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policies for researchers & donors

Guidelines for Conducting Research | Obtaining Photocopies | Obtaining Photograph/Image Reproductions | Obtaining Audio Visual Reproductions| Copyright | Donations


Guidelines for Conducting Research
Researchers are required to present a current photo ID upon arrival at the SCPC.

Researchers may bring their own lap top computers to use for research. Researchers may also bring their own flat bed scanner to create reproductions for their research use. Digital cameras are also permitted. The Peace Collection does not guarantee that an electrical outlet to recharge electronic equipment will be available for each researcher. There is no charge to researchers for creating images on their own equipment.

Some manuscript collections are restricted, and researchers may need to receive permission from the donor or the Curator before gaining access to them. Access to the manuscript collections is granted for research purposes only. Permission for publication must be granted specifically by the Curator or the copyright holder. Some manuscript collections and periodicals have been microfilmed; when microfilm is available, patrons are required to use the microfilm while conducting research when at the SCPC. Exceptions to this may be granted after discussion with the Curator. The microfilm is available for borrowing through the interlibrary loan department of any public or institutional library. Photocopying is restricted when volumes or manuscripts are extremely fragile, and all photocopying must comply with copyright laws.
Some manuscript collections are now stored off-site and at least two weeks advance notice before a planned visit is necessary so these items may be made available to researchers.

Manuscript collections stored off site will not be available to researchers from June 4, 2014 until after September 15, 2014. Please contact the SCPC Curator, Wendy Chmielewski, for further information.




Obtaining Photocopies of SCPC Material
Photocopies or low-resolution scanned images of SCPC manuscript collections, books, periodicals, images and photocopies may be obtained by off-site patrons by contacting the Curator. Cost is 40 cents per page, with a minimum charge of $5.00 (includes first 10 copies). Additional copies cost 40 cents each. A maximum number of 35 copies will be made. Postage will also be charged.

Because of the rarity or poor condition of some items, staff may not be able to fulfill photocopying requests.

Researchers who visit the SCPC, and wish to photocopy material, will be charged 15 cents per copy for 8.5" x 10" paper, 25 cents per copy for 8.5" x 14" paper, and 30 cents per copy for 11" x 17" paper. Cash, personal checks, or traveler's checks in U.S. dollars are accepted as payment. Credit cards, international money orders, or international postal coupons are not accepted. If you wish to pay in currency other than U.S. dollars, please contact the Curator at wchmiel1@swarthmore.edu for further information. Researchers who visit the SCPC may use their own digital cameras, flat bed scanners or the SCPC photocopier to scan material at no charge.





Obtaining Photograph/Image Reproductions
SCPC staff will provide up to 30 minutes of detailed searching and research in photograph collections for patrons who cannot visit in person. In addition, staff can provide up to 10 photocopies or low-resolution scanned images (sent to an email address), on one research topic, to assistant patrons at a distance. There is no charge for this service, but it is limited to one research topic per year. Patrons who need more detailed information about photographs must visit in person or send a representative. General information about photographs and collections held by the SCPC will continue to be provided by staff.

The SCPC will provide up to five (5) reproduction images of photographs per year for each patron, for a fee. These reprints are provided for research purposes only. Due to heavy demands for our image resources it may take several weeks (up to two months or longer) for an order to be completed. Plan ahead if you are ordering images.

Patrons who wish to publish photographs in any format including, but not limited to: books, magazines, journals, broadcast formats, digitized or electronic formats, or web sites, must apply to the Curator for permission.

Images may be cropped to suit design and layout, but they may not be altered, drawn upon or manipulated in any way to appear differently from the original in the historical collection.

The SCPC may or may not own the copyright to photographs in the Collection. Researchers are responsible for applying to the photographer or other copyright holder for permission to publish photographs. Contact the Curator for further information.

The SCPC will require a copy of the published work (cloth-bound copy if there is one), for its Collection.

