ACCESS TO THE COLLECTIONS

• Any person may make written application to the Head of Special  Collections for permission to examine Special Collections materials.  Permission (subject to any general restrictions on access imposed by the author, donor, or the Library) may be granted at the discretion of the Special Collections staff to qualified and properly accredited persons.

• Special Collections materials may be used only in the appropriate Department Reading Room.  No materials may be taken from the Reading Room.  All patrons are required to conform to the Reading Room guidelines.

• No books or manuscripts will be paged later than 30 minutes to closing time.  Books and Manuscripts are expected to be returned at 30 minutes to closing time.

PHOTOCOPYING AND DIGITIZATION OF PUBLISHED AND UNPUBLISHED MATERIALS

• ON-SITE requests for photocopies from printed materials such as books, journals and the like will generally be granted provided that the photocopy process will not cause damage to the material.  Photocopying of Special Collections printed materials will be completed by department staff.  Entire books will not be photocopied.  OFF-SITE requests for photocopies from published materials should be directed to the McFarlin Library Interlibrary Loan Department.

• Manuscripts may not be copied by any process unless the applicant has given, by signature on the Reader's Application, written assurance to the Library that no document or substantial portion of a document will be published or reproduced without the permission of the author or his/her legal representative and the Head of Special Collections.

• Requests for copies of manuscripts must be made in writing (Request for Photocopies from Unpublished Works) and must specify the exact materials and passages to be copied.  Requests for copies of substantial portions of a collection are rarely approved.  The applicant must obtain and present to the Library written authorization from the author of the manuscript, or his/her heir, assignee, executor or estate representative.  If the author cannot be found and no heir or other interest holder can be traced, the applicant must present a written record of the steps taken to obtain authorization and request that the authorization requirement be waived. Fees are charged for the preparation of photocopies with an additional shipping and handling charge (Fee schedule).  Photocopies are not to be made available to any other person or institution without the written permission of the Head of Special Collections.

• Requests for photographic or digital images must be made in writing (Application for Photo-Duplication). Permission to reproduce unpublished materials or images will generally be granted upon receipt of written authorization from the photographer or studio, his/her heir, executor, or copyright holder (Permission to Reproduce).  If the photographer cannot be found and no heir or other interest holder can be traced, the applicant must present a written record of the steps taken to obtain authorization and request that the authorization requirement be waived.  Fees are charged for the preparation of photographic and digital reproductions with an additional shipping and handling charge and publication fee where applicable (Fee schedule).  Photographic and digital reproductions are not to be made available to any other person or institution without the written permission of the Head of Special Collections.

• Media, in any format, will not be copied without explicit permission from the producer, his/her heir, executor, or copyright holder,

PUBLICATION WITH REGARD TO UNPUBLISHED COLLECTION MATERIALS

• Permission to examine or to copy a manuscript does not convey the right to publish or to reproduce the material in any manner.  Publication privileges may be secured only upon the joint authorization of the Head of Special Collections and the holder of the literary rights, and in some cases, the original donor of the material.

• Permission to publish is granted on the basis of written application specifying the material to be published and the place of publication.  When requested, and when resources permit, the Library will check the accuracy of the transcription.

• Permission to quote from or publish a manuscript will normally be granted by the Head of Special Collections provided that:  1) written permission of the specific use intended has been secured from the holder of the literary rights; 2) the applicant appears competent to deal with the materials in question as attested by the applicant's references or by his/her position; 3) the contemplated research project meets commonly-accepted standards of scholarship; 4) and prior publication rights to the material have not been reserved by another scholar.

PRIOR RIGHTS WITH REGARD TO UNPUBLISHED COLLECTION MATERIALS

• The University of Tulsa claims no exclusive rights to the use or to the publication of manuscripts in its possession, nor will it extend such rights to others.  In certain special cases, however, where it would seem to aid and advance research, specified scholars may be granted a limited priority to publish designated manuscript or portions of manuscript.  The Head of Special Collections may at his/her discretion, and after consultation with the Director of Libraries, grant such a priority right for a reasonable and definitely-stated period, which may be extended, upon written application, at the discretion of the Head of Special Collections.  When such a priority has been granted, the right of others to consult the designated manuscript shall not be curtailed by such action, but the right to quote or to publish the manuscript will normally be granted to others only with the consent of the person to whom the prior right has been granted.

• By giving permission to copy or to publish a manuscript, the Library does not surrender or to publish that manuscript though it would normally refrain from either action until the first-permitted publication has occurred, or the allotted period of time has elapsed.  While the Library will endeavor to protect and assure scholarly right, it cannot guarantee such protection.