University Archives Policies

Effective Date Apr 9, 2008

The Harry P. Weber University Archives and Florida Institute of Technology Special Collections (collectively referred to as “Archives”) can provide reproductions of most of its collection items. Reproduction requests can be submitted in person or by email to archives@fit.edu; please allow up to two weeks for reproductions. Reproductions are subject to the following restrictions:

  1. Low-resolution photocopies, photographs, and scans of items in the Archives may be made by Library staff on behalf of users for the following purposes: personal, research, scholarly, educational, and other nonprofit use.
  2. Users may use personal cameras to take non-flash photography of most items with approval and supervision of Archives staff for the following purposes: personal, research, scholarly, educational, and other nonprofit use.
  3. Researchers wishing to use materials from the Archives in publication, performance, exhibition, or broadcast must secure high-resolution copies from the Archives and obtain Permission to Publish. 
  4. Due to preservation considerations, the method of reproducing materials and the amount of reproductions made may be restricted by Library staff.
  5. Florida Institute of Technology (“FIT”) reserves the right to charge a nominal fee to provide reproductions to users. See Reproductions Fee Schedule.
  6. FIT is not responsible for any copyright infringement resulting from improper use of research copies or scans created by or provided to users.
  7. By providing reproductions, FIT is not automatically granting a license for use or permission to publish.

 

NOTICE: WARNING CONCERNING COPYRIGHT RESTRICTIONS

The copyright law of the United States (Title 17 U.S. 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 those specified conditions is that the photocopy or reproduction is not to be “used for any purpose other than for 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. The Archives reserves the right to refuse to accept a copy order if, in its judgment, fulfillment of the order would involve violation of copyright law.

 

Reproductions Fee Schedule

To support research and scholarship, the first five images (150dpi or less) requested for personal use will be provided free of charge, per patron, per month, for items under 11” x 17”. All researchers requesting reproductions must indicate the intended use, even if no use fees will be assessed. Reproduction and use fees are assessed separately. In some instances, reproduction fees may be waived for FIT faculty, staff, and students at the discretion of Library staff.

Original Format

Reproduction Format

Fee

Paper or Photograph (under 8.5 x 11in.)

Photocopy, 150dpi

b/w: $0.15/page

color: $0.20/page

Paper or Photograph

PDF, JPEG, 150dpi

$3/image after first 5 scans

 

Paper or Photograph

PDF, JPEG, TIFF 600dpi or higher

$5/image

Slides, negatives, transparencies

JPEG, 150dpi

$5/image after first 5 scans

 

Slides, negatives, transparencies

JPEG, TIFF 600dpi or higher

$7/image

 

3-D objects, large format items (over 11 x 17 in.)

JPEG, TIFF, any dpi

Contact the Archives at archives@fit.edu

Audio

Mp3

Contact the Archives at archives@fit.edu

Video

Mp4

Contact the Archives at archives@fit.edu

Digital files

Original format or any standard digital file type

No charge if researcher provides own storage device, quantity limits may apply

Digital files

Original format or any standard digital file type

No charge if online transfer under 5MB, quantity limits may apply

Effective Date Apr 9, 2008

The Harry P. Weber University Archives and the Special Collections (referred to collectively as ‘Library’ or ‘the Archives’) are committed to preserving and making available records of enduring value to the public through online finding aids. The University Archives and Special Collections are available by appointment during library hours of operation. Researchers wishing to use the materials accept the following conditions of access:

  1. The Archives may limit or deny the use of original records deemed too physically vulnerable to withstand handling by researchers. In such cases, the Archives will do everything possible to provide the researcher with a suitable reference copy.
  2. The Archives has the right to deny access to unprocessed materials. Exceptions may be made at the discretion of the University Archivist or Special Collections Curator.
  3. The Archives may also deny access to the collections for any of the following reasons: Donor or legal restrictions, lack of documentation or description, or physical condition.
  4. All researchers are asked to sign a researcher agreement form and provide identification upon request.
  5. The Library may deny access to any researcher who has demonstrated carelessness, deliberate destructiveness, or the potential for harm toward Florida Tech staff, student workers, interns, volunteers, property, or collections.
  6. The Library may restrict the number and type of personal belongings a researcher may have out while working with the materials.
  7. The Library has the right to search all property in a researcher’s possession upon arrival and departure from the University Archives or Special Collections including but not limited to: backpacks, briefcases, purses, tote bags, laptop cases, envelopes, packages, and office equipment.
  8. The Archives may inform users of parallel research by others utilizing the same material without disclosing specific or personal information. Researchers may elect to allow the Archives to provide contact information to parallel researchers or to facilitate an introduction.
  9. Electronic, photographic, or paper reproductions of most items may be obtained from library staff provided no donor agreements or laws are broken.
  10. There is no charge to access the collections. Reasonable fees may be charged for reproduction services and materials provided by the Library.

