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University
Library

Special Collections & Archives at UCSC

policies, principles, mission

Access Policy

All researchers requesting access to Special Collections & Archives materials agree to abide by the following terms regarding access, handling, and use, which enable the Library to protect collections while providing the best possible service to users.

 

In the Special Collections & Archives Reading Room

  • Please present a government issued ID or UCSC ID when you arrive
  • Please do not bring any food or drink into the Special Collections & Archives Reading Room
  • You may keep only a computer, cell phone, and/or personal camera with you as you work
    • There is a secure dedicated storage area within the Reading Room for all other personal property 
  • Staff provides pencils and paper to all researchers for note taking
  • Personal property may be subject to examination upon entering or leaving 
  • Tell Staff when you have finished using materials for the day or when you are leaving the Reading Room for an extended period
  • This Reading Room is reserved for the study of Special Collections & Archives materials only; these materials do not circulate

 
Requesting Special Collections & Archives materials

  • Some materials require advance notice: 
    • Map Collection: 2 business days
    • Materials stored at "Special Collections NRLF": 1-2 weeks
    • Unprocessed archival collections: 2 weeks or more
    • Unprocessed born-digital collections: 6 weeks or more   
    • Processed born-digital collections: 2 weeks
  • Requests received within 15 minutes of closing will be processed the next business day

 
Handling Special Collections & Archives materials

  • Please follow all handling instructions from Staff 
  • You may access one folder of material, one box, or one volume at a time 
  • Materials must remain in plain view at rest on Reading Room tables at all times 
  • Please maintain the existing order and arrangement of materials and folders, and use place-holders provided by Staff
    • Please bring suspected irregularities in arrangement to Staff attention
  • You may not not mark, take notes on top of, or trace materials
  • Staff can provide book weights as needed to hold volumes open for reading; please place no other items on materials
  • When handling photographic materials, you must wear gloves provided by Staff 

 
Privacy Protected and Personally Identifying Information 

  • Collections may contain sensitive or confidential that is protected under federal, state, and/or global "right to privacy" laws, including but not limited to certain educational, medical, financial, criminal, attorney-client, and personnel records; as well as personally identifiable information, including but not limited to Social Security and credit card numbers.  
  • Please alert Staff immediately if you find privacy protected or personally identifiable information in any collection
  • You agree to make no notes or other record of privacy protected or personally identifiable information, and further agree not to publish, publicize, or disclose such information 
  • Disclosure of privacy protected or personally identifiable information without the consent of those individuals may give rise to legal claims and liability
  • You assume all responsibility for infringement of right to privacy in your use of the material, and agree to indemnify and hold harmless UCSC Library Special Collections & Archives, its agents and employees against all claims, demands, costs, and expenses arising out of use of archival collections held by UCSC Special Collections & Archives
  • Learn more about privacy protected and personally identifiable information in Special Collections & Archives
     

Camera Use Policy

Special Collections & Archives welcomes researchers to make use of personal cameras to augment their research process and gather information. It is the researcher’s responsibility to maintain thorough notes on the identity and location of materials they photograph. Researchers taking photographs must abide by the following terms regarding photography in the Reading Room:

Handling

  • Please follow all instructions from Staff, who may mediate or limit photography of certain materials based on fragile condition of items
  • Please maintain the existing order and arrangement of materials and folders when photographing
  • Materials may not be held up by hand, placed on the floor, folded, forced open or flat, or removed from mats or clear protective sleeves

Equipment

  • Personal cameras and camera phones, silenced and with flash disabled, are permitted
  • No scanners, laptop cameras, video cameras, flash, lights,, extension cords, audio recorders, or stools are allowed
  • Furniture may not be rearranged and researchers may not stand on chairs or tables

Restrictions

  • Some materials may not be photographed due to restrictions in donor agreements or interlibrary loan rules
  • Some materials require written permission from the copyright holder before photographing; learn more about restricted collections here and ask Staff for assistance 
  • Researchers are not permitted to take photographs of Library staff, the Reading Room, or other researchers

Copyright 

  • You are responsible for complying with copyright law
  • The Library assumes no responsibility for the determination of copyright status or copyright infringement on the part of our researchers, nor does it prohibit you from making copies for private study, scholarship, or research
     

Reproduction and Use Policy

UCSC Special Collections & Archives supports research, teaching, scholarship, publication, and artistic production involving the use of materials from our collections. We welcome you to use materials in our collections that are in the public domain [1] and to make fair use [2] of copyrighted materials as defined by copyright law [3]. 

