Policies

Including Information on Eligible Users and Restrictions on Use

General Information

Unless otherwise specified, materials held by University Archives and Special Collections are available for use by members of the university community and other interested parties according to the established mission and policies of the University Library.

Before beginning research, everyone is required to register and a Research Form must be completed if the researcher is using manuscript or archival collections. Collections are used under specific restrictions and may not be removed from the Reading Room area or borrowed from the collections. Permission may be granted to obtain photographic or digital copies of items in the collections. A fee is charged for this service and the copying is performed by the staff.

The University Archives and Special Collections Reading Room is reserved for the use of persons using materials housed within the Unit.

Reading Room Rules

Care must be exercised at all times when handling materials. Only pencils may be used when taking notes in the reading room.  Pencils and scrap paper are provided for Reading Room use if needed.

No food, eating, smoking or vaping is allowed in the Reading Room.  Closed containers of beverages may be allowed at the discretion of the room manager and always away from the materials.

Researchers must:

  • Fill out guest register and appropriate request cards to use materials.
  • Use only pencil for note taking in proximity to the research materials. There are pencils on each research table. notepaper is available upon request.
  • Be responsible for securing appropriate permissions under copyright law as it pertains to their project(s).

Researchers may be asked:

  • For a valid proof of identification
  • To check in all personal materials

Researchers may be allowed:

  • to take digital photographs with personal cameras
  • to scan documents with personal equipment
  • to trace patterns using a mylar intermediary layer

UASC does provide photocopying and scanning of material as a fee-based service. See Copy Policy.

Copyright and Publication

Permission to examine and/ or obtain a copy of any materials in University Archives & Special Collections (including University Archives) does not convey the right to publish. Your rights and obligations with respect to the reproduction by photocopy, or other means of copyrighted material, is governed by Title 17 of the United States Code. Researchers must be aware of copyright and must assume full responsibility for clearing reproduction rights and for any infringement of copyright law. The Library will be held blameless for the infringement of copyright or of publication rights by others due to deliberate or negligent misuse of the permission granted to examine or copy materials in University Archives & Special Collections.

University Archives & Special Collections can only grant permission to publish texts or images for which the University of Rhode Island is the copyright holder. We reserve the right to assess a use fee when granting permission to publish from the collection. The fee assessed will depend upon the purpose or use of the item to be published. Commercial fees are normally higher than general research publication fees. In giving permission to publish, the University Library does not surrender its own right thereafter to publish the material or to grant permission to others to publish it.

PUBLICATION

Materials subsequently used in a publication or exhibition must carry a credit line.

  • Minimally, captions should include the following:
    • “Courtesy of the University of Rhode Island, University Archives” (for materials from the University Archives), or
    • “Courtesy of the University of Rhode Island, Special Collections.” (for non-university materials)
  • Fuller citations including collection name are strongly preferred.

The publishing party will supply University Archives & Special Collections with two copies of the book, periodical, or any other work in which a photograph or image is published or in which substantial information or material from the Unit is cited.

Copy Policy

Special Collections and Archives will copy paper records, images, and photographs from its collections with the understanding that such copies are intended for personal use by the requester.  No copying will be done in violation of copyright law or donor restrictions.

Special Collections at the University of Rhode Island Library will determine the best means of reproduction and advise the requestor how the copying will be processed. 

The reproduced photocopy, print, or scan must not be further reproduced.

Supplying a copy is not an authorization to publish.

There will be a limit of 100 pages per project. There is a 30 page copy limit on copyrighted material.

All materials will be copied or scanned by a staff member. Material in University Archives and Special Collections does not circulate and therefore may not be taken out of the Unit for copying.

We will not copy or scan fragile or brittle material or material in which duplication might cause damage to the original. Oversized items may not copied if larger than 11 inches by 17 inches or scanned if larger than 8 inches by 12 inches.

The University Archives and Special Collections Unit reserves the right to reject any request for photocopying or scanning which would place an undue burden on the resources and staff of the Unit.

Schedule of Fees

RESEARCH FEE

A fee of $15.00 per hour after the first 1/2 hour will be incurred for researchers requesting remote research.

COPY FEES

Paper Copy
– published material .15 per page
– manuscript and archival records .30, plus $6.00/hr fee after first 30 pages
– plus relevant shipping fees

Scanning
– retrieval and scanning $15
– per image $3.00


Audio/Visual Material

Reproduction is performed at a commercial firm. All fees charged are based upon the normal rates established by the commercial firm contracted for such services.

There is a flat $15.00 service fee.


COMMERCIAL USE OF IMAGES IN PUBLICATION

Books, CD-Roms, Videotapes (per image)

  • Scholarly and non-profit publishers – $0.00
  • 1-5,000 copies – $25.00
  • 5,001 -10,000 copies – $50.00
  • 10,001-25,000 copies – $100.00
  • Over 25,000 copies – $250.00
  • For use on book jacket or cover – $250.00

Magazines and Other Periodicals (per image)

  • Scholarly and non-profit publishers – $0.00
  • Under 50,000 circulation – $50.00
  • 50,001-100,000 – $100.00
  • Over 100,000 circulation – $250.00

Miscellaneous (per image)

  • Display in commercial offices, stores, restaurants – $250.00
  • Book jacket – $250.00
  • Motion picture, Television, commercial – $250.00
  • Motion picture, Television, scholarly and non-profit – $0.00
  • Advertising – $250.00
  • Web pages (1 year use) – $250.00

Multiple image fees (per image)

Requests to use more than one image are discounted at the following rate:

number of images — $25/image — $50/image — $100/image — $250/image
1-15 — $25 — $50 — $100 — $250
15-25 — $20 — $35 –$70 — $175
26-35 — $18 — $30 — $60 –$150
over 35 — $15 — $25 — $50 –$125

Materials Acceptance Policy

University Archives and Special Collections accepts materials for the collections at the discretion of its Director in compliance with the University Libraries’ Policy on Gift Book Donations.

Policy Regarding Accepting Materials into the University Archives

In the absence of a Records Manager, the decision to preserve the records for administrative, legal and fiscal purposes is the responsibility of the university’s permanent officers and administrators in consultation with the University Archivist. Note: At present, the Director is de facto University Archivist and may delegate this responsibility to relevant unit staff.

The decision to collect and preserve records of historical value is the responsibility of the University Archivist.  The purpose of collecting such records is to document the development and growth of the university its functions of teaching and research its role in the community at large the activities of its faculty, students, staff and alumni and the development of its grounds.  Priority is given to those records that reflect the activities of University officers and committees which formulate or approve university policy as well as faculty and administrative involvement in these activities.

Policy Regarding Accepting Gift Materials from Donors

Special Collections will adhere to the Libraries’ Gift Policy.

All gift materials of published or manuscript material will be examined by the Director (or delegate) for suitability in any of the Unit’s core collecting areas.

Gift materials are given to Special Collections with the proviso that the donor be acknowledged and the following stipulations are articulated to the donor:

The University of Rhode Island Libraries’ University Archives and Special Collections welcomes gifts, but accepts them with the understanding that it has the right to handle or dispose of them in the best interest of the institution. Materials may be added to the library provided it is within our standards of selection. Once given to the library material(s) cannot be returned to donors, unless prior stipulations are made.

Determining the tax-deductibility of a gift, is the donor’s responsibility.  University of Rhode Island Library University Library and Special Collections cannot provide appraisals or suggested value, but would be glad to provide names of qualified appraisers at donor’s request.

An Advisory Board (ad hoc) may be established to consult with the Director to consult on the suitably of materials proposed for donation to or inclusion in Special Collections.