Special Libraries Copies and Permissions Services

Printer-friendly versionSend by email

General information | Fees | Turnaround times | Policies | Online request form | Credit line | Contact information

Northwestern University Library’s Special Libraries division is comprised of the Melville J. Herskovits Library of African Studies, the Art Collection, the Music Library, the Charles Deering McCormick Library of Special Collections, the Preservation Department, the Transportation Library, and University Archives. These departments maintain and provide access to extensive research collections, including rare and unique materials that may be reproduced upon request according to the following procedures.

General information

Requests for reproductions of non-circulating items from the collections of the Special Libraries division will be considered on a case-by-case basis according to the library policies set forth on this page, donor arrangements, physical condition of the original material, production capabilities, and the requester’s agreement to specified terms of use.

Requests to borrow or obtain copies of circulating materials held by Special Libraries should be submitted through the interlibrary loan office of the requester’s home institution.

Fees and technical information

Copying fees are determined by curators according to the following pricing schedule. In some circumstances, there will be no charge to members of the Northwestern community engaged in University business (including teaching and research). Charges for reproductions will be assessed carefully, and curators reserve the right to adjust fees. Requests for large quantities of material may incur additional fees and may require special arrangements.

Original format Reproduction Form* (see also: File formats and technical information) Fee
paper or microform b/w photocopy on paper $0.30 per page up to 12" x 17"
paper or microform color photocopy on paper $1.00 per page up to 12" x 17"
publication quality scans (600 dpi) from original up to 12" x 17"

digital file, electronic delivery only (email or web delivery only, no CD or DVD); 300 - 600 pixels per inch (ppi), 24-bit color, TIFF format

$10.00 for first page, $5.00 each subsequent page from the same work

publication quality scans (600 dpi) from original larger than 12" x 17"

digital file, scanned in sections and digitally stitched; electronic delivery only (email or web delivery only, no CD or DVD); 300 - 600 pixels per inch (ppi), 24-bit color, TIFF format

minimum fee $10.00 per scan plus $20.00 per stitch

digital copy of previously scanned image digital file, electronic delivery only (email or web delivery only, no CD or DVD) $5.00 per image
reference quality scans (300 dpi) from original up to 12" x 17" digital file, electronic delivery only (email or web delivery only, no CD or DVD); 24-bit color, JPEG format $1.00 per image; number of scans may be limited at curator's discretion
bound materials in good condition between 4" and 11" wide and between 6" and 14" high electronic delivery only (email or web delivery only, no CD or DVD); 200-400 pixels per inch (ppi), 8-bit grayscale with no more than 10% of pages in color, JPEG files or searchable image + text PDF. $150.00 per volume up to 400 pages; $100.00 per additional 100 pages or fraction thereof
microfilm digital file, electronic delivery only (email or web delivery only, no CD or DVD); 24-bit color, JPEG format to be determined based on quantity and format
16mm film (silent) electronic (email or web) delivery, DVD, supplied Firewire hard drive, or supplied external USB; standard definition DV25 files in .avi or .mov format; special requests for derivative files may be taken $60.00 inspection fee, plus $0.20 per foot; if repairs are necessary, $30.00 per hour of repairs will be added; $10.00 for transfer to external drive; $20.00 for first DVD, $10.00 each additional disc
16mm film (sound) electronic (email or web) delivery, DVD, supplied Firewire hard drive, or supplied external USB; standard definition DV25 files in .avi or .mov format; special requests for derivative files may be taken $60.00 inspection fee, plus $0.30 per foot; if repairs are necessary, $30.00 per hour of repairs will be added; $10.00 for transfer to external drive; $20.00 for first DVD, $10.00 each additional disc
VHS electronic (email or web) delivery, DVD, supplied Firewire hard drive, or supplied external USB; standard definition DV25 files in .avi or .mov format; special requests for derivative files may be taken $20.00 per tape
Video8/Hi8 electronic (email or web) delivery, DVD, supplied Firewire hard drive, or supplied external USB; standard definition DV25 files in .avi or .mov format; special requests for derivative files may be taken $20.00 per tape
3/4" Umatic electronic (email or web) delivery, DVD, supplied Firewire hard drive, or supplied external USB; standard definition DV25 files in .avi or .mov format; special requests for derivative files may be taken $50.00 per tape
Betacam SP or DVCAM electronic (email or web) delivery, DVD, supplied Firewire hard drive, or supplied external USB; standard definition DV25 files in .avi or .mov format; special requests for derivative files may be taken $65.00 per tape
Additional/special fees
Description
Fee
transcoding for film or video  in-house $30.00 per job
any format outsourced invoice total
any format shipping/total $6.00; other fees may apply

