Copyright guidelines and information

  • Teaching and coursework:

    These guidelines are for Brookes staff; they also apply to students who wish to use copyright material in coursework and in presentations.

    Putting e-journal articles in the VLE  (and handing out printouts of e-journal articles) - this is not usually possible but check this section for further details. Instead of uploading e-journal articles you can put links to e-journal articles into your VLE course or use the Aspire reading list system.
    Putting e-book chapters in the VLE - this is not possible but you can link to chapters instead.
    Library scanning service  for Brookes staff - we will scan book chapters and journal articles for you to put on your VLE course.
    If you want to do your own scanning of book chapters and journal articles and upload them to the VLE, check What can I scan for the VLE?
    Using images in teaching and coursework
    Using film and video in teaching and coursework

    Providing photocopies for students 
    Using Library online resources
    Lecture capture - there are some sorts of material you should not record using lecture capture.

    See also our guidance on  Copyright - research and private study .

    Copyright and publication - advice intended for students publishing their research with Get Published!

    The advice on these web pages does not constitute formal legal advice. For other sources of guidance see the  Intellectual Property Office or the  Copyright User websites. The following resources are written specifically for universities:
    JISC Intellectual property rights in a digital world (quick guide)

    For more detailed copyright information refer to the resources  below: 

  • The Library offers a scanning service for teaching staff - we will scan book chapters and journal articles and deliver them as PDF files to be included in your VLE courses.

    The service will operate under the terms of the CLA Higher Education Licence.

    The conditions include:
    - limits on the amount of any one publication that may be copied (per module: one chapter or 10% of a book; one journal article from a journal issue)
    - only material published in certain countries may be scanned: UK, US, Australia, Canada, and other countries on the Scanning Mandate Territories list
    - copyright notices must be included in all scanned material

    You may request material to be scanned which does not belong to the University but there is an extra copyright fee charged for this. The fee is about £20 for a book chapter, so we may decide to buy the book instead of paying the copyright fee. Journal articles cost between £12 and £35; we may request that the copyright fee is paid by your department.

    Download a Library scanning service request form (Word format).

    Please send scanning request forms to libraryscanning@brookes.ac.uk

    E-journal articles
    If you want to have e-journal articles made available on your VLE course, please check whether they are available in one of the e-journal collections listed here. You may download articles from these collections yourself and add them to your VLE course.

    If the e-journal is not in one of these collections, there are some e-journals covered by the CLA Digital Licence - articles from these journals may be requested through the library scanning service. You can check which e-journals are included in the CLA Licence by using the CLA Title Search (select Digital for Usage, and search on the title or the ISSN of the journal).

    Other options
    As a member of teaching staff it is possible for you to do your own scanning under the terms of the CLA Scanning Licence to include scanned material in your VLE courses.  See What can I scan for the VLE? to check whether what you want to scan is eligible for scanning and read the Full guidelines on how to provide scanned copies under the terms of the CLA Licence for details on how the scanning should be done and recorded.

    Good practice guidelines
    The CLA Licence is intended to broaden and enrich students’ learning experience, by enabling universities to provide greater and easier access to copyright materials than would otherwise be possible. However, this provision is not intended to be used to create collections of extracts that cover substantively the same material as a standard textbook. These Guidelines (pdf) illustrate good practice in how to use the CLA Licence to support your course. 

    Further information and help
    Contact Martin Hall, Headington Library. 
    Telephone (01865) 483141 or email mhall@brookes.ac.uk.

    These guidelines are intended for teaching staff who wish to do their own scanning under the terms of the CLA Licence. If you are scanning for the VLE, please check whether this is permitted by checking the guidelines on What can be scanned for the VLE?.

    How digital copies may be provided to students
    Material scanned or downloaded under the CLA Licence should only be made available via the VLE and only to the students on the module for which it was scanned or downloaded (and the staff involved in teaching the module).

    In the process of scanning, you should preserve the structure, layout, colour, shade and integrity of the original.

    Inclusion of the Copyright Notice 
    Each scanned or downloaded item should include a copyright notice following the CLA template. This Copyright Notice has to include publication details and information about the course for which the item is to be used.  The Copyright Notice should be prominently placed (for example, preceding the first page of a scanned book chapter).

