W. Va. Code R. § 82-6-7
Fees may be paid in cash, by check, money order, or credit card. Remittances from outside the United States must be made by credit card, international money order, payable in U.S. dollars, or a check drawn on a U.S. bank.
Non-payment of fees nullifies any additional requests for copies or use of collections until full payment of outstanding obligations has been made.
WVAH-01
Form #1
Library Registration Form
West Virginia Archives and History
Name ________________________________________________
Affiliation______________________________________________
Street Address__________________________________________
City _____________ State _____________ Zip________________
Home Phone _________________ Business Phone_____________
E-Mail Address__________________________________________
DECLARATION:
I acknowledge that I have received, read, understand and will abide by the Archives and History Library rules as listed. I understand that violation of the rules is grounds for revocation of permission to use the library or Archives and History materials.
Signature____________ Date______________
WVAH-02
Form #2
Specialized Collections Use Form
West Virginia Archives and History
Name_________________________________________________
Affiliation_______________________________________________
Street Address__________________________________________
City _____________ State ______________ Zip _______________
Home Phone ______________ Business Phone________________
E-Mail Address ________________________________________________________
Purpose of Research (check all that apply)
_____ 01 State agency operations _____ 02 Legislation
_____ 03 Genealogy _____ 04 Military history
_____ 05 Student paper _____ 06 Graduate thesis
_____ 07 Community history _____ 08 Historic preservation
_____ 09 Archaeology _____ 10 Printed publication
_____ 11 Illustrations _____ 12 Legal proceedings
_____ 13 Property title search _____ 14 Exhibit
_____ 15 Instructional use _____ 16 Audiovisual Archives
_____ 17 Other (please specify):
DECLARATION:
I acknowledge that I have received, read, understand and will abide by the Archives and History Library rules as listed. I understand that violation of the rules is grounds for revocation of permission to use the library or Archives and History materials. For any publication, broadcast, film, exhibition, etc., in which this material is used, I will give credit as follows: "West Virginia State Archives." When a specific collection name is provided by Archives and History, that name will also appear in the credit line.
Signature__________ Date__________
WVAH-03
Form #3
Conditions For the Use of Photographic Copies
West Virginia Archives and History
1. Permission is granted for the use of photograph(s) from the West Virginia State Archives (WVSA) for a non-exclusive, one time, one edition, one language use only. Photographs may not be altered without permission of the WVSA. To make any additional use of the photograph(s) in another format requires the written permission of the WVSA and may be subject to additional fees. Further use of the photograph(s) must be applied for in writing prior to re-publication, re-broadcast, or re-exhibition.
2. Credit must be given as follows: "West Virginia State Archives." When a specific collection name is provided by the WVSA, that name must also appear in the credit line. In printed materials, the credit line will appear on the same or facing page as the photograph(s) or be included within the credit section. In all other formats, the credit line will be included on the film within the credit section. With exhibitions, including those in digital format, the credit line will be displayed within the exhibit area. Exceptions must be requested in advance.
3. A complimentary copy of any published work, videotape, or other final production format must be provided to the WVSA.
4. Copyrighted material will not be copied without the written permission of the copyright holder. Applicants assume all responsibility for questions of copyright and invasion of privacy that may possibly arise in the reproduction and in the use they make of the images reproduced.
5. Others must not be permitted to reproduce the photographic copy or any facsimile of it.
6. Photograph(s) shall not be donated to other archival institutions without the written permission of the WVSA.
7. The WVSA reserves the right to limit the number of photographic copies; to restrict the use or reproduction of rare or valuable material; to make special quotations on material involving unusual difficulty in copying; and to charge a higher copying fee than specified.
8. The applicant must accept all charges in advance and payment may be required before rights will be granted to use any photograph(s).
9. Any exceptions or additions to the above conditions must appear on, and be considered part of, this agreement.
10. Failure to comply with the above conditions may result in prosecution and/or restricted use of the WVSA collections.
WVAH-04
Form #4
Conditions For the Use of Moving Images Footage
West Virginia Archives and History
1. Permission is granted for the use of moving images footage from the West Virginia State Archives (WVSA) for a non-exclusive, one time, one edition, one language use only. Footage may not be altered without permission of the WVSA. The footage will not be used in other media or formats without the written permission of the WVSA and may be subject to additional fees. Further use of the footage must be applied for in writing prior to re-broadcast or re-exhibition. The applicant will not reproduce any still images from the footage for any use.
2. It is the applicant's responsibility to obtain all required releases from persons whose voices or likenesses appear in the footage or from their estates, and from the owners of any music contained in the footage. The applicant shall pay any fees and other payments required in connection with the releases and furnish the WVSA with copies of all such releases.
