Access and Use - University Archives & Historical Collections

Hours and Access. The Archives is open from 8:00am to 5:00pm, Monday thru Wednesday and Friday, and from 8:00am-6:00pm on Thursday. We welcome the University community and the general public to use our collections and tour our site. Patrons or visitors requiring special assistance are urged to contact Archives staff in advance of your visit. Driving directions.

Phone and Email.The Archives may be reached by telephone at (620) 341-6431, by email at archives@emporia.edu.

To contact an individual at the University Archives, click here.

Mail. The Archives can be reached by campus mail at Archives, Emporia State University, Box 4051, 1200 Commercial St., Emporia, Kansas 66801.

Send a Research Request to the Archives.

Click here to go to our research request form.

Using the Collections. Researchers are required to fill out a researcher registration form, and agree to follow the rules for the use of the Archives collections. Access to some materials is restricted in accordance with the Kansas Open Records Act.

Archives Reference Services. In addition to helping on-site visitors, Archives staff will respond to questions by mail, telephone, or email.

Copyright Information.

NOTICE

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

• Emporia State University Archives provides access to its collections in support of education and scholarship. Some materials in archival collections 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 Archives may provide information about copyright owners and other restrictions. ESU Archives may not own rights to material in its collections. It is the user’s obligation to determine and satisfy copyright or other use restrictions when publishing or otherwise distributing materials found in the Archives.

Obtaining Copies of Archival and Manuscript Materials and Rare Books

• “Self-serve” copiers are not made available to patrons in University Archives or Special Collections.

• Researchers may request copies of material from collections by completing and submitting a Duplication Request form.

• The University Archivist or an Archives Assistant must approve each duplication request.

• All copies are provided only for the patron’s private study, scholarship or research use.

• Should copies be provided to a patron, this action does not constitute permission for the patron to reproduce or publish the copies or to quote extensively from the copies. Such permission for ESU owned materials may be obtained by writing to ESU Archives, 1200 Commercial Street, Campus Box 4051, Emporia, KS, 66801. Permission to reproduce, republish or quote extensively from material not owned by ESU must be secured from the copyright holder.

• ESU Archives charges a fee $ .10 per page for photocopies, and $5.00 per page of scanned printouts made on photographic paper.
• ESU Archives charges a scanning services fee of $1.00 per original scanned, with a $5.00 minimum charge. The scanned files will be e-mailed to the patron or saved to a disc provided by the patron, at no additional fee.

• Prepayment for copies requested by phone, fax, e-mail or mail is required.

The use of Personal Equipment to Duplicate Material in the Collections

Personal Cameras (film, digital, and/or video)

• University Libraries and Archives will consider requests to copy material from Archives and Special Collections with personal cameras. Requests may be submitted to the University Archivist.

Personal Scanners and Photocopiers

• Under no circumstances will permission be given for University Libraries and Archives patrons to duplicate material from the collections with personal scanners and/or photocopiers. Patrons will not be allowed to bring personal scanners or photocopiers into the Archives or Special Collections reference areas; however, they may request scanned printouts and photocopies of material from staff.

Please contact Archives staff for more information on the duplication of materials in the collection.

Permission to Publish. Much of the collection is either in the public domain or copyrighted by Emporia State University. Where other entities own the copyright, or the copyright status is uncertain, it is the researcher's responsibility to obtain permission to publish. Contact the University Archivist, Heather A. Wade, CA at 620-341-5034 for more information on obtaining permission to publish.

Last Updated January 18, 2008