    Keeping and returning records of digital copies
    For each scanned or downloaded item you should record publication details on a CLA Record Sheet. The Record Sheet should be emailed to  libraryscanning@brookes.ac.uk

    Storing and reusing digital copies
    You may store scanned or downloaded material for reuse; however, any stored digital copies should be available to staff (not to students).  

    If a digital copy is reused for a different module, the Copyright Notice will have to be changed. You should make a new entry on the CLA Record Sheet each time you use a digital copy for a different module.  

    Who can scan and who can authorise scanning?
    All teaching staff and all library staff may either do the scanning themselves or authorise someone else to do the scanning for them. All scanning must be done in the UK. Staff are responsible for ensuring that all of the terms of the Licence are complied with.

    Types of students who may access digital copies 
    All credit-bearing undergraduate and postgraduate courses which are delivered by Oxford Brookes staff are covered by the Licence. Some short courses and some courses delivered outside Oxford Brookes premises may not be covered by the Licence. Partner courses may be covered by a licence operating in the institution where the course is delivered.
    Please contact Martin Hall (phone 01865 483141) for further advice.

    CLA inspections and audits  
    The CLA may request access to Brookes VLE courses to check that all the conditions of the Licence are being complied with. 

    Library scanning service 
    Instead of doing your own scanning, you may use the Library Scanning service to have book chapters and journal articles scanned for you to put on your VLE course.

    Further information and help
    Contact Martin Hall, Headington Library. 
    Telephone (01865) 483141 or email mhall@brookes.ac.uk.

    Using images in teaching and coursework

     

    Lectures, seminars and classes

    If you are delivering a lecture or seminar presentation, you may use any image to illustrate a point that you are making.  You should always include an acknowledgement of the source of the image.

    If you wish to use an image which does not illustrate a point in your teaching, you should only use an image where you have explicit permission for this sort of re-use - see guidelines below on Image sources and Finding images that are free to use.

    Images in the VLE

    If you use images in your teaching and you wish to make your lecture slides or teaching material available in your Brookes Virtual course for Brookes registered students, follow these guidelines.

    You must set your lecture slides in a context that makes it clear how they relate to the teaching of the course.  All the images in the slides should illustrate points you are making in your teaching.

    If you provide other images in the VLE, you must relate them clearly to a particular learning activity or make it clear how they illustrate points in your teaching.

    You should use low resolution images.

    You should always include an acknowledgement of the source of the image. 

    The guidelines above are based on the legal exception of fair dealing with a work for the sole purpose of illustration for instruction.  

    Image sources for use in teaching 
    The sites below contain images which may be used for teaching, in the VLE and for other educational purposes. They may only be used for teaching Brookes registered students; they should not be used on open web sites or MOOCs.

    ARTstor - high quality art historical images useful for a wide range of subjects

    Bridgeman education - art historical images useful for a wide range of subjects

    British cartoon archive - cartoons from newspapers and other sources going back to the 19th century, particularly strong for politics and news coverage  

    Finding images that are free to use 
    If you want to find images for use on open web pages, or for MOOCs, or for publication, you will need to have permission from the rightsowner of the images.

    There are a number of images and image sites on the internet where the rightsowners explicitly give permission for their images to be reused. You may use these images under the terms and conditions set by their rightsowners. Sometimes these sites will use Creative Commons licences.

    Sites like Wikimedia Commons and Flickr contain images uploaded by contributors and often contain material that has been illegally copied. You should only use images from websites if you are confident that the person who uploaded the image is the person who created or owns the copyright in the image.  Also, some non-UK websites may give copyright advice which does not apply in the UK.

    See the following page for more advice:
    Intellectual Property Office Copyright Notice: digital images, photographs and the internet

    Further information and help
    Contact Katie Hambrook, Headington Library. 
    Telephone (01865) 483146 or email  khambrook@brookes.ac.uk

    Using film, video, DVDs and television programmes in teaching

     

    Lectures, seminars and classes
    You may play films, video, DVDs and television programmes in lectures or seminars delivered to Brookes students.
    You may copy clips to show in lectures and seminars in order to illustrate a point in your teaching. Any clips should be short and should be no longer than is necessary to illustrate the points you wish to make.

