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Use of Materials and Policy Statements

Digitization Services

Materials obtained through requests to Digitization Services (or from its web site) may only be used in compliance with the terms below.

Placing requests

Using materials pulled from the web site

Policy for use of high resolution digital files

US Copyright Law Statement

Requesting permissions to reproduce

Citing material


Placing Requests

Requests can be made through our request form: http://www.lib.virginia.edu/rmds/services/requests/index.html. Your request must identify your affiliation (i.e. whether you are employed by the University of Virginia) and the means with which you intend to use the materials we deliver to you. If you are not affiliated with the University there may be a charge for the services we render. Whenever possible identify the object(s) you need with as much information as possible.

Our costs for non-UVa affiliates are as follows:

  • $50.00 for the first hour of service
  • $25.00 for each additional hour

Materials Obtained from our Web Site

The materials on this website have been made available for use in research, teaching, and private study. For these purposes, you may reproduce (print, make photocopies, or download) materials from this website without prior permission, on the condition that you provide proper attribution of the source in all copies (see below). Although we do not require you to contact us in advance for these purposes, we do appreciate hearing from teachers, students, and researchers who are using our resources in interesting ways (send e-mail to Digitization Services at digitalservices@virginia.edu).

For other uses of materials obtained from Digitization Services--i.e., commercial products, print publication, broadcast, mirroring, reuse on a website and anything else that does not fall under "fair use" (explained below) -- we require that you contact us in advance for permission to reproduce our materials.

Digitization Services reserves the right to refuse to accept a digitization request if, in its judgment, fulfillment of the request would involve violation of copyright law.

Digitization Services Policy

Many of the materials found in our web site belong to the U.Va. Small Special Collections Library. Often requests are made for high resolution digital images. We can provide those materials to users contingent upon the type of use that is stipulated. Before using images of Special Collections materials provided by Digitization Services, you should consult the Special Collections use, reproduction, and publication of materials policy.

Reproductions of materials obtained from Digitization Services (or from its web site) may be made without prior permission only for use in the research, teaching, or private study of the recipient of the reproduction. Reproductions may not be made for or donated to other repositories by the recipient and may not be further reproduced without permission.

The recipient agrees to give proper acknowledgement to the University of Virginia Library and further agrees to secure permission in advance from Digitization Services to publish or broadcast any item, in whole or in part, from its collections.

Digitization Services may not in all cases provide permission to use material it delivers. In certain cases it may direct the request to the proper department.

This permission may be granted in so far and only in so far as the rights of the University of Virginia Library are concerned. The University of Virginia Library claims only physical ownership of most Special Collections material. Persons wishing to broadcast or publish this material must assume all responsibility for identifying and satisfying any claimants of copyrights.

The recipient agrees to indemnify and hold harmless the University of Virginia, its officers, employees and agents from and against all suits, claims, actions and expenses arising out of the use of reproductions provided by Digitization Services.

United States Copyright Law

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 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.

Digitization Services reserves the right to refuse to accept a duplication request if, in its judgment, fulfillment of the request would involve violation of copyright law.

Copyright law protects unpublished as well as published materials. If you wish to use either published or unpublished materials from our collections in a publication, you must determine whether the work has passed into the public domain and is no longer under copyright protection or find the copyright holders and get permission to use the material.

An excellent source on the Internet is the WATCH: Writers and Their Copyright Holders database at the University of Texas, Austin.

For more information about copyright law and how it applies to information found on the Internet, see the Copyright Considerations page from UCSD and the Committee on Copyright and other Legal Matters page from the International Federation of Library Associations and Institutions (IFLA). Stanford University also has an extensive website that deals with copyright and fair use.

How to obtain permission to reproduce materials obtained from Digitization Services

Due to the varying nature of the collections held by the University of Virginia Library each collection may have different copyright or other reproduction restrictions placed on it. If you would like to reproduce materials from our collections, please contact us, specifying what materials you are interested in, and we will be able to inform you of any reproduction restrictions on a case-by-case basis. In some cases, we may be able to supply you with publication-quality scanned images of the items you are requesting (high resolution, loss less compression), so if you are interested in using materials in this format, please let us know. There is a charge for this service for users who are not faculty, staff, or students at the University of Virginia and the University of Virginia's College at Wise. Consult the services we currently provide.

How to Cite Materials from the Special Collections Department

Most of the materials digitized by Digitization Services come from the University's Special Collections Department. When using materials from Special Collections in your research, please acknowledge their source by clearly stating the name and accession number or call number of the collection or book in which you found the materials. If the materials you are using were found on our web pages, please specify, in addition to collection name, the URL of the page on which you found them. For example:

The Cocke Family Papers, MSS 640, Special Collections Department, University of Virginia Library

The Holsinger Studio Collection, MSS 9862, Special Collections Department, University of Virginia Library (http://www.lib.virginia.edu/speccol/holsinger/)

Leaves of grass. PS 3201 1855, Clifton Waller Barrett Library of American Literature, Special Collections Department, University of Virginia Library.


Please see our contacts page to reach the appropriate staff.


Requests for Digital Curation Services services may be placed at any of these locations:

Use our online Request Form.

Or contact us via email.


University of Virginia Library
PO Box 400113, Charlottesville, VA 22904-4113
ph: (434) 924-3021, fax: (434) 924-1431, library@virginia.edu

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