Policies and Guidelines

Rules

  • For Readers
      • All research appointments must be made in advance. Contact the staff for an appointment.
      • Readers must leave coats, briefcases, and other materials in a designated area. Only pencils, paper, and laptop computers may be taken to the research area. No scanning or photography is allowed. The staff reserves the right to inspect all personal articles before the researcher leaves the archives building.
      • No smoking is permitted anywhere in the archives building. Eating and drinking is permitted in designated areas only.
      • Access to some collections is governed by restrictions, which are noted in the catalogue description of the collection. A staff member will also inform the reader of any such restrictions when materials from such collections are requested.
      • Material may be examined in the research area only and is issued for the exclusive use of the person requesting it. The quantity of material examined at any one time will be limited.
      • Notes must be taken in pencil or on a laptop only.
      • Readers must maintain the existing order of the material. The staff should be notified of any apparent disarrangement.
      • Material must be handled with great care. Turn pages slowly and gently. Use material from one folder at a time. Do not stack it on end to return it to its original shape. Never place anything (pencils, paper, elbows, etc.) on top of the material.
      • Limited photocopying is possible depending on the fragility of particular items and compliance with copyright law. All requests for copies are subject to departmental review. Copies are prepared by department staff following the posted schedule for copying charges. Photocopies are made for private study, scholarship or research only; under no circumstance may copies of materials from our collections be deposited in another repository or institution without our express written permission. For information about duplication of our holdings, please see the Duplication Policy below.
      • Permission to examine does not constitute permission to publish, reprint, reproduce, or quote.
      • Brief direct quotations may be made freely and without charge from documents held by the Cinema Archives, unless specific donor agreements or other stipulations prevent such quotations. Restrictions on use are noted in the catalogue description of the collection where restrictions are in effect, and a staff member will also inform the reader of any such restrictions when materials from such collections are requested. Please see our Guidelines for Direct Quotations for more information.
      • Readers agree to follow the Wesleyan Cinema Archives rules, policies, and procedures pertaining to quotation, duplication, and publication of materials. Readers must obtain permission prior to publication from holders of copyright and from other interested parties as applicable. Readers agree to accept full responsibility for complying with laws enacted to protect copyright and privacy rights. The Cinema Archives is obliged to deny access to materials that are protected by privacy and copyright laws. In almost all cases, fees are assessed for the publication of items; for important additional information, please see our Publication Permissions and Fees guidelines.
      • In all works or exhibitions in which Cinema Archives material appears, each appearance must be acknowledged citing the “Wesleyan University Cinema Archives” and following a format customary for the particular work or exhibit.
      • In the event research done at the Cinema Archives becomes a source for publication or exhibition, the Cinema Archives requests a copy of the publication or catalog.

Duplication

  • Duplication Guidelines
      • All duplicating of Wesleyan Cinema Archives materials must be done by Cinema Archives staff.

        Materials may be copied when, in the judgment of the staff, such copying will not damage the original item(s); will not duplicate an inordinate portion of a collection, archival record group or bound volume; is not otherwise prohibited by donor agreements or stipulations; and is not prohibited by United States copyright and/or privacy law. While the Cinema Archives makes every attempt to accommodate copying requests, making copies is inherently stressful to the original(s). As a general guideline, readers are limited to a maximum of 100 copies per collection, with additional copying considered on a case-by-case basis. The Cinema Archives staff will make up to 10 photocopies per day for on-site researchers. Additional copies (within the 100-copy maximum) will be completed in a timely fashion and mailed. Pre-payment is required for photocopies and shipping charges. 

        Special conditions apply when requesting duplication of unpublished materials. Virtually all unpublished manuscripts, recordings, and photographs created since the early twentieth century are protected under copyright law. Select photocopies of manuscripts may be made if they are solely for the research use of the applicant; further duplication of such copies is not permitted, nor may those copies be deposited in another institution. Nor does the Wesleyan Cinema Archives, in making research copies available, thereby grant permission to reproduce those copies or to quote extensively from them for publication. (Please see our Guidelines for Direct Quotation for more information.) In making use of these copies, the applicant assumes full responsibility for any infringement of copyright or publication rights belonging to the author, the author's heirs or assigns. The applicant also accepts responsibility for communicating with the holder(s) of copyright concerning permissions to quote or otherwise publish material protected by copyright from our collections. Special copyright provisions apply to sound recordings, pictorial, musical, graphic, motion picture, or other audio-visual works that severely restrict duplicating without the express permission of the holder of copyright.

        Publishing material from our holdings requires permission from the holders of copyright and, in some cases, from Wesleyan University.

        A use fee may apply; for important information about publication, please see our Publication Permissions and Fees guidelines.

        The Cinema Archives fills orders as quickly as possible.

        Requests from on-site researchers take precedence; research requests received through the mail, by phone or electronically will be handled as time, the availability of staff, and the fragility of the material allows. In all instances, a signed Request for Duplication is prerequisite to filling any duplication order. The requester agrees to pay the costs incurred. Please see the fee schedules. Payment is required in advance for non-photocopy requests.

  • Duplication Fee Schedule
      • Please consult the Wesleyan Cinema Archives Duplication Policy for rules governing the request and production of duplicates from our collections. Copies are generally made for the private research use of the applicant, and copying orders that violate "fair use" or related provisions of copyright law cannot be filled.

