety. Images may not be deposited or transferred to another archives, library or other institution without permission. Personal scanners are not permitted.
Reproduction requests are granted at the discretion of Special Collections staff and are completed by Special Collections staff. Reproductions may not be transferred to or deposited with another archives, library or other institution without the written permission of Special Collections staff.
Single photocopies of an item can be made for a researcher's personal use as long as the process will not damage the original or infringe on copyright. Photocopying is generally not provided for rare books, photographic materials, fragile items or certain oversized newspapers.
|Colgate Students, Faculty, and Staff||10 pages per week - no charge|
|Non-Colgate Users||More than 7 pages, 20 cents per page|
$20 fee for international mailings
Due to staffing limitations, staff may not be able to complete photocopy orders immediately. Most orders will be completed within 3 business days. Large photocopying requests will be subject to additional fees in addition to the normal copy rates.
Digital reproduction requests
Single reproductions of an item can be made for a researcher's personal use as long as the process will not damage the original or infringe on copyright. At this time, we are not able to scan oversize items or bound materials. Please allow 1-2 weeks for your order to be completed.
|Colgate Students, Faculty, and Staff - for university-sponsored projects||No charge|
|Non-Colgate Users and Colgate Users for personal use||$5 per image - photographs and high quality scans
.50 cents per image for research quality pdfs
Permission to Publish
Researchers wanting to publish materials from Special Collections and University Archives must obtain the appropriate permissions. For rare book and manuscript materials, even though the Department owns the physical item, the Department does not necessarily own copyright and therefore cannot grant or deny permission to publish. The researcher is responsible for determining copyright status, for satisfying all copyright requirements and for obtaining permissions from the author or anyone else who holds copyright or other publication rights. In order to help the department better serve researchers, or if you require a publication quality image, please notify Special Collections staff in advance if you intend to publish an item from our collections.
Copyright for records produced by Colgate University during the course of business is held by Colgate University. Permission to publish records of Colgate University must be requested by contacting Special Collections and University Archives.
Researchers must cite accurately and completely the location and description of manuscript and archival materials referred to or quoted in works (published or unpublished), according to the following format, "[Title of Work or Collection Name], Special Collections and University Archives, Colgate University Libraries." Researchers are encouraged to provide a free copy of any publication in which Special Collections and University Archives material is referred to or quoted.
Confidentiality of Research
Information about researchers' work in Special Collections and University Archives, including their topics and any materials used, will be kept strictly confidential.