Items in the Special Collections are non-circulating, and special reproduction measures are required to ensure their long-term preservation. To ensure proper reproduction, care and handling of the materials, the Special Collections has adopted the following policies and procedures.

Policies

Materials will be reproduced only by Special Collections staff, when it is possible to do so without damaging the physical integrity of the item.
Reproductions are subject to copyright, legal, conservation or depositor restrictions.
Reproduction copies are made for private study and research purposes only and must not be used for any other purpose without the express authorization of the copyright owner.
Researchers are responsible for observing copyright law and for properly acknowledging extracts from documents.
Permission to examine or reproduce material is not an authorization to publish. It is the responsibility of the Researcher to obtain permission to publish. A special fee may be charged for permission to publish facsimile copies.

• Recognizing that our patrons may require copies of material that may not be photocopied due to conservation concerns, researchers may use a digital camera to photograph Rare Books and Special Collection material in the Reading Room (see digital photograph procedures for more information).

Note on publication:

Researchers who plan eventual publication of their work are urged to make inquiry concerning overall restrictions on publications before beginning their research. A written request for the right to publish or for permission to publish facsimile copies must be made on forms provided for that purpose when the applicants research and writing have reached the stage where it is possible to identify the precise texts to be published. If permission to publish is granted, the location of the cited records shall be indicted in the published work. A copy of publications, which rely heavily on the records, should be presented to the Special Collections as soon as the work is published.

Procedures

Reproducing Material

A Special Collections staff will provide you with the Request for Reproduction Form. Photocopying must be done by Special Collections staff.

Small amounts of photocopying may be carried out immediately if staff time permits. When large amount of photocopying is requested, Special Collections staff will schedule the work in consultation with the patron, making every effort to meet her/his needs in such a way that they do not interfere with ongoing staff duties.

Flagging Material for Copying

Placing flags around the material to be copied is the best way to let the Special Collections staff know exactly what you wish to have copied while also preserving the original order of the records. It is your responsibility to indicate clearly what is to be copied.

Identify the material to be copied by placing a flag with start written in pencil on top where you wish the copying to begin, and another flag with stop on it, where you wish the copying to end. Please do not use post-it notes to flag documents.

Place flags vertically in the book or file folder, so they can be easily seen by the person who will be filling your order.

Digital Photograph Policies and Procedures

1. Place a flag in front of the items to be copied (place vertically in book or folder)
2. Request and fill out the appropriate Photographic Reproduction Agreement form
3. A member of Special Collections staff will review your request.
4. If your request is approved, pleased adhere to the following guidelines:
5. The flash option on the camera must be turned off
6. No additional lighting may be used to illuminate the material(s)
7. Bound materials (e.g. books, journals etc) should be supported with the foam cradles provided in the Reading Room
8. Manuscripts, maps and single sheets should be kept flat on the Reading Room tables
9. A camera stand is available. Please ask a Special Collections staff member for more information.

Your reproduction orders should be placed with the Special Collections staff before 3:30 p.m. to allow time for arranging payment and discussing the order before the Reading Room closes at 3:45 p.m.

FEES

All orders must be PREPAID. You may pay with cash, cheque or credit card. You may ask to have your copies mailed to you (minimum shipping and handling fee of $10.00) or you may pick them up in person. Completed orders which are not mailed will be held in the Reading Room for four weeks after completion of the order and will then be discarded.

Fee Schedule

*The above fees are set by an external service provider and are subject to change without notice. Other print sizes are also available. A $10.00 handling fee per order applies to all orders. Additional fees will be applied for publishing use. For more information, please speak to Special Collections staff.

*This service involves an external service provider and may require a 2-3 week processing period.

*This service involves an external service provider and may require a 3-4 week processing period.

ORDERS ARE PROCESSED WITHIN 3-4 WEEKS (or as arranged with the patron).

LARGER ORDERS MAY TAKE LONGER.

• A postage and handling fee of $10.00 applies to all requests mailed to the patron.
• Fees do not include applicable taxes.
• Fees are subject to change without notice.
• Cheques to be made out to the University of St Michael's College.
• Publication charges are separate.