Access to collections housed in the Eva G. Farris Special Collections and Schlachter University Archives, including materials on the web, does not confer any rights to publish. A separate written application for permission to publish must be made to Special Collections. A form is available for making this request. The department reserves the right to refuse permission to individuals and publishers who have not complied with its policies. Similar use of printed books does not usually require specific permission, though copyright laws may apply.

Terms of Use

Permission is granted for one-time use only. Materials may not be reused without the written permission of Special Collections or other appointed agent of the University.

The University reserves the right to make charges as it deems appropriate in any individual case.

All reproduced and published items (in print or electronic format) must be cited. This citation must be included for each reproduced image or in each footnote or endnote reference.


When permission to publish material is granted, the researcher must identify the location of the originals in Special Collections. The suggested citation format for manuscript collections and archival records is given below.

Manuscript Collections:
[Identification of item], [Collection title], Eva G. Farris Special Collections, W. Frank Steely LIbrary, Northern Kentucky University.
University Archives:
[Identification of item], Schlachter University Archives, W. Frank Steely Library, Northern Kentucky University.

When a general credit is most appropriate, the credit shall read as follows:

"Courtesy, Eva G. Farris Special Collections, W. Frank Steely Library, Northern Kentucky University."


Through Special Collections the University may grant permission to publish materials for which it holds the copyright, and these include:

  • Printed materials published by Northern Kentucky University
  • Many records created on behalf of Special Collections
  • Materials in manuscript collections for which the donor has given copyright to Northern Kentucky University

Permission to publish may be offered only:

  • To the extent of NKU ownership of the rights related to the request; or
  • When documented special arrangements between NKU and the copyright holders have been made; and
  • When a request complies with donor agreements and any known copyright restrictions.

Granting permission to publish does not transfer copyright to the publisher.

Northern Kentucky University cannot grant permission to publish copyrighted materials (other than those which are owned by the University), nor waive copyright as it applies to materials in its holdings under the copyright law of the United States (Title 17, United States Code).

Special Collections claims only physical control of most accessioned material. It is the job of the researcher to determine the holder of copyright and pursue the copyright owner, or his or her heirs, for permission to publish if NKU does not hold the copyright. Special Collections is unable to conduct copyright searches and cannot counsel users in the application of copyright law. The recipient agrees to indemnify and hold harmless Northern Kentucky University, its officers, employees and agents from and against all suits, claims, actions and expenses arising out of the use of reproductions provided by Special Collections.


The department would appreciate receiving a copy of the printed publication (or pages therein), or of the film, video, or non- print publication in which Special Collections material appeared.


Policy approved: 21 February 2006