Rules Governing Use Of Special Collections and Archival Materials

Access

Special Collections and Archives materials are available for research under conditions that ensure their preservation and which comply with the requirements of confidentiality, privacy, and legal arrangements with depositors. The Emporia State University (ESU) community and the general public are welcome to use our collections during our Reading Room’s open hours, 11am-3pm Monday—Friday. Due to the unique and irreplaceable nature of the collections, items are stored in closed stacks. Patrons may not browse the stacks and no materials may be removed except by Special Collections and Archives staff. Staff will administer access to the Special Collections and Archives and its collections in accordance with sound archival principles, legal and ethical obligations, and the physical integrity of the materials.

Registration

During their first visit, patrons must register before gaining access to the collections and are required to sign in at the beginning of each subsequent visit to verify that they have read , understood and will abide by the rules and procedures of the ESU Special Collections and Archives.

Personal Items

Coats, briefcases, book bags, computer cases, and other belongings must be stored in lockers provided by the Special Collections and Archives. Pencils, paper and personal computers may be brought into the reading room. ONLY PENCILS ARE PERMITTED IN THE READING ROOM. Electrical outlets in the reading room are available for personal computers at the patron’s own risk, the Special Collections and Archives assumes no responsibility for damaged equipment. The staff reserves the right to search personal materials as the individual leaves the research area.

Food and Beverages

Food and beverages, including water,  are prohibited. Please do not bring these items into the Special     Collections and Archives.

Cell Phones

In the interest of maintaining an atmosphere conducive to research, patrons will be asked to set communication devices to silent or vibrate while in the reading room. Patrons may make calls in the hallway. Patrons may not remove archival or manuscript materials from the reading room if they leave to take a call. Staff reserve the right to search any papers that the patron attempts to remove from the reading room.

Patrons must gain permission from the Curator before using cameras of any sort, including cell phone cameras. All requests to duplicate archival or manuscript materials with personal equipment will be considered on an individual basis.

 

Retrieval of Materials

Materials may be requested by filling out a request form and submitting it to a staff member. The materials will be brought to the patrons in the reading room. In the event that a patron plans to consult the same materials the next day, staff will hold it off the shelves a maximum of 24 hours before returning it to the stacks.

Use of Materials

Only pencils may be used in the reading room and will be provided if needed. Materials from the ESU Special Collections and Archives may be used only in the reading room at the tables provided. Archival and manuscript materials must be handled with care at all times.

  • Do not lean on, write on, fold or handle materials in a way that may damage them.
  • Do not apply paperclips, fasteners, tape, “Post-It” notes, or rubber bands to archival materials
  • Preserve original order and arrangement within all folders and boxes.
  • Cotton gloves will be required when viewing photographs and handling delicate items.

 

 Photocopy Services

Forms for requesting photocopies or microfilm copies are available from the Reading Room Attendant or Reading Room Supervisor. Photocopies from unbound print sources will be made while patrons wait at a charge of 10 cents per page. Patrons may either make copies of microfilm articles as they view them, or staff will do it for them at a charge of 10 cents per page. Patrons must pay for photocopies in cash; however, ESU staff and faculty may charge them to a division of ESU by providing staff with a division account number. Photocopies will be made in accordance with the Copyright Law;* single copies will be provided for the patron’s personal reference use. The photocopy must not be further reproduced. Supplying a photocopy is not authorization to publish. Bound materials and fragile items, as well as any materials with legal or contractual restrictions, may not be copied. The staff will take reasonable care in making copies, but assumes no responsibility for quality of reproduction.

 

Restricted Materials

The use of certain documents may be restricted by statute or by the office of origin/donor. For the protection of our holdings, the archives staff also reserves the right to restrict the use of materials that are not arranged or are in the process of being arranged, materials of exceptional value, and fragile items.

 Holds

Materials may be held at the desk a maximum of 24 hours; after this period of time they will be returned to the stacks.

*NOTICE: UNITED STATES COPYRIGHT LAW (U.S.C. TITLE 17) CONTROLS THE PHOTOCOPYING OR OTHER REPRODUCTION OF COPYRIGHTED MATERIAL

Emporia State University (ESU) Special Collections and Archives provides access to its collections in support of education and scholarship. Some materials may be protected by the U.S. Copyright Law (Title 17, U.S.C.). Additionally, the use or reproduction of some materials may be restricted by terms of purchase agreements, donor restrictions, privacy and publicity rights, and ESU policy. Written permission of the copyright owner(s) is required for any transmission or reproduction of protected items beyond that allowed by fair use. Copyright ownership and other use restrictions of archival materials may be difficult or even impossible to ascertain. If possible, ESU Special Collections and Archives may provide information about copyright owners and other restrictions. ESU Special Collections and Archives may not own rights to material in its collections. It is the patron’s obligation to determine and satisfy copyright or other use restrictions when publishing or otherwise distributing materials found in the Special Collections and Archives.

 

Citations

In citing materials from the ESU Special Collections and Archives, the form should be as follows:

Collection number, collection title, box number, folder number, Emporia State University Special Collections and Archives, Emporia State University.

Please credit the ESU Special Collections and Archives for information that you obtain from our collections.

Thank you.