Permission to Publish Policy
The process of obtaining permission begins when interested parties provide the department with a list of the materials to be published, the title of the publication, its publisher, print run (or number of copies to be produced), and publication date. This information should be sent to Archives & Special Collections, Vassar College Box 20, 124 Raymond Avenue, Poughkeepsie, NY 12604. Applicants will then receive a License Form, which lists the following conditions for permission to be granted:
1. Image(s) and/or Text(s) must not be altered in any way except with the express prior written consent of Licensor.
2. Licensee acknowledges that the use of the Image(s) and/or Text(s) may also require consents or licenses of parties other than Licensee. Accordingly Licensee undertakes that, as a condition for the use of any of the Image(s) and/or Text(s), Licensee shall, at its costs and expense, obtain all consents, licenses and other permissions that may be required. Licensee acknowledges that Licensor makes no warranty or representation as to its right to authorize Licensee to use any of the likenesses contained in any of the Text(s) or as to the copyright thereof.
3. The required Credit specified above shall appear in the publication or other vehicle in which the Image(s) and/or Text(s) are used.
4. Licensee may not assign or sublicense all or any part of its rights hereunder without the prior written consent of Licensor.
5. Licensor hereby reserves all rights not specifically granted herein in and to the Image(s) and/or Text(s). Licensor shall at all times, anywhere in the world, and whether or not in competition with Licensee, have the right to use and/or authorize others to use the Image(s) and/or Text(s) in any way Licensor desires. NO USE OF THE LICENSED IMAGE(S) AND/OR TEXT(S) MAY BE MADE EXCEPT AS EXPRESSLY GRANTED ABOVE. THE LICENSED IMAGE(S) AND/OR TEXT(S) MAY BE SCANNED AND DOWNLOADED INTO THE LICENSEE'S DATABASE(S), BUT ONCE THE PUBLICATION IS COMPLETED, THE IMAGES MUST BE REMOVED FROM THE LICENSEE'S DATABASE(S).
6. Licensee agrees to indemnify and hold Licensor, its officers, directors, trustees, employees and agents harmless from and against (and to pay the full amount of) any and all trustees, claims, losses, liabilities, damages, penalties, costs, charges and expenses, including attorneys' fees and disbursements, arising out of Licensee's use of the Image(s) and/or Text(s) or any alleged breach by Licensee of any of the terms of this agreement.
7. Licensee shall protect the Image(s) and/or Text(s) by including in the work in which they are used the appropriate copyright notice or notices and by taking all other steps necessary or appropriate to protect Licensor's rights in the Image(s) and/or Text(s) and to prevent the Image(s) and/or Text(s) from falling into the public domain.
8. In the case of printed materials, Licensee shall deliver to the Special Collections Department of Vassar College Libraries, immediately upon publication a copy of the work containing or using the Image(s) and/or Text(s). In the case of motion picture films, videotapes, videocassettes, video discs or other visual medium in which the Image(s) and/or Text(s) are used, Licensee shall deliver to the Special Collections Department of Vassar College Libraries, at Licensee's option, either the entire work or a clip containing such usage and the required Credit(s).
9. Nothing in this agreement shall be construed as establishing between Licensor and Licensee a joint venture, employer-employee or other relationship other than that of Licensor and Licensee.
10. This agreement and all matters collateral hereto shall be governed by and construed in accordance with the laws of the State of New York applicable to contracts made and to be performed solely in New York (without giving effect to any conflict of laws principles under New York law). The parties agree that the sole and exclusive jurisdiction of any action or suit in connection with the agreement or any claim, dispute or controversy arising therefrom or connection therewith will lie in State or Federal Court located in the County of Dutchess, State of New York. Each of the parties hereby consents and submits to said jurisdiction and consents to the venue thereof. Licensee hereby waives and agrees not to assert in any suit, action or processing any claim that it is not subject to the personal jurisdiction of the above-named courts, that its property is exempt from attachment or execution, that such suit, action or proceeding is brought in an inconvenient forum or that venue of such suit, action or proceeding is improper. Licensee hereby consents to service of process by registered mail at the address set forth for Licensee above and agrees that such service shall be deemed effective upon Licensee as if personal service had been made upon Licensee within York State, Dutchess County.
11. This agreement contains the entire understanding of the parties hereto relating to the subject matter hereof, superseding all prior communications whether written or oral, and cannot be changed except in a writing signed by both parties.
Please note: the License Form must be signed and returned, along with any applicable fees, for permission to be effective.
Use Fee Schedule
Though short quotations are usually permitted without charge, duplication fees and use fees may apply for the use of images or facsimiles, and extensive publication. See our Duplication Policy and Fee Schedule for information on duplication; use fees are listed below. Use fees are waived for departments and offices of Vassar College.
Editorial Use (price per item, based on print run)
0-1,000 copies: no charge
1,001-5,000 copies: $25 ($12.50 for non-profit organizations)
5,001-10,000 copies: $50 ($25 for non-profit organizations)
10,001-25,000 copies: $100 ($50 for non-profit organizations)
Over 25,000 copies: $150 ($75 for non-profit organizations)
Multiple Use
Rates above are multiplied by number of methods/venues.
Cover Use
Rates above are doubled.
Magazine and Periodical Use (price per item, based on print run)
0-10,000 copies: no charge
10,001-50,000 copies: $25 ($12.50 for non-profit organizations)
50,001-100,000 copies: $50 ($25 for non-profit organizations)
Over 100,000 copies: $100 ($50 for non-profit organizations)
Multi-media (Film, TV, etc.) or Internet Use (price per item)
$100 ($50 for non-profit organizations)