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Policies
& Procedures
Reading
Room Usage
1. Readers are
required to register upon their first visit to the College
Archives. Please sign in on each subsequent visit. Registration
forms will
become part of the permanent record of the department.
2. All materials must be used in the Archives Reading Room.
3. Neither food nor drinks are allowed in the Reading Room.
4. All book bags and briefcases must be stored in the designated
lockers or checked at the reception desk. All personal property
brought into the
reading room is subject to inspection upon leaving.
5. Readers must use pencil or a laptop computer for note taking.
Pens,
markers, and scanners may not be used in the Reading Room.
6. Care must be taken in handling all archived material. All items
must lie
flat on the tables. Nothing is to be placed on top of the material.
7. The original order of all material must be maintained. Do not
rearrange
collections. Please report any disarrangement to the staff.
8. Limited photocopying is available at 10 cents per page. The Archives
reserves the right to limit copies made and to refuse to copy an
item if such
copying will damage the material. Copies of entire books, manuscript
collections or archival record groups are not made. We reserve the
right to
refuse to copy material which in our judgment would involve violation
of
copyright law.
9. Reproduction of photographs, videos or other audio visual material
will
be performed by the College. Please consult with the College Archivist
concerning fees, time schedules, restrictions, etc.
10. Readers who wish to publish, reprint or reproduce materials
in the
collection must request permission in writing from the College Archivist.
For publication of photographs, refer to the Photograph Publication
Contract below .
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Photograph
Publication Contract
link to print Photographic Publication Contract (.pdf file)
1. Purchase
of a photographic print does not carry with it the right to publish
or to make a reproduction in any form. Researchers may not reproduce
or permit others to reproduce purchased photographic copies without
written permission from the College Archivist or Assistant Archivist.
Photographic images for personal use do not require a contract.
Any other use, such as publication or exhibition, requires specific
written permission from the College Archivist or Assistant Archivist.
2. Permission
is for non-exclusive, one-time use only, with no other rights.
Permission is limited to the use and format as indicated by the
applicant
only, and excludes all other uses and formats. All subsequent use
and reuse, in any form, must be applied for in writing.
3. Permission
is valid only for the individual, company, or institution to
whom it is specifically issued and may not be transferred, assigned,
sold,
or otherwise disposed of without prior written permission of the
College
Archivist or Assistant Archivist.
4. In authorizing
the publication of a photographic copy the College does
not surrender its own right to use the image, or to grant that right
to others.
5. A credit
line must appear directly beneath the image published or
reproduced. Video and film credits must appear in the section devoted
to
acknowledgments. The proper citation for each image should read:
"College of the Holy Cross Archives" or "College
of the Holy Cross
Special Collections" as appropriate.
6. One complimentary copy of any publication in which images from
the
College of the Holy Cross Archives and Special Collections appear
shall
be sent to the College of the Holy Cross Archives. This includes
books,
brochures, pamphlets, periodicals, exhibition catalogues, and other
media.
7. Responsibility
for observance of copyright and other publication rights,
including literary rights, as defined by the Copyright Act of 1998,
rests with
the applicant and not with the College of the Holy Cross. The applicant
shall indemnify and hold harmless the College of the Holy Cross
and the
contributing organizations against any and all claims by third parties.
8. College
of the Holy Cross Archives & Special Collections reserves the
right to charge for the use of materials as it deems appropriate
in any
individual case.
I/We herewith
agree to the conditions specified above:
Name (sign)
_____________________ Name (print)______________
Date_____________ Address:________________________________
Telephone:_______________
Publisher_________________________
Format &
Title____________________________________________
Image Description__________________________________________
Date of Publication
________________
Author(s) ________________________________________________
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