    Television programmes
    The Library subscribes to  Box of Broadcasts. This service gives you access to thousands of recorded radio and TV programmes.  It allows you to record programmes which will then be stored on the database. You can create clips and playlists of programmes or clips. You may use Box of Broadcasts to show programmes to Brookes students for educational purposes.

    Film, video, DVDs and television programmes in the VLE
    You may include clips from this sort of material in the your Brookes Virtual courses for Brookes registered students if you follow these guidelines.
    Each clip should be very short and should be no longer than is necessary to illustrate the points you wish to make.
    You must set the clip in a context that makes it clear how it relates to a point you want to illustrate or to a particular learning activity.
    You should always include an acknowledgement of the source of the clip.

    Lecture capture
    If you show film, video, DVDs or TV programmes in your lectures, you must not record your lecture and put it on the VLE. It may be possible to use lecture capture if you are only using very short clips and if these clips clearly relate to points in your teaching.

    Embedding links to film, video and TV programmes
    You may embed links in your VLE courses to videos from services like Box of Broadcasts or YouTube. If you want to embed a link to material in a site like YouTube, you should check first to make sure that the material has not not been uploaded illegally. You should only link to material if you are confident that the person or organisation that uploaded the material is the rightsowner of the material.

    Other uses of film and video
    You may only show film, video, DVDs or TV programmes to Brookes students in connection with their course. You must not show this sort of material to Brookes students for recreational purposes (unless you have obtained a licence which allows this).
    You must not show this sort of material to people who are not Brookes students (for example people attending a public lecture, prospective students, students' parents) unless you have obtained a licence which allows this.

    Further information and help
    Contact Katie Hambrook, Headington Library. 
    Telephone (01865) 483146 or email  khambrook@brookes.ac.uk

     

    These guidelines are intended for teaching staff who wish to hand out to students photocopies of book chapters, journal articles and other copyright material published in print form. 

    The Copyright Licensing Agency Licence allows the photocopying of book chapters and journal articles under the conditions described here.

    How much you may copy from one publication
    The Copyright Licensing Agency limits the amount of a publication that may be copied for any one module:
    • one chapter or 10% of 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 10 pages long

    Sources of material not covered by the CLA Licence
    The CLA Licence does not cover all content. Please use the CLA Title Search to check whether the publication you wish to copy is covered by the Licence.

    Types of material not covered by the CLA Licence

    • printed music (including the words)
    • maps
    • newspapers (see separate section on this page

    Copying limited to Oxford Brookes owned material

    The CLA Licence only allows copying from a book or journal belonging to the Library or another department of Oxford Brookes. For example, the Licence does not allow:
    • photocopying from a photocopy made in another university library
    • photocopying from a photocopy supplied as an inter-library loan
    • photocopying from a book owned by a lecturer

    Number of copies that may be made
    The number of copies made of any one item should be limited to one copy each for students on the module and one copy for the lecturer.

    Types of students and courses covered by the Licence
    All credit-bearing undergraduate and postgraduate courses which are delivered by Oxford Brookes staff are covered by the Licence. Some short courses and some courses delivered outside Oxford Brookes premises may not be covered by the Licence. 

    Scanning
    These guidelines describe what the CLA Licence allows when you are photocopying from printed material onto paper. The Library offers a Scanning service and will scan book chapters and journal articles for you to put on your VLE course. As a member of teaching staff it is possible for you to do your own scanning under the terms of the CLA Scanning Licence to include scanned material in your VLE courses. See What can I scan for the VLE to check whether what you want to scan is eligible for scanning and read the  Full guidelines on how to provide scanned copies under the terms of the CLA Licence for details on how the scanning should be done and recorded. 

    Newspapers
    Providing photocopies from newspapers is covered by the Newspaper Agency Licence, not the CLA Licence. The restrictions on copying newspapers under the NLA Licence are as follows:
    • no more than 250 photocopies may be made of one newspaper article
    • scanning of newspaper articles is not permitted

    A list of newspapers covered by the NLA Licence is given below:

    Daily Express

    Le Monde

    Daily Mail

    Observer

    Daily Mirror

    Oxford Times

    Daily Star

    Sunday People

    Daily Telegraph

    The Sun

    Evening Standard

    Sunday Express

    Financial Times

    Sunday Mirror

    The Guardian

    Sunday Telegraph

    Independent

    Sunday Times

    Independent on Sunday

    The Times

    The Mail on Sunday

     


    Copies from newspapers should be marked as follows:
    ‘NLA licensed copy. No further copies may be made except under licence.’

