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University at Buffalo Libraries

Special Collections

Policies

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 Research Room. 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.


Requesting & Using materials

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.

  • Researchers are required to sign in and present photo I.D. at the service desk, and may obtain materials by presenting a call slip to the attendant. 
  • There is no eating or drinking in the research room. Cell phones should to be turned to "vibrate" and all calls must be taken outside of the room.
  • Use materials only in the Special Collections Research Room. Materials may not be removed to any other area of the building.
  • Only one archival box may be used at a time. The rest of the requested materials must be left on the cart when not in use. Only one folder may be used at a time. Use cards provided by Special Collections staff to mark the place of the folder in the box. Put folders and items back in the same order and facing the same way as you received them.
  • Only notepaper, notecards, or materials actually in use are allowed on the work tables in the research room.
  • Take notes only in pencil (available at the service desk). Personal computers are permitted, provided that their use does not disturb other researchers and that such use does not physically damage the collections nor incur copyright infringement. Personal photocopying machines are prohibited.
  • Make no marks on the materials. Do not write notes on top of materials or rest books or other objects on the surface of items used.
  • While handling rare books or photographic materials, wear gloves provided by Special Collections staff. Handle photographic images by the edges.
  • All researchers are required to alert Special Collections staff when they leave the research room and to 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.
  • In accordance with the Student Conduct Rules, University Standards and Administrative Regulations, no person shall "willfully damage or destroy property of the institution or under its jurisdiction, nor remove or use such property without authorization."

  • 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.

    • 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

    The use of digital cameras to reproduce a limited amount of material is permissible if prior arrangements have been made with Special Collections staff.


    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.


    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.

    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.