Short Loan Collection: guidelines for staff

The Short Loan Collection consists of books, pamphlets and photocopies of articles which are in very high demand. At Headington the collection is housed in the South Library adjacent to the counter. At Wheatley and Harcourt Hill Short Loan materials are not kept on the open shelves but have to be requested from the counter. There are two categories of loan:

  • 24 hour loans are due for return at the same time the next day (or on the following Monday at the same time as issued (or by 10:00 at Harcourt Hill) for material borrowed on Friday, Saturday or Sunday)
  • 4 hour loans are issued for 4 hours during the day, with overnight loans from 16:00 until 10:15 the following morning.
    NB. The equivalent category of loan at Harcourt Hill Library is for 3 hours, not 4.
    Weekend loans are also available from 16:00 (14:00 at Wheatley Library) on Friday until 10:15 on the following Monday (10:00 at Harcourt Hill Library).

How to place material on Short Loan
Putting books on Short Loan
Putting photocopies on Short Loan
Further information

How to place material on Short Loan

The volume of material being added to this collection has grown enormously over the past couple of years. It would help Library staff to respond efficiently to this increase if the following pointers could be followed by teaching staff:

  • Please place all requests via your Subject Librarian or hand them in at the Enquiry Desk of any Library.
  • Wherever possible, when placing requests, please give the Library staff a clear month before an item is likely to be wanted by the students.
  • Please remember to make it clear to your students what material you have put into Short Loan for their use.

Putting books on Short Loan

  • Please fully complete the green cards. Supplies of these cards can be obtained from the Library.
  • Wherever you can, please check the shelves and remove any books to submit together with the green card if all copies are not out on loan.

Putting photocopies on Short Loan

The Library is only able to receive photocopies for the Short Loan Collection under the terms of the Copyright Licensing Agency (CLA) Licence. It is important that you are familiar with this part of the guidelines.

Limits on the amount to be copied from one publication

The CLA Licence limits the amount of a publication that may be copied for any one module:

  • One chapter or 5% from a book.
  • One article from a journal issue or set of conference proceedings.
  • One short story or poem from an anthology of short stories or poems, up to ten pages long.
  • The entire report of a single case from a published report of judicial proceedings.

Material not covered by the CLA Licence

The CLA Licence does not cover all publishers in all countries.

  • British publishers and publications which are excluded from the Licence are listed in the Excluded Categories/Works List on the CLA web pages (this list includes, for example, MBS Publications).
  • Countries included in the Licence are the UK, Australia, Austria, Canada, Denmark, Finland, France, Germany, Greece, Hong Kong, Iceland, Jamaica, Japan, Luxembourg, the Netherlands, New Zealand, Norway, Republic of Ireland, Singapore, South Africa, Spain, Sweden, Switzerland (other countries included are listed on the CLA web pages). Lists of French and South African publishers excluded from the Licence are available via the CLA International Territories pages.
  • Most US publishers are included in the Licence. The Participating US Publishers List on the CLA web pages lists these.

There are certain types of published materials not covered by the CLA Licence, for example, printed music and maps. Most British newspapers are covered by a separate licence. There are no restrictions on putting copies of articles from these newspapers in Short Loan.

If you put photocopies of something into Short Loan, you may not also give students on the module photocopies of the same item.

Please check Providing photocopies for students - guidelines for staff (Word document)

Short Loan - photocopies made from material owned by Oxford Brookes University Library

Please complete a Short Loan photocopy form and attach it to the front of each photocopy before handing them in. You may place up to 4 copies of a journal article or book extract on Short Loan. If you wish to combine several photocopies and have them lent out together, please staple or bind them together.
Short Loan photocopy form (Word format) ; Short Loan photocopy form (PDF format)

Short Loan - photocopies from material not owned by Oxford Brookes University Library

Please do not hand in any photocopies which you have not copied from material owned by Oxford Brookes University Library (for example, photocopies you have had supplied to you as a normal interlibrary loan). Instead, please complete a Copyright Cleared Short Loan photocopy form for each item and the Library will apply for a copyright fee paid photocopy. Please indicate on the form how many copies of the item you wish to have available on Short Loan (up to a maximum of 4).
Copyright Cleared Short Loan photocopy form (Word format) ; Copyright Cleared Short Loan photocopy form (PDF format)

Further information

If you have any queries about the Short Loan Collection you may contact:

  • your Subject Librarian
  • Sue Norcott (01865 483144) for the Headington Short Loan Collection
  • Jane Mitchell (01865 485870) for the Wheatley Short Loan Collection
  • Marie Buck (01865 488225) for the Harcourt Hill Short Loan Collection.

If you have any queries about the CLA Licence, please consult Providing photocopies for students - guidelines for staff (Word document) or contact Katie Hambrook (01865 483146).