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UCCS Archives Use Policy

Guidelines Governing the Use of the Collections

The Library of the University of Colorado at Colorado Springs is charged with identifying, collecting, organizing and preserving UCCS materials and with facilitating their use for purposes of research and scholarly pursuits.

The UCCS University Archives, according to our statement of purpose, "functions as the custodian of UCCS institutional records. It preserves and protects in a secure environment the original materials and records which document UCCS groups, activities, development, social traditions and administrative functions of the University. It serves as a primary source of information on UCCS history and development."

All researchers are welcome to use the resources of the UCCS Archives, provided care is taken to ensure the preservation of these resources for future researchers. The UCCS Archives requests your assistance in fulfilling its objectives of preservation and use. Users assume responsibility for the proper care and treatment of Archives materials.

1. On the initial visit, all researchers must complete a Research Registration Form and present a valid form of photo identification, e.g., driver's license, passport or student ID.
2. Coats, hats, handbags, briefcases, or other large cases or bags, and all other personal property not essential to research must be placed in a designated area within the archives.
3. Notes must be taken with provided soft-lead pencils. Portable computers may also be used as long as they do not disturb other researchers or staff. The use of ink pens, indelible pencils or felt-tip pens is prohibited. Under no circumstances will users write on, mark, or in any other way alter Archive materials.
4. If users discover mislabeled or misfiled materials they must contact archives personnel with this information. Users are not permitted to change labels or filing locations of materials. Materials must be kept in the original order in which they are found. Notify staff when photocopies are required.
5. Drinking and eating are forbidden near Archives materials. Food is not permitted in the Archives. Drinks, with a secure lid, may be kept in a designated safe place for pick-up after reviewing materials.
6. If users damage materials, they may be assessed damages, and there is the possibility that they will not be allowed to use the Archives again.
7. UCCS Archive materials are non-circulating. They may not be checked out or removed from the Archives room.
8. Archives personnel and/or Library Administration reserve the right to prohibit the copying of materials that are deemed too fragile for the process or for any other reason including, but not limited to, size of material, donor restrictions, privacy matters, known copyright restrictions, etc.
9. Users assume responsibility for adherence to copyright laws, libel or literary property rights applicable to material use.
10. UCCS Archives materials may not be copied or published, in full or in part, without the written permission of Archives personnel or appropriate Library Administration.
11. User's assume responsibility for all costs for photocopying and photo reproductions.
12. Requests for photocopies or photo reproductions must be submitted on the Reproduction Order Form accompanied by a Reproduction Permission Form.
13. Personal reproduction tools, including personal cameras, video equipment, or scanning devices must be approved by archives personnel and/or Library Administration to be used.
14. Those who use UCCS Archives materials in publications or in displays must properly credit the materials.