        Additional fees may apply for publication and other uses of these reproductions beyond personal research; please contact the Curator of the Wesleyan Cinema Archives for further information.

        All non-photocopy orders require prepayment. All mail orders require prepayment and are subject to a $15.00 handling/mailing fee. FedEx and other services are available at extra cost, or the requesters may provide their account numbers for Cinema Archives use.

        As a practical matter, the Cinema Archives prefers to make digital scans of most of its materials for those readers who wish non-photocopy reproductions. If photographs, slides, or other types of reproductions are required, the requester should understand that costs and the time involved will necessarily be greater than scanning.

        Photocopies:

        On-site requests:
        $ .25 per exposure (10 per day; 100 exposure maximum).

        Mail orders:
        $ .25 per exposure ($10 minimum; 100 exposure maximum per order) (an additional handling/mailing fee of $15.00 also applies).

        Digital scanning:

        Up to 8.5 x 11 inches: $15 per scan, $2 per CD as needed
        Larger than 8.5 x 11 inches: please inquire.

        All other types of reproductions:
        Generally will be done at prevailing lab costs plus a Cinema Archives service charge. Please inquire.

  • Publication Permissions and Fees
    • These rules apply to readers who wish to publish or reproduce

      (a) entire works, or 
      (b) quotations or excerpts which exceed what may be regarded as “Fair Use” guidelines from works

      owned by the Wesleyan Cinema Archives.

      An “entire work” refers to such items as a photograph, a letter, a single page from a diary, notebook, or script, a newspaper article, etc. “Publication” refers to reproduction of the work or the excerpt in a printed format (such as a book, journal, etc.), a moving image format (such as a television or motion picture documentary, etc.), a digital form (an Internet website, a DVD-ROM, etc.), or any other format. The Cinema Archives will be happy to provide additional clarifying information.

      Brief quotations are typically permitted freely. Please consult our Guidelines on Direct Quotations for more information.

      Publishing material from our holdings requires permission not only from the holders of copyright but also from Wesleyan University. For permission to publish, please write to the Curator, Wesleyan Cinema Archives, 301 Washington Terrace, Middletown, Connecticut, 06459. Since Wesleyan University must approve the project, it would be best to seek approval for the project well ahead of the anticipated publication. After a publisher (or comparable non-print distributor) has been secured, the requester should contact the Curator and indicate the materials wished to reproduced together with the title, publisher, as well as the anticipated date of publication and print run (or comparable non-print distribution plans) of the proposed project.

      When copyright is held outside Wesleyan University, our permission to publish does not extend to copyright. The Wesleyan Cinema Archives will provide information about copyright holders whenever possible; however, the applicant accepts all responsibility for obtaining the required permission from copyright holders in order to publish materials protected by copyright law. Wesleyan University accepts no liability relating to the misuse of any its materials.

      Publication of material is subject to use fees. Publication of entire works, the use of images or facsimiles, and reprint projects are subject to the fee schedule below or are negotiable. Unless stipulated otherwise, publication permission is for one-time nonexclusive use, is contingent upon receipt of applicable fees, and requires appropriate citation for the material published.

      Use fees do not include the cost of image duplication. Please see our Duplication Fee Schedule for costs associated with preparing copies from our holdings.

      -Wesleyan Cinema Archives Permission to Publish form-

      Use Fees

      Cost is per item:

      Academic journals: $10

      Editorial use in published works (other than academic journals):
      For-profit entities: $100
      Non-profit entities: $50

      Video and film production:
      For-profit entities: $150
      Non-profit entities: $50

      Exhibition use:
      For-profit entities: $150
      Non-profit entities: $25

      Advertising:
      For-profit entities: $200
      Non-profit entities: $100

      Projection:
      For-profit entities: $25
      Non-profit entities: $5

      All other uses: please inquire.

Guidelines for Direct Quotations

  • For Material Held by the Wesleyan Cinema Archives
      • These guidelines pertain to direct quotations from documents held by the Wesleyan Cinema Archives. They do not apply to indirect quotations and paraphrased characterizations, which, of course, may be done freely and without the permission of or consultation with the Cinema Archives.

        Requests to publish material in excess of these guidelines will require possible use fees. The requester must not assume that permission will be forthcoming. For more information, please consult our Publication Permissions and Fees guidelines.

        For some collections, donor agreements and other stipulations require the Cinema Archives to obtain approvals of quotations from material in those collections. The reader will be so informed if such is the case at the time the reader wishes to review material bound by restrictions on quotation. Conditions for use are also stated in the information describing the collection.

        Barring any restrictions, the reader may use direct quotations from documents held by the Cinema Archives if these guidelines are followed:

        1. Generally, no quotation may exceed whichever is less: 75 words or 60% of the document from which it is taken.
        2. No more than 20 quotations total from documents in one Cinema Archives collection may be used in a journal article or book chapter.

        If a collection has quotation restrictions, the following procedure must be followed:

        1. Send a copy of each manuscript page with the quotation in context to the Cinema Archives.
        2. The Cinema Archives staff will review the quotations to see if they are consistent with above direct quotation guidelines. If they are, then the staff will follow the specific course of action for quotation approval established for the given collection.

        Important: Please allow sufficient time for the Cinema Archives to review quotations and obtain any necessary clearances (at least six to eight weeks prior to the deadline for submission of the requester’s final manuscript).

        Wesleyan Cinema Archives
        301 Washington Terrace 
        Middletown, CT 06459