IUP Libraries Policies and Procedures

  • The following policies and procedures are in place for the Special Collections and University Archives to provide access and continue to care for collection materials. Please contact the office to donate materials or if you have a research request you may email the research request form .

    Mission Statement

    In support of the University’s mission, the Special Collections and University Archives at Indiana University of Pennsylvania actively collects, organizes, preserves, and provides access to the institutional history of IUP, as well as the Pennsylvania Collection, rare books, artifacts, and historical information relevant to the region and the Commonwealth of Pennsylvania.

    Collection Development Policy

    Collections include four major research areas, including Record Group Collections, Manuscript Collections, the Pennsylvania Collection, and the Rare Book Collection. The Special Collections and University Archives actively collects, organizes, and provides access to these collections. Although many materials are acquired through donations, an active acquisitions policy has significantly increased collection holdings. Search for books in the Pennsylvania Collection and Rare Book Collection in the IUP Libraries on-line catalog.

    Record Group Collections or University Archives are arranged into record groups, which are assigned Record Group or RG numbers. Record Groups represent the institutional history of the university, and the collections are records of all kinds that were created by campus offices and departments of the Indiana Normal School, Indiana State Teachers College, Indiana State College, and IUP. Collections include IUP Publications, Council of Trustees meeting minutes, reports, correspondence, official documents, and photographs.

    Manuscript Group Collections are assigned Manuscript Group or MG numbers. The collections represent records created by people, businesses, and organizations not directly affiliated with the university. The Special Collections and University Archives actively collects and preserves significant regional archival collections with particular emphasis on Pennsylvania business, industry, labor, and union history related to the coal, iron, steel, and transportation industries. The regional focus extends from Pennsylvania into New York, Ohio, and West Virginia.

    The Pennsylvania Collection provides access to rare and often out-of-print materials concerning the history, development, and population of Pennsylvania. This collection includes county and local histories, Pennsylvania regimental histories of Civil War units, atlases, Reports of the Pennsylvania Department of Mines, the published records of the Colonial Records of Pennsylvania and the Pennsylvania State Archives, and a variety of historical and contemporary maps.

    The Rare Book Collection protects many valuable and unique materials owned by the IUP Libraries. English and American Literature form the basic focus of the collection, which serves as an integral part of doctoral programs and research at IUP. The collection includes first and limited editions, works printed prior to 1799 for European works and prior to 1825 for American works, publications associated with Manuscript Groups Collections and significant individuals, and examples of fine printing or binding. Prominent authors include Edward Abbey, Margaret Atwood, Charles Darwin, Charles Dickens, James Joyce, Nathaniel Hawthorne, Washington Irving, John Milton, Norman Mailer, George Orwell, Edgar Allan Poe, Lydia Sigourney, Harriet Beecher Stowe, Henry David Thoreau, Mark Twain, H.G. Wells, James McNeill Whistler, and John Greenleaf Whittier.

    Use Policy

    Processed collections and cataloged books are available for research in the Special Collections and University Archives. You are welcome to contact the Special Collections Librarian and University Archivist to schedule a research visit. Available hours during the academic semester may vary from office hours listed at the bottom of this website.

    Duplication Policy

    The Special Collections and University Archives provides the best access possible to materials. In order to ensure that these materials remain available to researchers and to honor copyright restrictions, we have adopted the following policies for the duplication of materials:

    • All materials will be copied or scanned by a staff member. Materials do not circulate. The Special Collections librarian will determine the best means of duplication. We will decide if a document is too fragile or brittle to copy or scan or material in which duplication might cause damage to the original. Additional charges may apply for oversize items.
    • Due to limited staffing, photocopies and scanning may not be available immediately. Copying and scanning will be done when staff is available. Copies and scans can then be picked up or sent by mail or email. The Special Collections and University Archives reserves the right to reject any request for scanning or copying which would place an undue burden on the resources and staff of the unit. General limit for copying is 100 pages.
    • No copying or scanning will be done in violation of the copyright law or donor restrictions. We have placed a 30-page limit on copyrighted material.
    • The Special Collections and University Archives will copy/scan documents and images from collections with the understanding that these materials are intended for use by the requester.
    • Duplication is not an authorization to publish. Your rights and obligations with respect to reproducing copyrighted material is governed by Title 17 of the United States Code. Researchers must be aware of copyright and must assume full responsibility for clearing reproduction rights and for any infringement of copyright law. The Library will be held blameless for the infringement of copyright or of publication rights by others due to deliberate or negligent misuse of the permission granted to examine or copy materials.
    • The use of personal cameras, scanners, or copy devices may be permitted depending upon feasibility and preservation considerations. Prior permission of the staff is required.
    • Any materials used in a publication or exhibition must use the following credit, "Courtesy of the Special Collections and University Archives at Indiana University of Pennsylvania."

    Charges for Duplication

    • Photocopies: $0.25 per page (fragile materials may not be available for duplication)
    • Audio and video tape duplication: $5.00 per copy
    • Scanning images and sending via email: $1.00 per image
    • Scanning images and copying onto CD: $5.00 (based on media fees)
    • Postage and handling: all copies/scans not emailed or picked up will be assessed $2.50
    • Oversized materials (11x17 or larger) are subject to additional fees
    • Publication: a $20 publication fee will be assessed for commercial requests for duplication