All reproduction requests are subject to review. Material may be reproduced when, in the judgment of Special Collections staff, it supports the research, teaching and learning mission of the University of California, but:

  • Will not duplicate an inordinate portion of the material

  • Is not prevented by U.S. copyright law

  • Does not infringe on restrictions imposed by the donor of the material

All reproduction requests must be submitted through the UCSC Special Collections Request System [4] via the Reproduction Order/Request Form. This request form constitutes an agreement that you will not reproduce, transfer, distribute, broadcast, publicly display, offer for sale, or otherwise use or publish any material subject to copyright, or a portion thereof, in excess of fair use [2], as defined by copyright law [3], without the express permission [5] of the copyright holder.

Use, Copyright, and Attribution

WARNING CONCERNING COPYRIGHT RESTRICTIONS

The copyright law of the United States (Title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted materials.

Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproduction. One of these specified conditions is that the photocopy or reproduction is not to be "used for any purpose other than private study, scholarship, or research." If a user makes a request for, or later uses, a photocopy or reproduction for purposes in excess of fair use, that user may be liable for copyright infringement.

Many of the materials held by UCSC Special Collections & Archives may be protected by United States Copyright Law and/or by the copyright laws of other countries. Copyright law protects unpublished as well as published materials. While UCSC Special Collections & Archives owns the materials in our collections, we typically do not own the copyright to these materials, except where it has been explicitly transferred to the UC Regents, or when the material was created by the university.

UCSC Special Collections & Archives cannot grant or deny permission to publish or otherwise distribute material whose copyright it does not hold or material deemed to be in the public domain. Provision of copies of materials in UCSC Special Collections & Archives does not imply permission to utilize materials in excess of fair use. The researcher is solely responsible for determining the copyright status of materials and, if necessary, obtaining permission to use material from the copyright holder. Written permission from the copyright holder is required for publication, distribution, or other use of copyrighted items beyond that allowed by fair use.

UCSC Special Collections & Archives cannot facilitate requests for permission on behalf of the researcher, and is unable to conduct copyright searches or counsel users in the application of copyright law. Upon request, we may provide available rights contact information, subject to the privacy needs of our donors. UCSC Special Collections & Archives does not warranty the accuracy of such information and shall not be responsible for any inaccurate information.

Digital Scanning for Research or Publication

Requests for digital scans must be made through the UCSC Special Collections Request System. Orders can take from one to three weeks to be processed. We do not perform rush orders.

Digital scans for publication are made as high resolution TIFF files according to the Technical Guidelines for Digitizing Cultural Heritage Materials: Creation of Raster Image Master Files from the Federal Agencies Digitization Initiative (FADGI) Still Image Working Group. Files are delivered via the UCSC Special Collections Request System. Please consult our fee schedule for information about reproduction and permission costs. All orders must be paid in advance. Reproduction work begins after payment.

Camera Use

Special Collections & Archives welcomes researchers to make use of personal cameras to augment their research process and gather information. Reader registration and use of the UCSC Special Collections Request System constitutes an agreement to abide by the terms of our Access and Camera Use Policies.

Some materials may not be photographed due to restrictions in donor agreements or interlibrary loan rules, or may require written permission from the copyright holder before photographing; learn more about restricted collections here and ask Staff for assistance.

Personal cameras and camera phones, silenced and with flash disabled, are permitted. No scanners, laptop cameras, video cameras, flash, lights, extension cords, audio recorders, or stools are allowed. Permission to photograph does not constitute permission to publish.

Photocopying

We are unable to accommodate on-site photocopy requests. There is no self service copying in Special Collections; photocopying of materials is done in-house by Special Collections staff as time and condition of the materials permit. Photocopying is performed at the discretion of Special Collections staff. Photocopies are made solely for the personal use of the individual researcher. Permission to photocopy does not constitute permission to publish.