    Providing printouts from webpages 
    There are separate guidelines on providing printouts from e-journal articles or Library online resources.
    You may not handout to students printouts from websites unless the website gives you clear permission to do this. 

    Small extracts, images and quotations
    It may be possible to copy small amounts of a publication without regard to the CLA Licence.  You may copy a small amount of a publication in order to illustrate a point in your teaching, or in order to criticise or make comments on that part of the publication.

    These are guidelines for how much you may copy when you want to criticise or make comments on a part of a publication:

    • From a poem of over 160 lines, 40 lines
    • From a shorter poem, one quarter of the poem
    • From a work which is not a poem, one extract of up to 400 words or several extracts, each up to 300 words, and totalling no more than 800 words

    You should always include an acknowledgement of the publication from which the copy has been made. 

    Further information and help
    Contact Martin Hall, Headington Library. 
    Telephone (01865) 483141 or email mhall@brookes.ac.uk.

    Electronic journals

    There are some collections of electronic journals which allow e-journal articles to be included on the VLE or to be printed out and given to students

    Each item made available to students should carry appropriate acknowledgement of the source, listing title, author, publisher and copyright owner. If you want to check whether an e-journal is available in one of these collections, look it up on the  A-to-Z e-journals service.

    Other electronic journals are available on different terms and conditions. Unless they are available from the collections listed above, you should not make e-journal articles available to other people (for example, by including them on the VLE or emailing them to another person). You may print or download one copy of an electronic journal article from one journal issue for non-commercial research or private study. If you wish to make an e-journal article available to students via the VLE, you should link to it (either directly or by using an Aspire reading list). 

    E-books

    You should not make e-book chapters available to other people (for example, by including them on the VLE or emailing them to another person). If you wish to make an e-book chapter available to students via the VLE, you should link to it (either directly or by using an Aspire reading list). 

    Databases of reports, primary sources and other full text resources

    The Library subscribes to some databases which allow their resources to be downloaded and included in the VLE or to be printed out and given to students. Each item included made available to students should carry appropriate acknowledgement of the source, listing title, author, publisher and copyright owner.

    These databases include:

    Image databases

    The Library subscribes to some databases which provide images that you can download and include on the VLE: 
    ARTstor
     - high quality art historical images useful for a wide range of subjects
    Bridgeman education
     - art historical images useful for a wide range of subjects
    British cartoon archive
     - cartoons from newspapers and other sources going back to the 19th century, particularly strong for politics and news coverage

    Bibliographic databases

    You may print or download search results from databases for non-commercial research or private study. The Library subscribes to electronic databases under licence terms and conditions - you may check these on the database sites or ask for further advice.

    Further information and help

    The guidelines on this page describe how Library online resources may be used according to the terms and conditions of the subscriptions for the resources. In addition, there are some e-journals covered by the CLA Digital Licence - articles from these journals may be requested through the  library scanning service.

    Contact Katie Hambrook, Headington Library. 
    Telephone (01865) 483146 or email  khambrook@brookes.ac.uk

     If you want to record your lecture and put it on the VLE, you will need to consider the following issues.

    Copyright

    Your lecture capture must exclude streamed content from sources like Box of Broadcasts, iPlayer, or YouTube. If you play DVDs, television programmes or music during your lecture, you must exclude these from the lecture capture. It should be possible to use the lecture capture software/equipment to exclude copyright material (e.g. by pressing a pause button).

    You should be careful about including in your lecture capture other copyright material such as images and web pages.

    You may be able to include in your lecture capture very limited extracts from copyright material if they are intended to illustrate a point in your teaching. Anything you include should be limited to what is necessary to illustrate the points you wish to make. You should always include an acknowledgement of the source of any copyright material.

    Consent

    You should always inform students attending the lecture that it is being recorded. You should consider whether students attending the lecture will need to give consent to the recording.

