Policies and Permissions
The Moorland-Spingarn Research Center provides request forms to ensure the responsible and authorized use of its collections in research, teaching, and publication. These forms are part of a broader commitment to aligning access with archival standards, legal requirements, and preservation best practices. By following these procedures, researchers help safeguard the physical condition, intellectual value, and long-term availability of the materials for future scholarship.
Each form corresponds to a specific type of use within MSRC and outlines the relevant policies, required permissions, and submission process.
Careful review of these policies before submitting a request helps ensure that all projects meet MSRC requirements and proceed without unnecessary delays. The links below lead to the appropriate form for each category of use.
Please reach out to info@msrc-howard.libanswers.com for all requests.
Reading Room Guidelines
The Moorland-Spingarn Research Center is comprised of four different divisions. Each division has a specialty and operates as a separate repository that shares the Moorland Library Reading Room. The Moorland Library Reading Room is the bridge between the public and the MSRC. It is a welcome desk, a special collections library and the site of your research appointment.
1. During academic semesters, the Moorland Library Reading Room is open to the public Monday through Friday, from 10 a.m. to 4 p.m.
2. Food is not permitted in the Reading Room. All drinks must be clear liquids with a secure lid.
3. Same day research can be handled for materials from the Moorland Library division but not materials associated with HUA (Howard University Archives), MSS (Manuscripts division), and BPA (Black Press Archives).
4. Before handling collection materials, check bags in lockers at the entrance. Cell phones are allowed.
5. Pens are not permitted. Pencils are available at the desk.
6. Photography is permitted of collections materials. Cameras are available for MSS and HUA appointments if patron does not have a camera phone.
7. As a courtesy to researchers, photos of MSS and HUA materials will be free of charge, provided the agreement allows photographs. We will charge $.50 per scanned copy of material requested in the form of a reference scan.
8. For Moorland Library materials, the first 25 scanned pages will be provided free of charge, with a $.25 fee for pages beyond this threshold.
9. Please be mindful of other researchers and keep noise levels to a minimum.
10. When listening to music, please use headphones.
PERMISSIONS, REPRODUCTIONS & INTELLECTUAL PROPERTY
MSRC reserves the right to deny or restrict uses based on donor agreements, privacy concerns, ethical considerations, or other conditions independent of copyright law. Unauthorized users will be pursued by Howard University as appropriate.
Copyright and Fair Use
Use of materials held by the Moorland-Spingarn Research Center (MSRC) is governed by U.S. copyright law (Title 17, U.S. Code), donor restrictions, literary rights, and ownership rights. Researchers are responsible for determining and securing any third-party copyrights and assume liability for infringement. MSRC grants permission only to the extent of rights it controls. Researchers agree to indemnify and hold harmless Howard University and MSRC from claims arising from misuse of collections.
Publication and Quotation
Brief excerpts may be quoted without prior authorization when properly cited. Permission is required for:
More than 1,000 words total or 300 consecutive words from one source.
More than 10 lines or 10% of poetry, lyrics, or short literary works.
Complete literary units, extensive quotations, or entire letters.
Entertainment and broadcast uses, which may require review by the Office of General Counsel.
Permission is granted for one-time, non-exclusive use and does not convey copyright ownership. 3-10 years, reuse?
There are no restrictions on Moorland-Spingarn Publications, permission will be granted by the center.
A complimentary copy of published works citing MSRC materials should be provided to MSRC. A staff member will coordinate the delivery of the work.
Physical materials (books, etc.) can be sent to 500 Howard Place NW, Washington DC 20059. Digital materials (documents, video files, etc.) will be sent to our Dropbox account, requested by a staff member.
Citation Requirements
See credit lines, below
Reproductions and Image Licensing
All requests for publication, commercial use, exhibitions, websites, media, or image licensing are administered by MSRC.
Research Only Scans and Self-Directed Photography
MSRC permits self-directed photography and/or scans for personal research purposes only, subject to staff approval. Researchers may photograph collections, but may not photograph photographs, entire folders, other researchers, or staff. Flash photography is prohibited.
Photographed collections must be logged in the “Research Only Photography Log”
Audio-Visual and Media Uses
Film, television, podcast, exhibition, and other audiovisual uses are handled in house at MSRC. Requests involving entertainment or broadcast productions may require additional review by Howard University.
Institutional Image Use
Howard University schools, departments, and affiliates using images for internal educational, exhibition, or promotional purposes should coordinate requests through
info@msrc-howard.libanswers.com and comply with applicable copyright and attribution requirements.
Credit Lines
Publications and reproductions must provide appropriate attribution. Preferred formats include:
Howard University Archives
Descriptive Title, Collection Name, Collection #, Box #, Courtesy of the Howard University Archives, Moorland-Spingarn Research Center, Howard University, Washington, D.C.
Manuscripts
Collection Name. Item Description, Dates. Collection Number, Box Number, Folder Number. Division, Moorland-Spingarn Research Center, Howard University, Washington, D.C. Date Accessed.
Example:
Alain Locke Papers, 1841–1983. Curriculum Vitae, 1912–1953. Box 164, Folder 3. Manuscript Division, Moorland-Spingarn Research Center, Howard University, Washington, D.C. Accessed July 18, 2025.
Credit must accompany exhibition labels and digital uses whenever practicable.
Black Press Archives
Courtesy of the Howard University Black Press Archives, Moorland-Spingarn Research Center, Howard University, Washington, D.C.
Moorland Library
Courtesy of the Howard University Moorland Library, Moorland-Spingarn Research Center, Howard University, Washington, D.C.
Reference Material Use & Non-Distribution Agreement
By booking a research appointment, you agree to the following terms regarding the materials you consult:
- Research Use Only: All digital scans, copies, or reference materials provided during your appointment are intended strictly for private study, scholarship, or personal research purposes only.
- No Distribution: You explicitly agree not to replicate, publish, digitize, or distribute these reference-only files—electronically or in print—to any third party or public platform without the express written permission of the repository.
- Liability: You assume full legal and financial liability for any copyright infringement, privacy violations, or breach of contract resulting from the unauthorized reproduction or dissemination of these materials.