Obtaining Materials

You are invited to take advantage of Special Collections’ rich and vast resources including archives, rare books, and manuscripts. At the same time, the Special Collections staff has a responsibility to protect and preserve these materials. To reconcile these two important goals, we ask all users to follow these procedures while in the Reading Room at Honnold/Mudd (please note that protocols might differ in Denison Library):

Reproduction Services

Citing Special Collections Materials

Reference, Instruction, and Research

Reproduction Services

Requesting Permission to Publish | Photocopying | Scanning | Personal Digital Camera Policy

The United States copyright law, Title 17, U.S. Code, governs the making of reproductions, including photocopying, of copyrighted material. Special Collections reserves the right to refuse a copying order if, in its judgment, it would involve violation of copyright law.


Requesting Permission to Publish

All reproductions of Special Collections materials are for reference purposes only. A researcher wishing to publish material obtained from Special Collections must obtain permission in writing from Special Collections as the physical owner of the material. Please note, permission to publish does not constitute a copyright clearance and Special Collections can grant copyright clearance only for those materials for which we retain copyright. For all other materials, researchers must obtain copyright clearance from the copyright holder(s) by the researcher. Special Collections is not responsible for the misuse of copyrighted material.

To request permission, click on the permission form link at right to open a PDF form. Fill out the form and save it to your computer. Please sign the form and return it to us. NOTE: Permission form MUST be signed - either with an authorized electronic signature within the form or print the form and sign it. Return the form to us either electronically (via e-mail) or US Mail. If sending via US Mail, please send to: Permission to Publish, Honnold/Mudd Library, Special Collections, 800 N. Dartmouth Avenue, Claremont. CA 91711.


Photocopying

Special Collections staff photocopies material for all researchers. Book pages are counted to assess the maximum number of pages, not number of copies. There is no self-service photocopying in the department. We reserve the right to refuse to photocopy large, fragile, and/or brittle material and any material sensitive to light such as photographs. Further restrictions may apply to archival material.

Special Collections staff does the photocopying as time permits. You may be asked to wait for photocopies depending on the length of the request queue, staff availability, or the size of the photocopying order. In some cases, copies may be mailed.

Fees:

Special Collections accepts the following forms of payment: credit card, check, money order, and cash (for in-person transactions only).


On-site researchers: 25 cents per sheet

Photocopies by U.S. mail: 35 cents per sheet ($3.00 minimum)

Prepayment is required on all orders over $20.00. Cost estimates provided on request.


Special Collections reserves the right to charge a handling fee of 25% of the total cost for any copying orders, especially for those orders that are large, complicated, or rushed.
Limits on photocopying:

10% of a book, pamphlet, newspaper, brochure

10% of a folder of papers

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Scanning

Researchers accessing Special Collections materials, either on-site or remotely, can request scans of materials from our collections.

For on-site researchers, Special Collections provides a safe, self-service scanner in the Reading Room. Patrons using the self-service scanner will not be charged any scanning fees. For remote researchers, requests for scans should be submitted through Aeon, our electronic request system.

Scanning Fees:

Special Collections accepts the following forms of payment: credit card, check, money order, and cash (for in-person transactions only).


A minimum fee of $5.00 is applicable to all scanning requests completed by Special Collections.

An additional fee per scan will be applied to requests totaling more than 20 scans, as listed below.

Black/White or Color PDF Scans: 25 cents per scan

Black/White or Color JPEG Images: $1.00 per image

Black/White or Color TIFF Files: $1.00 per image


At the discretion of Special Collections staff, complicated orders and/or orders exceeding 60 pages may be processed at the rate of $15.00 per hour rather than by the page.

Material & Shipping:

The following related fees may also apply.


$1.00 Disc fee, for pick-up

$3.00 Disc fee, for mailing


$5.00 US shipping

$20.00 International shipping

Specifications:

Specifications for copy/scanning requests may be arranged by sending an email to Tanya Kato, Curatorial Assistant.


Personal Digital Camera Policy

If a researcher in the Reading Room wishes to use a personal digital camera to capture images of materials, instead of using the Special Collections scanner provided for patrons, they must first get permission from a staff member. Images of materials photographed in the Reading Room are for personal research use only and cannot be used for publication, including online, without permission from the Head of Special Collections. Items to be photographed must be examined by the staff of Special Collections and evaluated for physical condition, copyright issues, and donor restrictions. The staff of Special Collections reserves the right to deny any request for personal camera use that may damage the material to be photographed or may constitute a violation of copyright law. Flash photography is not permitted.


Citing Special Collections Material

Proper credit must be given when Special Collections material is acknowledged, quoted, paraphrased, or reproduced in your research, published or unpublished. When citing Special Collections material in your research paper, please acknowledge the source.


Reference, Instruction, and Research

Reference assistance is available in the Reading Room of Special Collections when we are open. We also provide reference assistance by e-mail, telephone, and letter (view contact information). While priority for reference assistance is given to students, faculty, and staff of The Claremont Colleges, visiting scholars are welcome. Unfortunately, we can not accommodate impromptu tours of the collections, but we are happy to make arrangements for visits to Special Collections with prior notification.

We encourage the faculty to bring their classes to Special Collections to introduce them to primary resources and research. Students in theatre design, California history, linguistics, education, and music, to name a few, have used our collections as the basis of their coursework in the recent past. Contact us for assistance with identifying collections that are appropriate to your course and to schedule an instruction session for your students in Special Collections.

If you are a visiting scholar, to help us anticipate your research needs, we require at least a week’s notice of your arrival in Claremont. We appreciate written notice, but e-mail or a telephone call will suffice. Notifying of us of your anticipated arrival will facilitate our having collections ready for your use. Unfortunately, we can not conduct research for scholars who are unable to travel to Claremont in person to use the collections. We will do our best to answer specific queries, but complex research, taking more than an hour of a staff member’s time, can not be conducted by our staff. With sufficient notice, we may be able to provide you with the name of a local, freelance researcher to assist you for a fee.

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