    Further information and help

    Further guidelines on  Recording lectures are provided by JISC.

    See also copyright guidelines on Using images in teaching and coursework and Using film and video in teaching and coursework

    Further information and help
    Contact Katie Hambrook, Headington Library. 
    Telephone (01865) 483146 or email  khambrook@brookes.ac.uk

    These guidelines are for Brookes staff; they also apply to students who wish to use copyright material in coursework and in presentations.

    Putting e-journal articles in the VLE (and handing out printouts of e-journal articles) - this is not usually possible but check this section for details of some e-journal suppliers who do allow this. Instead of uploading e-journal articles you can put links to e-journal articles into your VLE course.

    Putting e-book chapters in the VLE - this is not possible but you can link to chapters instead.

    Library scanning service for Brookes staff - we will scan book chapters and journal articles for you to put on your VLE course.

    What can I scan for the VLE?

    Using images in teaching and coursework

    Using film and video in teaching and coursework

    Lecture capture - there are some sorts of material you should not record using lecture capture.

    Providing photocopies for students

    Using Library online resources

    See also our guidance on Copyright - research and private study.

    For further information contact Katie Hambrook

    Guidelines on what can be scanned or uploaded to the VLE under the Copyright Licensing Agency Scanning and Digital Licence

    These guidelines are intended for teaching staff who wish to do their own scanning under the terms of the CLA Licence. Please also read the  Full guidelines on how to provide scanned copies under the terms of the CLA Licence.

    scan_question I have some material that I would like to deliver to my students electronically.
    Is it eligible under the terms of the CLA Licence?
     
    Is the publication included in the Licence? – find out by using the CLA Title Search   
    Yes No      

    How much of a publication can I make available?

    The limits are:

    One chapter or 10% from a book
    or - one article from a journal issue or set of conference proceedings
    or - one short story or poem from an anthology of short stories or poems up to ten pages long
    or - the entire report of a single case from a published report of judicial proceedings
    or - illustrations contained in any of these.
    Is the material within these limits?

    Note: Small extracts may be allowed without regard to the licence: find out more

    This material is NOT eligible for scanning under the Copyright Licensing Agency Scanning Licence.

    There are alternative approaches you could take: find out more.

       
    Yes No

         

    Is the source material owned by Oxford Brookes University?
     Note: personal ownership by an Oxford Brookes employee does not satisfy this requirement.

     

     

         
    Yes No

    Could I use the library scanning service instead?

    The Library can obtain materials from the British Library and scan them for you. Scanning service
         
      Yes No

    This material is NOT eligible for scanning under the Copyright Licensing Agency Scanning Licence.

    There are alternative approaches you could take: find out more.

     
    OK_to_scan The material can be scanned and electronically delivered to authorised students via the VLE.      


    Good practice guidelines
    The CLA Licence is intended to broaden and enrich students’ learning experience, by enabling universities to provide greater and easier access to copyright materials than would otherwise be possible. However, this provision is not intended to be used to create collections of extracts that cover substantively the same material as a standard textbook. These Guidelines illustrate good practice in how to use the CLA Licence to support your course.

    Please also read the  Full guidelines on how to provide scanned copies under the terms of the CLA Scanning and Digital Licence.

    Library scanning service
    Instead of doing your own scanning, you may use the  Library scanning service to have book chapters and journal articles scanned for you to put on your VLE course.

    Further information and help
    Contact Martin Hall, CLA Licence Co-ordinator. 
    Telephone (01865) 483141 or email  mhall@brookes.ac.uk

     

    Alternatives to scanning under the CLA Licence

    Alternatives to scanning under the CLA Licence include:

    • Using existing electronic resources. The Library subscribes to a wide range of electronic resources, particularly electronic journals. Usually you may not put electronic journal articles into Brookes Virtual courses, but they are easily available to students via the Library web pages. Some electronic resources may be included in Brookes Virtual courses; see the guidelines on Using Library online resources on the library web pages.
    • Providing photocopies for students. Photocopying under the CLA Licence is less restrictive than providing digital copies; in addition, no record keeping is required for photocopying done under the CLA Licence. See the guidelines Providing photocopies for students available via the library web pages.
    • Writing to publishers. The owner of the rights in a copyright work is usually the publisher (the rights owner is unlikely to be the author). The rights owner is able to give permission for any sort of copying and is able to override any restriction imposed by the Copyright Act or the CLA Scanning Licence.