 *The Library and individual departments may not be able to provide copies of all material in all formats, and some requests cannot be fulfilled using in-house equipment and staff. These services may be outsourced, and the fees will be adjusted accordingly. Requesters are billed for the full invoiced amount, plus any shipping and handling, for any outsourced copies. Requesters will be given the option to cancel a copy request prior to outsourcing; once the outsourced process has been initiated, requesters will be responsible for the full cost. The variety, complexity and condition of the audiovisual formats held by the Special Libraries preclude their inclusion in a simple fee structure; copying costs will be assessed on a case-by-case basis.

See File formats and technical information for an expanded discussion of the standards applied to digitize material for requesters.  TOP

Turnaround times

Special Libraries will attempt to fulfill requests within five to ten business days following receipt of payment. This turnaround time cannot be guaranteed, however, and certain requests may require significantly longer. Requests are answered in the order they are received. While curators strive to respond to all requests promptly, “urgent” requests will not be given priority.  TOP

Policies

Use of personal photography or digitization equipment

Curators must approve requests from researchers who wish to bring digital cameras or other reprographic equipment into the library. Researchers performing their own digitization will be required to sign a Researchers Copyright Agreement form.  TOP

Copyright Statement

The Northwestern University Library provides access to its holdings for educational, personal, and non-commercial use. Materials held by Northwestern University Library may be protected by United States Copyright Law and/or by the copyright laws of other countries. Copyright law protects unpublished as well as published materials. At its discretion, the Library may make limited copies of materials that are still within their term of copyright, provided the copies become the property of the user and no further use or distribution is made without permission from the copyright holder.

Written permission from the copyright holders and/or other rights holders is required for publication, distribution, reproduction or other use of protected items beyond that allowed by fair use. Publication includes, but is not limited to, print, film, slide presentation, video, television, and electronic transmission, including transmission via posting on a web site.

To use either published or unpublished materials from our collections in a publication, requesters must determine whether the work has passed into the public domain and is no longer under copyright protection, or find the copyright holder and obtain permission to reproduce the material. The Library will neither facilitate nor execute these requests, nor will it provide publication permission for materials whose term of copyright has expired.  TOP

Disclaimer

Users of materials held by the Northwestern University Library are responsible for securing permission from copyright owners and payment of such additional fees as the owners may require. Users assume all responsibility for questions of copyright or other rights that may arise in copying and in the use made of the copy.

The user assumes all responsibility for infringement of copyright or other rights and agrees that Northwestern University Library is free from liability for any infringement of use by the requester. Northwestern University Library reserves the right to refuse permission and reproductions to anyone who does not agree to these conditions.  TOP

Request form and other documents

Digitization requests may be submitted via the online request form.

Requesters will be required to acknowledge their responsibilities as set forth in the Researchers Copyright Agreement form.

Credit line

Cite the appropriate individual library department as follows:
 
"Courtesy Melville J. Herskovits Library of African Studies, Northwestern University Library"
"Courtesy Northwestern University Art Library"
"Courtesy Northwestern University Music Library"
"Courtesy Charles Deering McCormick Library of Special Collections, Northwestern University Library"
"Courtesy Northwestern University Transportation Library"
"Courtesy Northwestern University Archives"
 

Contact Information

Additional information regarding the cost of reproductions, turnaround times, and specific procedures is available from these departments:

TOP