Class projects in Special Collections & University Archives
We are very happy to have projects assigned using Special Collections materials. Please be aware that both students and faculty must be informed about our procedures, and agree to comply with our policies.
- At least two weeks prior to your class meeting, please arrange your visit, in writing, with Special Collections staff. Send an email to firstname.lastname@example.org with the following information:
- Your name
- Your department
- Your phone number
- Your email address
- Title of class
- Number of students
- Brief description of curriculum and reasons for visiting Special Collections (this will help us select materials to present to your class)
- Times and dates possible for visit
- We will respond to arrange a time and work out the presentation with you.
- Please complete this form (a PDF) and send it with the text of the assignment and the due date at least two weeks before you send students in to work on an assignment.
- Students must go through an orientation before they begin work on their project. The orientation includes registration, proper handling of materials, research techniques, intellectual property principles, fees charged for duplication, and feasible time lines.
- Each student must sign a contract (a PDF) with us, to ensure that they agree to comply with our procedures and respect our property rights. We regret the need for this, but have had too many problems in the past.
Duplication Services for Student Projects
- Students may not duplicate materials themselves. They may not bring in cameras or scanners. For the safety of the materials, duplication is performed by our trained staff.
- Students must pay for duplication services. We keep our rates as low as we can, but we must recover our costs. We can negotiate a project fee instead of a per-image fee.
- Rush duplication requests incur a 50 percent surcharge. Students must plan their projects and allow us enough time to do our work. If we are dealing with many projects at once, we have less flexibility in our ability to meet your deadline.
- Any publication, exhibit, or other use of the duplicated materials requires negotiation of a separate use fee. These materials belong to the State of Oregon and we are obligated to monitor use. If students want to later publish their works, they must negotiate a new use fee. Failure to disclose intent to publish or exhibit is intellectual dishonesty and a violation of our property rights, and we may prosecute.
- Read the contract (a PDF). We are happy to help you, but we have limitations on what we can do, and we have lots of other users asking for our help.
- Ask for help. If we understand your research topic, we may be able to find other sources for you. We won't do the research for you, but we'll help you find what you need.
- Plan your work. If you come in at the last minute we may not be able to get the materials to you promptly, and we definitely won't be able to get your duplication orders filled in time.
- Budget your project. You have to pay for duplication (photocopies, scans, et cetera) and you can't bring in your own scanner or camera. If you are producing an exhibit, Web site, video, or publication, you have to pay a use fee. Select carefully to keep within your budget.
- Respect intellectual property. Make sure you know how to cite our materials correctly, so other people can follow up on your research. Make sure you have our permission to quote from or reproduce our collections-theft of intellectual property is still theft, and we may prosecute.