Reproduce Materials Request Form

A print version of this form is also available (PDF).

Use this form to seek permission to reproduce materials in University Archives or Special Collections.

Include area code

Include area code

Include zip code

Please indicate your affiliation from the drop-down list.


If you have seen the image in a Xavier digital collection

If you have seen the image in a Xavier digital collection

If you have seen the image online



Reproduction Guidelines

Request Conditions

All reproduction requests must be submitted through this form. Some archival materials are extremely fragile. To ensure the preservation and conservation of the collections, certain items will not be reproduced if the procedure may damage the material. Reproductions of manuscript, print or oversized materials will be done in a manner most consistent with the preservation of those materials or within in-house technical capability. Items may be photocopied or scanned (typically 300 dpi TIFF, JPEG). Reproduction of photographs will be done by digitization only. Print reproductions of photographs are not available. Standard resolution for files is 300 dpi (unless otherwise requested). Research quality files will typically be in JPG format. Publication quality files will be TIFF format. We are unable to provide technical or graphical editing assistance.


Modest fees may be charged to partially cover labor costs and related costs associated with providing items. Patrons associated with Xavier University (faculty, staff, students, and alumni) are generally not charged. Digital images of photographs: $5/image; CD-R: $2; Postage: $3 minimum; Photocopies/PDF printed pages: 20 cents/printed page. Pricing is for reproduction only and does not include any fees that may be required for permission to publish or licensing of the reproductions. When applicable, an invoice will accompany the order. Payment should be by check payable to Xavier University and mailed to:

Library & Information Management
Xavier University Library
3800 Victory Parkway
Cincinnati, OH 45207-5211

Copyright Restrictions

Users of the collections are expected to abide by all copyright laws. Responsibility for observance of copyright rests with the applicant and not with Xavier University archives or special.

The copyright law of the United States (Title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted material. Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproductions. One of these special conditions is that the photocopy or reproduction is not to be used for any purpose other than private study or any fair use as defined in Section 107 of the U. S. Copyright Law. If a user makes a request for, or later uses, a photocopy or reproduction for purposes in excess of fair use, that user may be liable for copyright infringement. This institution reserves the right to refuse to accept a copying order if, in its judgment, fulfillment of the order would involve violation of copyright law.

Accept or Reject Reproduction Guidelines *

I have read these guidelines and agree to follow them.


The materials in Xavier University library archives, special, and digital collections may be used by individuals for private study or any fair use as defined in Section 107 of the U. S. Copyright Law. Please credit the creator (if known) as well as Xavier University Archives and Special Collections, Cincinnati, Ohio.

These materials may not be used for purposes that do not qualify as fair use and they may not be transferred, recopied, exhibited, displayed, broadcast, or published in print or digital without first obtaining permission from the copyright holder. In many cases Xavier University can claim only physical ownership of these materials and it is the obligation of the applicant to fulfill any requirements of copyright law. In addition, use of some materials may infringe upon the rights of copyright holders unknown to Xavier University and the applicant is responsible for satisfying any claims of the copyright holder. The applicant shall indemnify and hold harmless Xavier University archives, special, or digital collections against any and all claims by third parties.

I have read and agree to observe the conditions in the above statement. I assume all copyright responsibility for the items in this request, and indemnify and hold harmless Xavier University, its trustees, officers, employees, and agents from any and all liability arising out of my being granted permission to reproduce the materials identified in this form. I also agree to accept financial responsibility for any reproductions made as a result of this request.

Accept or Reject Agreement *