Appendix II: Access Policy For University Archives
Because of the location, staffing and special nature of the University Archives, the following Appendix supersedes some of the General Guidelines.
For any questions or to arrange an appointment, please contact University Archives at archives@drew.edu or 973-408-3910.
All users will register with the University Archives staff before beginning research.
Archives material will be used in the University Archives Reading Room (Room 313).
Archives material does not circulate. Material may not be taken from designated reading areas without permission of University Archives staff.
In cases where circulating copies of university publications exist, patrons will utilize those copies before consulting the University Archives.
The use of gloves when handling photographic material is required. Gloves will be provided.
The University Archives may limit and/or restrict access to certain types of records. The following records can be used only with permission of the Dean of Libraries:
- Records of a sitting and previous administration
The following records are closed to researchers:
- Individual education records of living students or living former students, as defined by the Family Educational Rights and Privacy Act of 1974, unless the student or former student grants access in writing.
- Individual employment records of current employees or living former faculty members, administrators, or staff members, including records which concern hiring, appointment, promotion, tenure, salary, performance, termination, or other circumstances of employment, unless the faculty member, administrator or staff member grants access in writing.
- Records which have been restricted by Deed of Gift.
Material may be photocopied or scanned only with permission of the University Archives staff. Only Archives staff can make photocopies. A photocopying charge will be assessed.
Researchers must secure written permission from the Archives staff to publish University Archives material. Researchers assume all responsibility for conforming with copyright laws and for correctly citing the source of the archival material. This repository should be cited as "Drew University Archives, Madison, New Jersey." One gratis copy of any publication resulting from extensive research in the Archives should be presented to the Archives.
-- November 2005
Appendix III: Photocopying and Scanning from Special Collections and University Archives
This policy applies to University Archives and to Special Collections in both the Drew Library and the Methodist Library. Exceptions are made for:
- most contemporary materials housed in the Methodist Library. For those materials the patron is permitted to make his or her own photocopies at the customary charge.
- Interlibrary loan photocopies. These will continue to be processed according to ILL charges and billing policies.
As staff time allows, Special Collections staff may make photocopies from archival and special collections materials. In some cases, the Conservator will be consulted to assess physical condition and risk of damage from copying. The charge per copy is 25 cents for the first 50 copies. After 50 copies the charge is $12.00 per hour plus 25 cents per copy. About 50 copies can be made in an hour. There is no limit to the number of copies which may be requested.
If the researcher is not on site when the photocopying is completed, we will ship the materials, including a charge for postage. We require that the invoice be paid before the materials are shipped.
The fee for digital images is $10 if an image is in public domain, regardless of whether the intended usage is personal or commercial. If the image is under copyright, the fee is $10 for personal use and $40 for commercial/trade publication. For images under copyright, researchers must fill out our permission-to-publish form. For use of personal digital cameras or scanners, please consult with the appropriate Special Collections contact.
--Appendix III approved by Director's Council 10/6/04
