It is possible to request photocopies, photographs, slides, microfilm and digital images of Special Collections materials.
Each item to be duplicated must be evaluated by Special Collections staff on the basis of:
- Physical condition - many items, especially rare books or large architectural drawings, are too fragile to photocopy without endangering the originals.
- Copyright issues - if the item is a published document, copyright restrictions may apply. If the item is unpublished, copyright may rest in the hands of the author or his heirs.
- Restrictions set by donors - some manuscript collections have restrictions against photocopying.
- Physical size - some items, such as maps or architectural drawings, are too large to duplicate
As curators of these priceless materials, we work to safeguard the condition of materials and to respect the wishes and interests of authors and donors. As librarians who want to further scholarship and teaching and want to publicize our collections, we will work with you to find creative ways to reproduce items that may fall into one of the categories above.
If You Would Like Photocopies
For a photocopy request, please provide us with:
- Complete call number for the item or complete description of item
- Your complete postal service mailing address
- Your complete telephone number with area code
- Your email address
- Method of payment such as cash, charge U.Va. account, etc.
Photocopying services are provided through the University's Department of Printing and Copying Services on a prepaid basis. At this time (Apr 2008), photocopies cost 25 cents per page plus a $6.00 handling fee and first-class postage for mail orders. See their cost sheet here.It takes our staff up to five weekdays to complete most orders. You cannot pay for photocopies before the copies have been made. Once the copies have been made, Printing Services will invoice you by email for the total amount. Once you pay this amount, the copies will be mailed to you. If you can pick up the copies in person, you should visit Printing and Copying Services, located on the first floor of Alderman Library, in order to pay for and pick up your copies. You will not be charged postage or a handling fee if you pick the items up in person. Printing and Copying Services is open Monday through Friday 8 a.m. to 5 p.m.
You can pay Printing and Copying Services by check, cash, VISA, MasterCard, or money order. If you are paying from another country, you can pay by international money order or a check in U.S. dollars drawn on a U.S. bank.
PLEASE DO NOT SEND PAYMENT WITH YOUR ORDER!
You will be billed when your order is complete.
If you have a question involving the status of an order for photocopies, please call our reference desk at (434) 924-3082.
If you would like to request reproductions of large architectural drawings or large maps, you must order digital images through Digitization Services (http://www.lib.virginia.edu/rmds/services/requests/index.html). We no longer offer photocopies or blueprints of our oversized items made through Mint Printing or T&N Printing in Charlottesville.
If You Would Like Photographic Prints, Slides, or Microfilm
For a photographic request, please provide us with:
- Complete negative number from the negative number field in the database record or complete call number of item
- Your complete postal service mailing address
- Your complete telephone number with area code
- Your email address
- Method of payment such as cash, charge U.Va. account, etc.
Photographic services are provided through U.Va.'s Department of Printing and Copying Services on a prepaid basis and prices vary depending on the photographic method used. At present (May 2005), 5x7 prints cost $5.00/$7.50 each and 8x10 prints cost $6.50/$8.00 each. There is an additional charge of between $9.50 and $15.00 for the production of a copy-negative if one needs to be made.
Copy negatives reside with the Special Collections Department and will not be mailed to you. It takes the photographer up to five weekdays days to complete most orders. You cannot pay for photographic orders before they have been completed. Once the order is complete, Printing Services will invoice you by email for the total amount. Once you pay this amount, the order will be mailed to you.
If you can pick up the order in person, you should visit Printing and Copying Services, located on the first floor of Alderman Library, in order to pay for and pick up your order. You will not be charged postage or a handling fee if you pick the items up in person. Printing and Copying Services is open Monday through Friday 8 a.m. to 5 p.m.
You can pay Printing and Copying Services by check, cash, VISA, MasterCard, or money order. If you are paying from another country, you can pay by international money order drawnor a check in U.S. dollars drawn on a U.S. bank.
These prices are subject to change. To see the most recent price list, consult Printing and Copying Services. (434) 924-3785
PLEASE DO NOT SEND PAYMENT WITH YOUR ORDER!
You will be billed when your order is complete.
If you have a question involving the status of an order for photographs, please call our reference desk at (434) 924-3082.
If You Would Like High Resolution Digital Images
Please consult the Digital Services page.
For any reproduction obtained by you with the intention of reuse in any fashion, you MUST CONTACT Special Collections to obtain permission to use the image; in addition to reproduction costs, you may be charged a publication fee. Please see our policy on use and reproduction of materials the Special Collections Department for more information.
If you have a question involving the status of an order for digital images, please contact digitalservices@virginia.edu.
Personal Digital Cameras and Scanners
Hand-held personal digital cameras may be used in the Reading Room only with the permission of our reference staff. The items that you wish to photograph must be examined by the desk attendant and evaluated for physical condition, copyright issues, and donor restrictions. Use of a flash or other lighting is prohibited. The use of tripods or camera supports will not generally be permitted. Flatbed or hand-held scanners are not permitted.
If you are planning a research visit to Special Collections and would like to know in advance whether we will approve your use of a digital camera, please submit a request through our online reference request form and let us know which materials you may wish to photograph. When you arrive, the desk attendant will provide you with a card that must be included in each digital image. This card identifies the material as being housed at U.Va. Special Collections.
Images of materials that are made in our Reading Room must not be used for publication or use on a website without permission of our department. For information on using Special Collections materials in publications or on websites, please refer to our Use, Reproduction, and Publication of Materials policy.
[updated 02/23/07]
Submit a Request for Reproductions
You may submit your request:
- by using our online reference request form (preferred)
- by fax to (434) 924-4968
- by U.S. mail to:
Small Special Collections Library
P.O. Box 400110
University of Virginia
Charlottesville, Virginia 22904-4110
We regret that we are unable to accept requests over the telephone.
If you have a question involving the status of an order for photocopies or photographs, please call our reference desk at (434) 924-3082. If you have a question involving the status of an order for digital images, please contact digitalservices@virginia.edu.