     

    Small extracts

    It may be possible to scan small amounts of a publication without regard to the CLA Licence. You may include a scan of a small amount of a publication in order to illustrate a point in your teaching, or in order to criticise or make comments on that part of the publication.

    These are guidelines for how much you may scan when you want to criticise or make comments on a part of a publication:

    From poems:

    • From a poem of over 160 lines, 40 lines.
    • From a shorter poem, one quarter of the poem.

    From one work which is not a poem:

    • One extract of up to 400 words or several extracts, each up to 300 words, and totalling no more than 800 words.

    You should always include an acknowledgement of the publication from which the scan has been made.

    Copyright - research and private study

    Copying for personal use

    All the guidelines below refer to copying for your own personal use, for non-commercial research or private study.

    These guidelines do not apply to copying material to make it available to other people (for example, by including it in a PowerPoint presentation or on a web site).

    There are separate guidelines on copying for teaching (the guidelines also apply to students who wish to use copyright material in coursework and in presentations).

    You should note on each copy an acknowledgement of the publication which was copied.

    Copying from books

    You may copy either one chapter from a book or 5% of a book.

    Copying from journals

    You may copy one article from one journal issue.

    Short stories and poems

    If a poem or short story is included in a collection of poems or stories, you may copy up to 10 pages of one short story or poem.

    Short books, pamphlets and British Standards

    You may copy up to 10% of a British Standard. With other short publications (pamphlets, reports, other standards) which are up to 20 pages long, you may copy 2 pages.

    Images

    Images (illustrations, photos, diagrams and other pictures) may be copied for your own personal use, for research or private study.

    Maps

    You may scan or photocopy an A4 extract from a sheet map.

    Music

    You may copy a small excerpt from a musical work.

    Films and DVDs

    You may copy a small excerpt from a film or a DVD. 

    Further information and help
    Contact Katie Hambrook, Headington Library. 
    Telephone (01865) 483146 or email  khambrook@brookes.ac.uk

    Copyright and Get Published!

    Get published logo purple small These guidelines are intended mainly for students who want to publish their work with Get Published! and in the Student Research collection in RADAR,  and for staff supporting student publication.  You will own the copyright in your own work – these guidelines will help you respect other people’s copyright as you plan your publication.

    Using other people’s copyright material
    You are likely to want to use images in your work: photos, diagrams, maps, etc.   If you want to include any material created by other people in your work, you will need to make sure that you have their permission to do this.

    Images with permission for re-use and publication
    You are recommended to find images from sites that are dedicated to providing images for free re-use and publication.  Examples of these are Pixabay (a small number of the images require payment) and MorgueFile

    Checking whether images are available for re-use and publication
    If you find an image on another website, you can check their terms of use to see if they explicitly give permission for the image to be used in publications.  Most websites restrict the use of their images to personal use, or sometimes for educational use; these images are not available for you to use in something that is going to be published.  If you cannot find any explicit copyright information about an image, do not use the image.

    Checking whether permission for publication is authorised
    You can use sites that allow you to search for images that have permission for re-use, such as the Creative Commons search engine.  You will need to check the specific permission given with each image, as it will vary.  This search includes websites like Flickr and Wikimedia Commons which contain lots of useful images which can be used in non-commercial publications (such as Get Published! research made available in RADAR).  However, you should be aware that these and other websites contain images and other material which have been illegally copied; these websites may give misleading advice about how this material may be used.  Do not use images from these sorts of sites unless the images were contributed by the person or organisation who created or owns the copyright in the material.  

    Captions, attribution and referencing 
    Captions for images you have copied should include citations for the sources (following, for example, library guidelines on referencing sources).  If you are using material from a website that asks for a specific form of attribution, you will need to include this as well.  Where you have used your own image (such as a photo you have taken or a diagram you have created), it is helpful to indicate on the caption that it is your own work.

    Further information and help
    Contact Katie Hambrook, Headington Library.  
    Telephone (01865) 483146 or email   khambrook@brookes.ac.uk