3. The applicant will indemnify, defend, and hold the WVSA and its officers, directors, agents, employees, representatives, and associates harmless from and against any and all costs, damages, liabilities, and expenses, including reasonable fees arising out of any claim whatsoever regarding use of the footage. At the request of the WVSA, the applicant will agree to defend any such claim at its own expense, which will include the obligations to pay residuals or any other amounts that may be due.
4. Copyrighted material will not be copied without the written permission of the copyright holder. Applicants assume all responsibility for questions of copyright and invasion of privacy that may possibly arise in the reproduction and in the use they make of the images reproduced.
5. Credit must be given as follows: "West Virginia State Archives." When a specific film or collection name is provided by the WVSA, that name must appear in the credit line.
6. A complimentary copy of the final production must be provided to the WVSA within thirty days of completion of project.
7. The applicant may not copy, duplicate, or otherwise use any footage except as provided in the "Intended Use" section of this agreement.
8. Footage shall not be donated to other archival institutions without the written permission of the WVSA.
9. The WVSA is and will remain the owner of the copyright of the footage. The applicant may not assign or sub-license to any third party the rights authorized in this agreement. No waiver of any of the terms of this agreement will be valid without the written permission of the WVSA.
10. The applicant must accept all charges in advance and payment may be required before rights will be granted to use the footage.
11. Any exceptions or additions to the above conditions must appear on, and be considered part of, the licensing agreement.
12. Failure to comply with the above conditions may result in prosecution and/or restricted use of the WVSA collections.
WVAH-05
Form #5
Permission For Use of Photographs and Moving Images
West Virginia Archives and History
Use is: ___ Non-Profit ___ Commercial ___
Intended use of the image(s):
Images will be used for:
___ Printed publication ___ Exhibition ___ Film ___ DVD
___ Video Broadcast ___ CD
___ Private use ___ On-line ___ Other (please specify):_____________
Description & Fee:
Total Due:
Signature below indicates the attached conditions for the use of image(s) have been read, approved, and agreed to:
Signed ____________________ Date _______________
Printed Name ________________ Title _______________
Affiliation ______________________________________
Mailing Address ________________________________
City _____________ State ________Zip Code ___________
Permission for reproduction by:
Fee Paid $ ___________________________
Archives and History
WVAH-06 Form #6
Photograph Reproduction Fees West Virginia Archives and History
Photographic prints | |
5 x 7 | $7.00 |
8 x 10 | $10.00 |
11 x 14 | $20.00 |
16 x 20 | $30.00 (black and white only) |
Digital files | |
File available | $5.00 |
No file available | $10.00 |
If additional costs for special services, storage media, postage and handling, and /or additional staff time are incurred, patrons will be billed.
Special orders
Prints larger than 16x20, panoramics, slides, etc., are not reproduced in-house and will be quoted on an individual basis depending on price charged to Archives and History by private vendors.
Reciprocal arrangements may be considered for state agencies, organizations, institutions, or individuals who are donors to or supporters of Archives and History.
WVAH-07
Form #7
Photograph Use Fees
West Virginia Archives and History
Cost per image | |
Educational and/or non-profit website or exhibit | $5.00 |
Educational and/or non-profit publication | $15.00 |
Educational and/or non-profit video, DVD-ROM or similar formats | $25.00 |
Educational and/or non-profit television broadcast or film, with home video | $35.00 |
Commercial website or exhibit | $20.00 |
Commercial publication | $40.00 |
Commercial video, DVD-ROM or similar formats | $60.00 |
Commercial television broadcast or film, with home video | $80.00 |
Reciprocal arrangements may be considered for state agencies, organizations, institutions, or individuals who are donors to or supporters of Archives and History.
WVAH-08
Form #8
Audiovisual Archives Transfer & Duplication Fees
West Virginia Archives and History
Duplication | Cost |
Master video tape | $45.00/hour ($45 minimum) BETA |
SP stock extra | |
1/2" VHS tape (includes tape) | $20.00/1st hour +$5.00/each |
additional hour ($20 minimum) | |
Screener video with time code | $30.00/hour ($30.00 minimum) |
Audio tape to cassette or similar formats | $15.00/hour ($15.00 minimum) |
Audio to CD-ROM or similar formats | $30.00/hour ($30.00 minimum) |
Video to DVD or similar formats | $30.00/hour ($30.00 minimum) |
Transfer | Cost |
Film to video tape or similar formats | $70.00/1st hour (includes tape stock) |
+ $25.00/each additional 30 minutes | |
(does not include tape stock) | |
($70 minimum) | |
Analog disc to audio tape, CD-ROM or similar formats | $30.00/hour ($30.00 minimum) |
Other Services | Cost |
Microfilming documents (paper documents to microfilm) | $1.00 per exposure ($50.00 minimum) |
plus the cost of duplication | |
Microfilming duplication | |
Non-profit organizations and institutions | |
16mm | $15.00 per roll |
35mm | $30.00 per roll |
Individuals and for-profit | |
16mm | $50.00 per roll |
35mm | $100.00 per roll |
Note: Every effort is made to turn requests around in two to four weeks. Orders needed in less than two weeks may be negotiated at higher rates.
