Special Collections and University Archives 
Access, Use and Reproduction Policy

Access to Collections

Special Collections and University Archives (SCUA) adheres to the Society of American Archivists’ Core Values and Code of Ethics, which states: “Access to records is essential in all personal, community, academic, business, and government settings.” SCUA is committed to providing open and equitable access to our collections. These materials are available, with limited and reasonable exceptions, to students, faculty, staff, and external researchers regardless of their academic or institutional affiliations. We will answer all inquiries and schedule research visits on a first-come, first-serve basis. 

SCUA applies restrictions to records only after careful consideration of privacy rights weighed against the benefits of transparency, research, and knowledge. Please review our Restricted Records Policy to understand access limitations. 

Researchers may use Colgate’s Library Catalog to locate some SCUA materials, primarily rare books and other published materials. Not all collection items have been cataloged at this time. Manuscript and archival materials can be located using the Collections Database portal. Most, but not all collections, can be found through this portal. The digital materials available for public access may be viewed through our Digital Collections portal.

Given the limitations of these access points, we encourage you to contact the department if you need help locating materials. 

Please direct all inquiries via our “Ask a Question” form. 

Confidentiality of Research 

Information about researchers’ work in SCUA, including their topics and any materials used, will be kept confidential. Information about patron visits is quantified and presented as statistical data only. Any personally identifiable information is responsibly destroyed in a timely manner. 

Use of the Collections 

SCUA materials do not circulate and must be used in the reading room, Case-Geyer Room 275.  Some materials may have limitations on their use due to condition. SCUA is committed to removing barriers to access for our materials. In balancing this commitment with the obligation to preserve the materials in our care, we must strictly adhere to the use policies outlined below. 

• At a minimum, please allow 24 business hours for materials to be retrieved.
• All researchers must sign-in upon arrival. External researchers may be asked to present a valid photo ID.  
• Personal belongings, including notebooks, binders, bags of any size, and outerwear, are not allowed in the reading room and must be securely stored in departmental lockers before entering the reading room.  
• Staff reserve the right to inspect any materials brought into or taken out of the reading room.   
• Eating and drinking are not permitted within the Special Collections area. 
• Only pencils or laptop computers can be used in the reading room.

All collections of unique materials require special handling. Staff will guide the user in appropriate handling of materials. These handling requirements will be strictly enforced. 

Copyright

Use of materials from SCUA 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' Copyright Guide. 

Copyright for records produced by Colgate University is held by the institution. 

Permission to Publish 

Researchers wanting to publish materials from SCUA must obtain the appropriate permissions.  Even though the department owns the physical item, the department does not necessarily own copyright and therefore cannot always provide permission to publish. The researcher is responsible for determining copyright status, and for obtaining permissions from the author or copyright holder.  

Permission to publish records of Colgate University must be requested through SCUA. 
 

Citations 

Researchers must cite accurately and completely the location and description of any 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." All materials, even those where SCUA does not hold copyright, must be appropriately cited. Researchers are asked to share a copy or publication information for any work in which SCUA material is referenced, cited, or reproduced. 

Reproductions

Reproduction requests are granted at the discretion of SCUA staff and will consider access restrictions as well as condition of the materials in question. Reproductions may not be transferred to or deposited with another archives, library or other institution without express permission. Students, faculty and staff may request reproductions free of charge. A reproduction fee schedule for external researchers is available online.                     

Digital Copies for Personal Use 

Researchers may use a digital camera or other device to take images of materials for personal study only, in adherence to any collection restrictions. Patrons are responsible for recording citation information for the materials.  No collection or volume may be imaged in its entirety.  Personal scanners are not permitted. Please turn off any flash before imaging.