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University at Buffalo Libraries

Special Collections

Policies

We ask for your understanding of the policies that balance the need for access with the long-term preservation of the collections, and appreciate your cooperation.


Planning Your Visit

Special Collections is open to the members of the UB community, visiting scholars and the general public. All materials are housed in environmentally controlled and secure stack areas on and off site, and are made available for use in the Special Collections Reading Room.

All collections are non-circulating and are retrieved for researchers upon request. Some materials are located off site; please contact staff ahead of your visit to arrange delivery.

We also encourage you to explore the appropriate Finding Aid or Libraries' Catalog to become familiar with any collection you want to access before your visit.


Using the Reading Room

What to bring

  • Your laptop; we have free Wi-Fi (wireless internet) and electrical outlets at every table
  • Current photo identification (e.g. driver's license, campus ID, passport)

What not to bring

Due to the uniqueness of the collection, we ask that that you do not bring:

  • Food or drink
  • Pens, though you may use our pencils and paper for taking notes
  • Scanners, tripods or video equipment

Requesting and Using Materials

  • Requests to view unprocessed or off-site materials require advanced notice; contact us with your request at least 10 working days prior to your visit
  • Materials should not be written upon, marked or altered in any way
  • Submit request form to Reading Room staff and they will retrieve the materials for you; we do not allow visitors to retrieve materials on their own
  • One manuscript box or one folder of photograph files is permitted per table
  • All documents must remain in folders in their original order at all times; pull only one folder at a time from the manuscript box
  • Media equipment is available for viewing or listening to DVDs, CDs, VHS, and audio cassette

Other things to know

  • Phones need to be silenced
  • All researchers must alert Special Collections staff when leaving the reading room, and must return all requested materials
  • Researchers may be asked to submit for inspection any briefcase, laptop case, or any other parcel, book, notebook, or other personal property before leaving the premises
  • Some extremely fragile or unprocessed items may have access restrictions; other items may be inaccessible per the donor’s request

Reproductions & Permissions

Photocopying, Scanning and the Use of Digital Cameras

Photocopying and Scanning

Photocopies or scans will be made for a fee if Special Collections staff determines this will not harm the material. A permission form must be completed before a photocopy or scanning request is completed.

  • Extensive photocopying may be mailed to the researcher
  • State or federal law may not permit the reproduction of some material
  • Photocopies and scans are made solely for the convenience of the researcher; they cannot be reproduced or transferred to any other person or institution without the prior permission of Special Collections staff

Use of Digital Cameras

There is a charge of $10 per day to take photographs for personal use of Special Collections material in the Reading Room.

The use of digital cameras, cell phones or tablets to photograph a limited amount of material is permissible if prior arrangements have been made with Special Collections staff. Flash is prohibited. A permission form must be completed before taking any photographs.

Reproduction Request Forms: Personal Use

Reproduction Request Forms: Publication and Commercial Use


Fee Schedule (December 2012)


Photocopies
Plain paper: $0.25 each
Manuscript paper*: $1.00 each

Photocopying will be done at 100% up to 11 x 17 inches unless either the patron requests otherwise, or the size of the requested material necessitates reduction. A surcharge of $5.00 will be assessed for orders of 25 pages or more. Allow 3-5 business days to process large orders.

*Manuscripts will be copied onto copyright-watermarked paper.


CD copies of sound recordings
$25.00 per CD
Scanned images
300 dpi, sent electronically as jpeg files
Add $10 for tiff files sent on CD

Personal use:
$10.00 each
Commercial Publication:
$120.00 each

Postage fee
Minimum charge of $2.50 plus postage due with every order mailed via US Mail    
Payment
Payment may be made in cash, or if the request is from a remote location, by check or credit card. Checks should be made out to: University at Buffalo Foundation.

Preferred Citations

The Poetry Collection

[Description and date of item], [Box/folder number], [Collection number], [Collection name], [Collection dates], The Poetry Collection of the University Libraries, University at Buffalo, The State University of New York.

Rare & Special Books:

[Description and date of item], [Box/folder number], [Collection number], [Collection name], [Collection dates], Rare & Special Books, University at Buffalo, The State University of New York.


University Archives

[Description and date of item], [Box/folder number], [Collection number], [Collection name], [Collection dates], University Archives, University at Buffalo, The State University of New York.


The Poetry Collection:

Copyright of papers in the collection may be held by their authors, or the authors’ heirs or assigns. Researchers must obtain the written permission of the holder(s) of copyright and the Poetry Collection before requesting photocopies and/or publishing quotations from materials in the collection. Once permission is obtained, most papers may be copied in accordance with the library’s usual procedures unless otherwise specified.

Rare & Special Books:

Copyright of papers in the collection may be held by their authors, or the authors’ heirs or assigns. Researchers must obtain the written permission of the holder(s) of copyright and Rare & Special Books before requesting photocopies and/or publishing quotations from materials in the collection. Once permission is obtained, most papers may be copied in accordance with the library’s usual procedures unless otherwise specified.

University Archives:

Copyright is held by the State University of New York at Buffalo, University Archives. Copyright of papers in the collection may be held by their authors, or the authors’ heirs or assigns. Researchers must obtain the written permission of the holder(s) of copyright and the University Archives before publishing quotations from materials in the collection. Most papers may be copied in accordance with the library’s usual procedures unless otherwise specified.

The WATCH list of copyright contacts (http://tyler.hrc.utexas.edu/) is a useful place to begin searching for the estates of writers and artists.

For more general information about copyright and the public domain, visit http://www.copyright.cornell.edu.