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Copyright for Staff

Discover the UEA Library guide to copyright for staff.

How to Comply: Step by Step


What is Copyright and what steps do I need to take?

Copyright is an automatic, time-limited legal right that arises when an original intellectual property (e.g. a literary, dramatic, musical or artistic work) has been created in any format.  

Most works are covered by Copyright for a set time period, e.g. 70 years after the death of the author. Unless you know for sure otherwise, always assume that a third party work you want to copy, share or re-use is still in copyright. 

Contrary to popular belief, there is no general copyright exception for Educational Use – but rather a combination of exceptions and approaches that cover the use of copyright works in education - so we advise working through the steps below to be compliant.

Has its copyright expired? As a first step, you can check copyright duration for different types of works before proceeding. If you are sure its copyright has expired, then you can use it, but remember copyright may also apply to the format (the layout of the text on a page) as well as the content.

Is the work available under an open license, such as CC-BY? If so, you may still be able to copy, share or reuse that provided you abide by its specific open license terms and subject to proper acknowledgement or attribution

Open licensing provides a simple, standardised way for authors to grant copyright permissions to their creative work, providing clarity around precisely what is permitted and what is not. The most well known as the suite of Creative Commons licenses, sometimes referred to as "CC-BY licensing" for short. However "CC-BY" (a reuse By Attribution license) is actually just one of many options available. 

A handy 'at a glance' summary table is available or you can read a description of the main ones below:

If the work is using CC licensing, a standard abbreviation symbol will be shown which provides shorthand for what is allowed and not allowed.

CC-BY requires proper acknowledgement or attribution

CC-BY SA stands for Share Alike, permitting others to remix, adapt, and build upon the work even for commercial purposes, as long as they credit the author and license in their new creations under the identical terms.

CC-BY NC stands for Non-Commercial, permitting others to remix, adapt, and build upon the work non-commercially, again as long as the author is acknowledged.

CC-BY ND stands for No Derivatives, permitting you to reuse the work for any purpose, including commercially; however, it cannot be shared with others in an adapted form, and the author must be credited. 

These Attributes may also be combined together so it is important to familiarise yourself with all the permutations to be sure you are fully complaint with the intended reuse terms. 

CLA License for Higher Education

If your intended use of the work is not covered by an open license, your next option is to check whether the work is covered by one of our Institutional Licences, as these are the next most likely and generous option. 

UEA pays for licences that facilitate the legal re-use of copyright work for the purposes of non-commercial teaching and research. The licences are important as they allow us to make use of copyright works in ways that would not be permitted by law, without specific permission of the copyright holder, the main one being the CLA Higher Education License.

Use the CLA Check Permissions Tool to see if the work you want to use is covered without having to seek permission from the owner. Further help in understanding the results from the CLA Check Permissions Tool

All staff and students may make photocopies under the terms of the CLA license for Higher Education. 

If the work you want to reuse is covered, the license permits typically reuse or copying from works owned, or subscribed to, by UEA or its Library. Personal copies owned by academic staff cannot be used except under exceptional circumstances such as not being obtainable by the Library for some reason. 

Note if the CLA license is used to make copies for students in connection with a Course of Study, these are subject to specific conditions and reporting requirements which include:

  • limits on a 'per Course of Study' basis
  • available for students on that course only, and
  • you need to keep a record (which is why we strongly recommend using the Library's Digitisation Scanning service because we cover off the record-keeping for you.)

If you choose to upload your own scans to Blackboard, you will need to attach your own CLA Copyright Notice frontsheet wording to any scan and do your own reporting. Where a module is not to be repeated in future years, digital copies must be removed at end of the module.

For more details of the conditions, see the full CLA Higher Education User Guidelines.

If the work you want to reuse is not covered by this license, move to steps 4 and 5. 

How much can you copy under the CLA license?

As a rule of thumb, the proportion of a work that can be copied is whichever is the greater of 10% or

  • one chapter of a book
  • one article of a journal issue
  • one paper of one set of conference proceedings
  • one report of a single case from a report of judicial proceedings
  • one scene from a play
  • one short story or one poem or one play of not more than 10 pages in an anthology of short stories, poems or plays

Using the work under this license will save you time but remember to comply with the concepts of fair dealing and sufficient attribution as well. 

The license applies to physical and digital publications owned or subscribed to by UEA, but with digital copies these must be uploaded on a secure server, such as Blackboard, UEA's password-protected VLE. 

If your use case for the work is for Teaching, the easiest way to make use of this License is to use the Library's Talis Reading list system and provide a link (URL) to the work you want your students to read. If linking is not enough, and you really need to upload or include a digitised version of the work (article or book chapter, etc.), you should still use the Talis Reading list workflow. This will prompt you to use the Library's Digitisation Scanning service which automatically includes a copyright check and also takes care of the mandatory reporting to the Copyright Licensing Authority (CLA). 

