Special Collections Policies & Procedures
When visiting Special Collections or College Archives in person, researchers are expected to observe the policies and procedures below. If you are planning a research visit to Special Collections or the College Archives, please familiarize yourself with these guidelines in advance. Research work with primary source materials and archival records often takes considerably more time than other library research. To maximize the benefit of your time here, it is advisable to fill out this form to alert Special Collections staff to your research needs prior to your visit.
POLICIES & PROCEDURES
1. Please sign the register and include the following:
- Status (Middlebury student/faculty/staff), or,
- Address (Visitor)
- I.D. # (Middlebury student/faculty/staff), or,
- Photo I.D. (Driver's license, Institution I.D.)
- Purpose of your research.
If you have an appointment with Special Collections staff, please tell the Monitor who will call that person for you. If you do not have an appointment, please share the nature of your research with the Monitor who will direct you to the appropriate Special Collections staff member.
2. Place all personal belongings in an assigned locker
- Pencil (NO PENS), paper, and/or laptops ONLY are permitted in the Reading Room.
- White gloves (provided by the Monitor) are required for handling archival materials.
- Food and beverages are not allowed in the Reading Room. You may leave bottled water in your assigned locker.
3. Special Collections materials are non-circulating and may not leave the Special Collections area.
4. Care must be taken in handling rare and unique materials.
- Materials must be flat on the table or supported by cradles provided by staff.
- Nothing should be placed directly on the materials.
- Do not use pressure or weight from your hand or another item to hold pages of rare and/or fragile books in place. Ask staff to provide a "snake," a weighted velvet tube, to hold pages open.
5. The original order of unbound materials must be maintained. Do not rearrange manuscripts, photo files, or archival records. Please report any existing damage or disarrangement immediately to the staff member on duty.
6. Researchers who wish to publish, reprint or reproduce in any form materials in the collections should request permission in writing from the Special Collections Department. Forms are available for this purpose.
7. COPYING POLICIES
- Photocopies and/or scans are allowed when Staff determines that damage to Special Collections materials will not occur as a result.
- Staff will make all copies.
- Special Collections Staff reserves the right to refuse to copy or scan any item if such copying will either damage the material or impinge on copyright or other restrictions.
- Normally, copies of entire books, manuscript collections or archival record groups are not made. In special cases, scanning of rare books and archival materials will be permitted, usually for other academic institutions and for a negotiated price.
- In-house costs of photocopies are borne by the applicant. Copying charge is $.10/page for Middlebury students/faculty/staff, and $.25/page for non-Middlebury users.
- Photocopies may not be re-duplicated or deposited in another repository without the prior consent of the Special Collections staff.
Notice: Warning Concerning Copyright Restrictions
The copyright law of the United States (Title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted material.
Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or reproduction. One of these specified conditions is that the photocopy or reproduction is not to be "used for any purpose other than private study, scholarship, or research." If a user makes a request for, or later uses, a photocopy or reproduction for purposes in excess of "fair use," that user may be liable for copyright infringement.
Middlebury College reserves the right to refuse to accept a copying order, if, in its judgment, fulfillment of the order would involve violation of copyright law.