Copyright, Publishing, and Citing

Copyright and Licensing

The University at Albany Libraries holds and reserves copyright for most online materials.

  • A rights or license statment is listed for each item in Online Content
  • Materials held by the libraries are often made available under a Creative Commons BY-NC-ND License
  • Materials created by the State of New York are often added to the Public Domain
  • Materials with rights held by another party or unclear rights are often made available with an In Copyright - Educational Use Permitted statement
  • Fees may apply for certain types of use, particularly for publishing and commercial use. Please contact us for more information.

Screenshot demonstrating where rights and licensing statements are listed.

Researchers assume full responsibility for conforming with the laws of copyright. Whenever possible, the M.E. Grenander Department of Special Collections and Archives will provide information about copyright owners and other restrictions, but the legal determination ultimately rests with the researcher. Consult the U.S. Copyright Office at the Library of Congress site for further information and resources to assist in finding copyright holders.

Researchers are entitled to Fair Use of any materials.

Permission for Publication and/or Commercial Use

Researchers are encouraged to publish materials with the permission of the Head Archivist. The archives maintains copyright for material that it owns. Fees may apply for certain types of use. Please contact us for more information.

Material created by the State of New York are often part of the public domain. Some university records are included in this category. Use cannot legally be restricted for material in the public domain. Please contact the University Archivist for more details.

Citation Guide for Unpublished Materials

Note that style guides for published and unpublished material are provided by the University Libraries' Reference Services at http://library.albany.edu/reference/style.html.

Citations to published and unpublished materials acknowledge the intellecutal responsibility and rights to the materials and assist subsequent users to locate these materials. When citing unpublished materials, scholars should use the form of citation preferred for their discipline and include specific information to identify the unpublished material. According to the Chicago Manual of Style:

Full identification of most unpublished material usually requires giving the title and the date of the item, the series title (if applicable), name of the collection, and the name of the depository. Except for placing the cited item first [in a note] there is no general agreement on sequence of the remaining elements in the citation.[1]

To further assist the reader, the box number and file name or folder number can be included in the citation. Following these guidelines, sample initial footnote citations for items from the M.E. Grenander Department of Special Collections and Archives follow.

Citation for an item from the Business, Literary, and Miscellany Collection:

1. ITEM, SERIES, BOX, FOLDER, Marcia J. Brown Papers, 1940-2000. M. E. Grenander Department of Special Collections and Archives, University Libraries, University at Albany, State University of New York (hereafter referred to as the Brown Papers).

Citation for an item from the University Archives:

1. Constitution, Series 1, Box 1, Folder 5, Chi Sigma Theta Soroity Records, 1962-1963, 1971-1988, University Archives, M. E. Grenander Department of Special Collections and Archives, University Libraries, University at Albany, State University of New York (hereafter referred to as the Chi Sigma Theta Records).

Citation for an item from the German and Jewish Intellectual Émigré Collection:

1. Kirchheimer to Scheidermair, September 3, 1948, Box 2, Professional Correspondence Series, 1948 [folder], Otto Kirchheimer Papers, German and Jewish Intellectual Emigre Collection, M. E. Grenander Department of Special Collections and Archives, University Libraries, University at Albany, State University of New York (hereafter referred to as the Kirchheimer Papers).

Citation for an item from the Archives of Public Affairs and Policy:

1. Link to Ward, September 3, 1956, Box 2, Professional Correspondence Series, 1956 [folder], Eugene P. Link Papers, M. E. Grenander Department of Special Collections and Archives, University Libraries, University at Albany, State University of New York (hereafter referred to as the Link Papers).

Subsequent footnotes referring to items in these collections need only identify the item, date, location (box, folder, and series where applicable) and an abbreviated collection name.

The bibliographic entries for these collections follow.

Brown, Marcia J., Papers, 1940-2000. M. E. Grenander Department of Special Collections and Archives, University Libraries, University at Albany, State University of New York.
Chi Sigma Theta Soroity Records, 1962-1963, 1971-1988. University Archives. M. E. Grenander Department of Special Collections and Archives, University Libraries, University at Albany, State University of New York.
Kirchheimer, Otto, Papers, 1928-1965. German Intellectual Emigre Collection. M. E. Grenander Department of Special Collections and Archives, University Libraries, University at Albany, State University of New York.
Link, Eugene P., Papers, 1906-1993. Archives of Public Affairs and Policy. M. E. Grenander Department of Special Collections and Archives, University Libraries, University at Albany, State University of New York.

This same phrasing should be used in the general acknowledgement section of your publication, if there is one.


Notes
1. Chicago Manual of Style (Chicago: University of Chicago Press, 1982), 468.