The SCPC can no longer provide black and white prints or slides of our images. We can provide up to 5 digital scans for each patron, per year, with costs listed below:

* When a Digital File of Photograph is requested (patrons are responsible for supplying SCPC staff with correct dpi needs for each image to be scanned):
$25.00 for each image [can be sent in 5" x 7" or "8 x 10" size] plus $3.75 for disk with image file/s

Possible Additional Charges:
Shipping costs: $2.50-$20.00, depending on size of request and method of delivery requested
Rush fees: up to 50% additional charge on reproduction fees (rush orders will be accepted only in extraordinary circumstances)
Use-Fee: there may be a $25.00 use-fee charged for each use of each photograph in a published work

Paying for Reproductions:
Cash, personal checks, or traveler's checks in U.S. dollars are accepted as payment. Credit cards, electronic fund transfers (e.g. Paypal), international money orders, or international postal coupons are not accepted. If you wish to pay in currency other than U.S. dollars, please contact the Curator at wchmiel1@swarthmore.edu for further information. For fees over $50.00, full payment must be submitted in advance.



Obtaining Audiovisual Reproductions

The SCPC will provide reproductions of some audiovisual items in the Collection for a fee. These reproductions are provided for research purposes only.

Patrons who wish to publish or use audiovisual items in any format including, but not limited to: books, magazines, journals, broadcast formats, digitized or electronic formats, or web sites, must apply to the SCPC Curator for permission.

Content of sound or visual items may be edited for production, but they may not be altered or manipulated in any way to appear differently from the original in the historical collection.

The SCPC may or may not own the copyright to audiovisual items in the Collection. Researchers are responsible for applying to the copyright holder(s) for permission to use these items. Contact the Curator for further information.

The SCPC will require a copy of the completed work (in current format), for its Collection.

We can provide a digitized copy, with costs listed below:

Video
* Videorecording (VHS) is requested:
$25.00 for digitizing each DVD; plus $3.75 for disk
* Videorecording (DVD) is requested:
$25.00 for digitizing each DVD; plus $3.75 for disk

Sound

* Audiocassette
$25.00 for digitizing each audiocassette to CD
* Reel-to-reel tape
C
ontact SCPC staff for more information
* Compact Disc
$25.00 for copying each CD to CD

At this time each patron is limited to ordering no more than five (5) audiovisual items per year.
At this time SCPC staff cannot replicate: videorecordings (Beta) or non-U.S. formats; audio micro-cassettes; audio reel-to-reel tapes; motion picture film


Possible Additional Charges:
Shipping costs: $2.50-$20.00, depending on size of request, destination address, and method of delivery requested
Rush fees: up to 50% additional charge on reproduction fees (rush orders will be accepted only in extraordinary circumstances)
Use-fee: there may be a $25.00 use-fee charged for each use in a published work

Paying for Reproductions:
Cash, personal checks, or traveler's checks in U.S. dollars are accepted as payment. Credit cards, electronic fund transfers (e.g. Paypal); international money orders, or international postal coupons are not accepted. If you wish to pay in currency other than U.S. dollars, please contact the Curator at wchmiel1@swarthmore.edu for further information. For fees over $50.00, full payment must be submitted in advance.




Copyright
There is no fee for referring to or citing SCPC manuscript material in a new published work. However, the SCPC does require a copy (hard-bound if there is one) of the work for its Collection.

Contact the Curator with any questions regarding copyright of any or all material to be cited in new published works, including books, articles in periodicals and journals, and audiovisiuals such as movies, documentaries, and on-line resources. Cite manuscript collections as follows:

[Individual's Name] Papers, Swarthmore College Peace Collection,
[Organization's or Group's Name] Records, Swarthmore College Peace Collection,

It is helpful for future researchers if the box number from which the item cited came is included in the citation.

Click here to see table of when works have passed into the public domain. Click here for more information about copyright law. [both provided by the University of North Carolina]



Donations
Peace activists and peace groups/organizations are encouraged to consider the SCPC as the repository for their personal papers and/or organizational records, including correspondence, meeting minutes, program and administrative files, photographs, posters, audio and video recordings, realia, and much more. Preference is for paper copies of all email and other digitized material. Contact the Curator with any questions or to discuss how best to prepare material for donation.

The Swarthmore College Peace Collection is always happy to receive financial gifts for operations or for special projects. Please contact the Curator if you are considering any sort of donation.




500 College Avenue, Swarthmore, PA 19081-1399; 610-328-8557

This file was last updated on July 8, 2014.