Researchers complete the Researcher Agreement Form indicating they agree to abide by the following procedures:

  • Open only one box or bound volume at a time.
  • Remove and open only one folder at a time.
  • For paper records, keep records flat on the table at all times.
  • Use book supports provided for bound volumes.
  • Do not lean on or place items on top of materials.
  • Keep items in the order they are found.
  • Wear white or nitrile gloves provided by staff when handling the materials.
  • Leave all bags on the floor in plain view.
  • Notepaper, notecards, pencils, and laptops may be used while accessing materials.
  • The following may NOT be used when accessing materials: liquids, food, pens, highlighters, pressure-sensitive note taking devices, flashlights, sticky notes, or sharp objects.
  • Cameras may be used subject to approval by library staff.
  • It is the responsibility of the researcher to abide by copyright law in the use of archival materials.

Effective Date Apr 9, 2008

Users must credit the Harry P. Weber University Archives or Florida Institute of Technology Special Collections (referred to collectively as “Archives”) in any publication or display of materials. The preferred credit is:

 

Harry P. Weber University Archives or Florida Institute of Technology Special Collections, John H. Evans Library, Florida Institute of Technology, Melbourne, FL.

 

The preferred citation for a specific item is:

“[Item and date].” [Name of Collection], [Collection Identifier]. Harry P. Weber University Archives or Florida Tech Special Collections, Florida Institute of Technology, Melbourne, FL.

It is the responsibility of the user to:

 

  1. Abide by any and all applicable copyright laws in their use of material from the Archives.
  2. Determine and satisfy copyright or other use restrictions from Florida Tech and/or the original copyright holder when utilizing materials from the Archives for profit or commercial use, or to distribute, publish, post, or display in any way either in print or electronically.
  3. Seek written permission from the original copyright holder regarding use of the material when applicable. For items where Florida Tech holds the copyright, please request permission via the Permission to Publish form is available.

 

By choosing to access the Archives, creating reproductions, or requesting or accepting reproductions created by Library staff, the user understands and agrees to the following:

 

  1. If you decide to use the material for commercial or other purposes without undertaking to clear all rights, you will be responsible if someone else owns the rights and the owner objects to your use.
  2. By choosing to access, duplicate, and use these materials you understand that you are responsible for obtaining copyright permissions where applicable by law, and that Florida Tech is not responsible for the use you make of any material obtained from the university archives. You agree to defend, indemnify, and hold harmless Florida Institute of Technology and its officers, employees and agents from and against any and all liability, including costs and expenses, arising from the violation of rights of ownership, infringement of copyright, or invasion of privacy, or claims of libel, that may result from your use of the images.
  3. Where Florida Tech owns copyright, licensing fees may be assessed for commercial use of these images, to help fund ongoing efforts to care for, preserve, and expand physical and digital collections. See Permissions Fee Schedule.

 

Permission Fee Schedule

Reproductions of materials from the Archives are subject to a per use image fee when approved for use in publishing, video production/film, exhibits, presentations, advertising, websites, or similar use. In addition, license fees may apply.

No use fees will be charged for the use of university archives or special collections materials in university publications or for student theses or dissertations, however image credit must be given in said publication.

The permissions pricing will vary based on patron category:

  1. Non-profit entities including but not limited to FIT Faculty, staff, and students, K-12 educators, and non-profit organizations. In some instances, use fees will be waived for this category at the discretion of Library staff.
  2. Commercial or for-profit entities or individuals on behalf of such entities.

Use Type

Non-Profit

Commercial

Scholarly Publication

$50/image

$100/image

Exhibit or Display

$15/image

$75/image

TV, film, websites

$75/image

$125/image

Advertising and Marketing

$125/image

$175/image