Columbia University Libraries

Publication and Digital Reproduction Policy and Procedures

4/5/04

Patrons seeking to quote from or publish in any way materials held by the Columbia University Libraries should refer to the most current copyright legislation for information relating to the use of published and unpublished materials. It is the user’s responsibility to adhere to the provisions of this law and, where necessary, to seek permission to publish, quote from or reproduce materials from copyright holders.

To arrange publication of Libraries' materials, a request-to-publish letter must also be sent to the Director of the distinctive collection or division holding those materials. These include:

• Avery Architecture & Fine Arts Library
  (see: http://www.columbia.edu/cu/lweb/indiv/avery/index.html)
  
  
• Burke Theological Library
  (see: http://www.columbia.edu/cu/lweb/indiv/burke/index.html)
  
  
• C. V. Starr East Asian Library
  (see: http://www.columbia.edu/cu/lweb/indiv/eastasian/index.html)
  
  
• Rare Book & Manuscript Library
  (see: http://www.columbia.edu/cu/lweb/indiv/rbml/index.html)
  
  
• Columbia University Archives
  (see: http://www.columbia.edu/cu/lweb/indiv/uarchives/index.html)
  
  
• Art Properties Division
  (contact: Sarah Elliston Weiner, Curator of Art Properties at 212-854-6800 or email: weiner@columbia.edu)
  
  
• Oral History Research Office
  (see: http://www.columbia.edu/cu/lweb/indiv/oral/index.html)
  
  
• For items from other collections, please contact the Director of Preservation
  (see: http://www.columbia.edu/cu/lweb/services/preservation/index.html;
  or email: preservation@libraries.cul.columbia.edu)

This letter must contain the following information:

• information about the forthcoming publication (including format [for example, print, microform media, or electronic], title, expected date of publication, name of author),
• name of publisher
• clear information about the item(s) to be published (name of author or creator, name of collection, date of creation, page or item numbers, where available).

In many cases, the Columbia University Libraries can give permission only as holders of physical objects. Ordinarily, such permission covers non-exclusive, world-wide rights for a single edition in a single format and a single language for five years. Publication of paperback and hardcover editions is considered a single edition, only when publication is simultaneous. Other rights or editions or extended periods of use may require separate requests and, when relevant, additional fees.

The request-to-publish letter must be acknowledged in writing by Columbia University Libraries before publication. The appropriate form of citation will be included in the acknowledgement letter.

Please note: Materials published by the Trustees of Columbia University or held by the Columbia University Archives are not covered by this policy. Please contact the Director of University Archives at archives-columbiana@columbia.edu or at 212.854.1331; FAX 212.854.7320.

Publication Fees

Note: These fees do not include the costs of reproduction. A list of the fees charged by Preservation for the costs of making reproductions is available at:

http://www.columbia.edu/cu/lweb/services/preservation/reproductions.html

The fee schedule for making reproductions from the Avery Library collections may be found at:

http://www.columbia.edu/cu/lweb/indiv/avery/averepro.html

Text

No fees are charged by Columbia for the quotation of limited amounts of textual material, from works held by the Libraries in books, articles or other scholarly works in all formats, although a citation should include the source text and the name of the holding library. Permission from the copyright owner may be required, depending on whether the use to be made of the material is a "fair use" under copyright law or falls under some other exemption under the law. Fair use is a principle under copyright law that allows the public to use portions of copyrighted material, without permission from the owner, under certain circumstances. While a fair use analysis does not always provide clear answers, in general, it would allow a short quotation, such as a sentence or two, in a scholarly or other non-commercial publication, as long as appropriate citations are included. For a much fuller discussion and interpretations of fair use, and links to other sites, see:

• http://fairuse.stanford.edu/
• http://www.utsystem.edu/ogc/intellectualproperty/copypol2.htm
• http://counsel.cua.edu/copyright/resources/guidelines/Fair_use.cfm

Whole Works

The reproduction of whole or nearly whole works in any format can be arranged, providing current copyright laws are respected. Fees for such use must be negotiated with the holding library and may include royalties or other appropriate forms of compensation.

Images

The Columbia University Libraries require the payment of publication use fees for the use of images from its collections in books, articles, dust jackets, brochures, album covers, catalogs, other printed material, films, video and electronic media. Such fees are used to pay for the cost of maintaining and servicing the collections.

Publication Fee Schedule for Images

Note: All fees are per image. Payment must be received in advance of publication.

PRINT PUBLICATION

Fees will be waived for images of materials loaned by Columbia for use in exhibitions when they are included in exhibition catalogs.

ELECTRONIC PUBLICATION (CD-ROM/DVD)

Same as print publication, including additional fees for use on cover or packaging as above

[For standard Oral History Research Office audio and video rates, see below.]

INTERNET/ONLINE

AUDIO

Oral History Research Office Standard Rates:

Audio per second/minute:

- Commercial, $17/second – 1 minute minimum.

- Nonprofit Commercial, $9/second – 1 minute minimum, negotiable.

- Nonprofit Educational, Broadcast: $5/second – 1 minute minimum, negotiable.

- Nonprofit Educational Non-broadcast, Processing Fee Only.

FILM/ VIDEO/TELEVISION

$250 per image, per minute, per medium. After one minute, time is pro-rated in 15 second intervals at $67.50 per quarter minute. Minimum payment $250.

Arrangements for filming within individual libraries must be made in advance and may involve a fee to cover staff time.

For onsite commercial filming charges and procedures, contact the Manager of Special Events and Commercial Filming, at:

505 Lerner Hall, Mail Code 2602
New York, New York 10027
(212) 854-4909 Fax: (212) 854-3434

Oral History Research Office Standard Rates:

Video per second/minute:

- Commercial, $28/second – 1 minute minimum.

- Nonprofit Commercial, $14/second – 1 minute minimum, negotiable.

- Nonprofit Educational, Broadcast - $10/second – 1 minute minimum, negotiable.

- Nonprofit Educational, Non-broadcast, Processing Fee Only.

DISCOUNTS/WAIVERS

Publication fees for images or excerpts are waived for current Columbia University faculty, staff members and students. If a whole or nearly whole work is to be published or if more than 40 illustrations are required, a royalty arrangement should be negotiated.

METHODS OF PAYMENT

Invoices will be sent when the request-to-publish letter is acknowledged. The following methods of payment may be used:

1. Checks drawn on American banks or on branches of foreign banks located in the United States and payable in U.S. dollars to Columbia University

2. Credit cards: MasterCard or Visa, only. Please send card number, name as it appears on the card, expiration date, and authorize charge with your signature either by letter or by fax.

Please enclose a copy of Columbia University Libraries' acknowledgement letter with your payment.