Crediting Policy

All reproduced and published items (in print or electronic format) must be credited as follows: 

If copyright is held by the Regents of the University of California:

© Regents of the University of California. Courtesy Special Collections, University Library, University of California Santa Cruz. [collection name]

If copyright is held by another organization or individual:

Courtesy Special Collections, University Library, University of California Santa Cruz. [collection name]”

You must not use the name of Special Collections & Archives, the UCSC University Library, or UCSC in any manner which creates any false association between you and the image, materials, Special Collections, the Library, and/or UCSC,  or that incorrectly implies any sponsorship or endorsement by Special Collections, the Library, UCSC, or any third party rights holder.

Special Collections & Archives may request a complimentary copy of any publication or reproduction using Special Collections materials.

If you are the copyright owner and believe our website has not properly attributed your work to you or has used it without permission, we want to hear from you. Please contact speccoll@library.ucsc.edu with your contact information and a link to the relevant content.

Disclaimer

In receiving a reproduction from our holdings, you assume all responsibility for infringement of copyright or other rights in your use of the material, and agree to indemnify and hold harmless UCSC Special Collections & Archives and the UCSC University Library, its agents and employees against all claims, demands, costs, and expenses incurred by copyright infringement or any other legal or regulatory cause of action arising from the use of these reproductions.

Links

[1] http://copyright.universityofcalifornia.edu/use/public-domain.html

[2] http://copyright.universityofcalifornia.edu/use/fair-use.html

[3] http://www.copyright.gov/title17/

[4] https://aeon.library.ucsc.edu

[5] http://copyright.universityofcalifornia.edu/use/obtaining-permission.html

Privacy and Personally Identifiable Information

Manuscript collections that include twentieth and twenty-first century archival materials may contain sensitive or confidential information that is protected under federal, state, and/or global "right to privacy" laws, including but not limited to certain educational, medical, financial, criminal, attorney-client, and personnel records (Social Security numbers, bank account and credit card numbers, employment and medical records, etc.) Researchers are advised that the disclosure of certain information pertaining to individuals without the consent of those individuals may give rise to legal claims and liability, for example, publication of defamatory content concerning an individual's private life, or publication of confidential and sensitive personally-identifiable information about an individual (such as social security number or health information).

UCSC Special Collections & Archives staff have taken care to identify and, in some cases, remove Personally Identifiable Information found within archival collections when undertaking archival processing work. However, privacy protected information may be revealed during use of the archival collections, particularly in those collections that are unprocessed or have been minimally processed. Researchers who find sensitive personal information in any collection should immediately notify a UCSC Special Collections & Archives staff member.

You agree to make no notes or other record of privacy protected information if found within the archival collections, and further agree not to publish, publicize, or disclose such information to any other party for any purpose if found within the archival collections. In accessing collections in our repository, you assume all responsibility for infringement of right to privacy in your use of the material, and agree to indemnify and hold harmless UCSC Library Special Collections & Archives, its agents and employees against all claims, demands, costs, and expenses arising out of use of archival collections held by UCSC Special Collections & Archives.
 

Outgoing Loan Program

Through its Outgoing Loan Program, Special Collections & Archives collaborates with educational and cultural organizations wishing to include Library collections in their own exhibits. This program helps fulfill the Library’s mission of supporting research, teaching, and learning by promoting the discovery and use of Library collections in new contexts.

 

All loan requests are considered on a case-by-case basis. Approvals are based on criteria which include the condition of the item being loaned, the nature and duration of the exhibit, and the facilities and security of the borrowing organization.

 

The borrowing organization is responsible for loan costs, including but not limited to preparation and conservation treatment, insurance, packing/crating, transportation/shipping, customs fees, and organizational courier expenses.

 

Please submit loan requests at least four months in advance.

 

Please include the following information in a loan request:

  • borrowing organization’s name and address

  • name, title, email address, and phone number for curator/staff member overseeing the exhibit

  • exhibit title and a brief description of the theme and content

  • exhibit opening and closing dates

  • description of requested objects: author or artist, title, location within collection, or other identifying details

  • description of the borrowing institution’s plans to display the materials

  • completed American Alliance of Museums (AAM) General Facility Report

 

Please direct all loan requests and related questions to: Jessica Pigza, Outreach & Exhibits Librarian, jpigza@ucsc.edu