Reciprocal arrangements are considered for state agencies, organizations, institutions, or individuals who are donors to or supporters of Archives and History.
WVAH-09
Form #9
Audiovisual Archives Use Fees
West Virginia Archives and History
Educational and/or non-profit television broadcast or film | Cost per second |
Local viewing area or market | $2.00 |
State viewing area or market | $3.00 |
National viewing area or market | $8.00 |
Worldwide viewing area or market | $12.00 |
Worldwide viewing area or market plus home video and other applications | $15.00 |
Commercial television broadcast or film | Cost per second |
Local viewing area or market | $3.00 |
State viewing area or market | $5.00 |
National viewing area or market | $20.00 |
Worldwide viewing area or market | $25.00 |
Worldwide viewing area or market plus home video and other applications | $30.00 |
Home video distribution without broadcast or cable | $20.00 |
CD-ROM, videodisc, and similar formats, and/or on-line applications | $20.00 |
without broadcast or cable |
Website or exhibit | Cost per second |
Educational and/or non-profit | $1.00 |
Commercial | $5.00 |
Reciprocal arrangements may be considered for state agencies, organizations, institutions, or individuals who are donors to or supporters of Archives and History.
Other services not addressed in this document will be evaluated and priced on an individual basis.
WVAH-10
Form #10
How To Apply For a Civil War Medal
at West Virginia Archives and History
Many heirs of West Virginia Union veterans of the Civil War may be eligible to claim medals struck to honor their ancestors years ago. Most of the medals were claimed by the veterans themselves, their immediate families, or their descendants, but several thousand medals remain unclaimed. A list of the unclaimed medals is available at Archives and History and on its website.
To claim an ancestor's medal, a claimant must submit his or her line of descent from the veteran along with documentation to support this line of descent. To establish line of descent, claimants must include copies of primary sources, including birth, death, marriage, will, deed, military, census, Bible records, etc. Old letters, diaries, marriage announcements, or obituaries may also prove helpful in supporting a descendant's claim. Please note that a family chart submitted without primary source documentation is not sufficient.
The claimant who establishes the most direct relationship to the veteran will be awarded the ancestor's medal six months from the date the fully documented claim is received by Archives and History. The purpose of the six-month waiting period is to allow for sufficient verification of the descendant's claim and for submission of counterclaim(s) by other potential descendant(s). In the case of equal claims, the descendant whose claim was received first will be awarded the medal.
To submit a claim for a remaining medal, please submit the application form with appropriate documentation and a fifty dollar ($50.00) non-refundable fee to:
Archives and History
The CultureCenter
1900 Kanawha Boulevard E.
Charleston, WV25305-0300
Medal claims may only be submitted by mail or hand-delivered in person. None will be accepted via e-mail or fax.
WVAH-11
Form #11
Claim Application For Civil War Medals
(West VirginiaUnion Regiments Only)
Submission of a claim for a Union Civil War medal must be accompanied by a fifty dollar ($50.00) non-refundable payment, which includes the verification process, notification of acceptance or rejection, return of documentation, and certified mailing of the medal to successful claimants. Make checks payable to "Archives and History".
Applications should be returned to: Archives and History; The Culture Center; 1900 Kanawha Boulevard E., Charleston, WV 25305-0300.
Name of Veteran: _____________________________________
Veteran's Service Unit: Company Regiment ___________________
Names and Address of Claimant: ____________________________
Claimant's Relationship to Veteran: ____________________________
Please list the documents which you have included for verification of your line of descent:
Briefly outline your line of descent from the veteran:
Claimant's signature: _______________ Date: _______
FOR USE OF ARCHIVES & HISTORY STAFF. PLEASE DO NOT WRITE IN THIS AREA.
Date Received: _____________ Additional documentation needed? _______
If additional documentation needed, date received: ____________
Verified: ______________ By: ___________________ Date Due: __________
Medal claims may only be submitted by mail. None will be accepted via e-mail or fax.
W. Va. Code R. § 82-6-7