Policy on Duplicating, Reproducing, Publishing of Special Collections Materials

Special Collections offers duplication and reproduction of its research materials under certain conditions.

Special Collections controls all duplication services and reproduction requests.  All requests, either for material where Special Collections holds copyright or where Special Collections is not the copyright holder, are subject to review.


Copyright Compliance

Special Collections complies with the copyright law of the United States (Title 17, United States Code, 1976)and the International Berne Convention, which govern the making of copies of copyrighted material and which prohibit the copying of material that is under copyright protection without specific written authorization from the copyright holder.


Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other 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. 

(For information on Fair Use see: http://www.universityofcalifornia.edu/copyright/fairuse.html.)


Duplication and Reproduction Policy

Researchers wishing to have material in Special Collections duplicated or reproduced through photocopying or scanning must consult with Special Collections regarding permission and fees and fill out and sign a request & agreement form.


Special Collections reserves the right to refuse to accept a copying order if, in its judgment, fulfillment of the order would involve violation of copyright law.


Material may be reproduced when, in the judgment of the Special Collections Librarian, such reproduction supports the research, teaching, learning mission of the University of California system, but: 

  • Will Not Damage the Original Item
  • Will Not Duplicate an Inordinate Portion of the Material
  • Is Not Prevented by U.S. Copyright Law
  • Does Not Infringe on Special Restrictions Imposed by the Donor of the Material

Where Special Collections holds copyright it reserves the right to exercise judgment concerning the appropriateness of commercial reproduction and conformance with the values of the University and those of the original creator.

Permission to publish may be offered only to the extent of UCSC ownership of the rights related to the request or when documented special arrangements between UCSC Library and the copyright holders have been made and when a request complies with donor agreements and any known copyright restrictions. 

Any permission granted will be for one-time, non-exclusive use of the material.

For archives where UCSC holds property rights but not copyright, proof in writing of permission from the copyright holder (owner of the intellectual property as defined by US copyright law) must be presented before reproduction/duplication requests are approved, regardless of use.

Special Collections is unable to conduct copyright searches and cannot counsel users in the application of copyright law.


Use of Cameras in the Reading Room

Personal  digital cameras or cell phones in airplane mode may be used in the reading room after obtaining permission from Special Collections staff. Please read our policy for the use of personal cameras. Flash, scanners, laptop cameras, video cameras and tripods are not permitted.



Photocopying of material in Special Collections is provided as a service to expedite research and lessen wear on documents. Photocopies are made solely for the personal use of the individual researcher requesting them.

There is no self service copying in Special Collections; photocopying of material is done in-house by the Special Collections staff as time permits.

Requests for photocopying  are to be made in writing, either in person, by email, or by letter using thePhotocopying Request and Agreement form. (Available from this site.)  All requests must be approved by staff in Special Collections.

The requestor  must  read, review  and acknowledge the policies and regulations as given in this document.

Approved requests are limited to 20 pages per volume/published item.  Copies cannot be made from volumes  that are tightly bound, are  more than 1-1/2 inches thick, or are oversized (see call number for designation “oversize.”)

A per page charge of 50 cents will be assessed for photocopying.   The Library accepts debit/credit card payments and checks only.  Master or Visa card Credit/debit card payments are accepted in person or by phone.  We cannot accept credit card payments by email. Checks must be made payable to “UC Regents.”

Permission to photocopy does not constitute permission to publish.


Digital Scanning for Publication

Requests for digital reproduction  are to be made in writing, either in person, by email, or by letter using the Duplication/Reproduction Request  and Agreement form. All requests  must be approved by the Special Collections Librarian.

The requestor must  read, review and acknowledge the policies and regulations as given in this document.

Orders generally take two to three weeks to be processed.

Digital scans for print publications are made as high resolution, 24 bit RGB TIFF files on CD unless otherwise requested. Resolution for reproductions distributed electronically (i.e., internet or web use) will not be greater than 72 dpi or 640 x 480 pixels. 

The cost for digital scanning includes a reproduction fee  and a use fee; the cost varies depending  on non-profit or commercial use.  An additional hourly processing fee for work performed in selecting and retrieving images and for producing any thumbnails needed for review prior to ordering for reproduction. Tax and mailing charges are additional. A fee schedule is available in the Reading Room and from this site. Estimates can be made in advance.

All orders must be paid in advance.  Payment  is to be made by check only,  payable to “UC Regents.” 



All reproduced and published items (in print or electronic format) must be credited as follows:
“Courtesy, Special Collections, University Library, University of California Santa Cruz. Archive name (if appropriate)”



A complimentary copy of any publication or reproduction using Special Collections materials must be sent to the University Library at the time of publication.