If the work you are trying to reuse of copy is an audiovisual work or a newspaper, then check out the ERA and NLA license sections (below) to see if they may apply. 

If you are looking to access existing recordings, check out our subscription to Box of Broadcasts which allows UEA staff and students to search its archive of over 2.2 million broadcasts as well as record programmes from over 75 free-to-air channels under the terms of the ERA license. 



CLA License Frontsheet Wording

This is the frontsheet you must copy, paste and include if uploading your own content to Blackboard. To save you the hassle of doing this, we strongly recommend using the Library's Digitisation Scanning service instead because we cover the record-keeping for you.

To be compliant, you must also email lib.reading@uea.ac.uk anyway to report that you have uploaded your own scan.

Staff and students of University of East Anglia [UEA] are reminded that copyright subsists in this extract and the work from which it was taken. This Digital Copy has been made under the terms of a CLA licence which allows you to:
• access and download a copy;
• print out a copy;
This Digital Copy and any digital or printed copy supplied to or made by you under the terms of this Licence are for use in connection with this Course of Study. You may retain such copies after the end of the course, but strictly for your own personal use.
All copies (including electronic copies) shall include this Copyright Notice and shall be destroyed and/or deleted if and when required by the University of East Anglia [UEA].
Except as provided for by copyright law, no further copying, storage or distribution (including by e-mail) is permitted without the consent of the copyright holder.
The author (which term includes artists and other visual creators) has moral rights in the work and neither staff nor students may cause, or permit, the distortion, mutilation or other modification of the work, or any other derogatory treatment of it, which would be prejudicial to the honour or reputation of the author.
Course of Study:
Title:
Name of Author:
Name of Publisher:


Finally to comply with the license terms, you must also email lib.reading@uea.ac.uk to report that you have uploaded your own scan.



ERA License for Higher Education

The ERA Licence enables educational establishments to legally make off-air recordings or copies of TV and radio programmes for educational use provided the broadcaster is one of their Broadcaster Members. This means that staff and students at ERA licensed institutions can record or make copies of programmes for educational use without seeking individual permissions. It does not cover the copying of recordings or programmes from on-demand services. 

This enables you to share programmes or clips on VLEs or in lecture capture and embed clips in presentations without permission from the rights holder. 

The recording can be made accessible both on and off campus provided it is delivered through a secure, password-protected network.



NLA License for Higher Education

The Newspaper Licencing Agency (NLA) covers photocopying from UK national newspapers and some local newspapers. The licence covers multiple copying and the circulation or display on campus of photocopies by all members of the University, and all educational uses of the material copied.



Coursepacks for Students

Is your intended use solely for Coursepacks for your students? If so, see the section 'Providing coursepacks using the HE CLA license' in Teaching and course reading (above).



Second Extract Permissions Service

The CLA's Second Extract Permissions Service offers institutions the option to buy additional permissions on a pay as-you-go basis – a ‘second extract’ – e.g., another chapter from the work or another 10%. This is useful when you need to include a couple of chapters from a book in your core reading list for students for example. 

Remember the work must still be available under the CLA License by using the CLA Check Permissions Tool.

The best way to make use of this License is to request via the Library's Digitisation Scanning service, not least because we will pick up the fee for you, and take care of the mandatory reporting to the Copyright Licensing Authority (CLA). We may also be able to use this to secure copyright clearance for requests for single extracts that are larger than the standard limits.

Make sure you tell the Library's Reading List team that you want to use the Second Extracts Permission service, rather than the standard CLA License, because otherwise your digitisation request may be rejected. You can use the Notes field in Talis to alert the Library about this. For help, contact lib.reading@uea.ac.uk

Statutory Exceptions (intro) 

If the work is not available under an open license or the CLA license, UK Copyright Law includes some Statutory Exceptions to Copyright, that allow limited use without permission from the owner, depending on the type of use you propose. 

Two of the most useful Exceptions are for Non-commercial research & private study [Section 29] and for Illustration for instruction (Teaching) [Section 32]. 

Checking these out could save you time but remember the concepts of fair dealing and sufficient acknowledgement and attribution apply to most of the Exceptions if you are going to be reusing any of the work in your assignments.

 

How much can you copy under a Statutory Exception?  

Under the Copyright, Designs and Patents Act 1988, the amount that can be copied is not precisely specified but must take into account the concept of fair dealing. The less of a work that you use, the more likely it is that your use may be considered fair, so just use as much as you need and no more than you might have been able to use if the terms of the CLA license had applied (up to 10%). 

 

Non-commercial research & private study [S.29] 

You are allowed to copy limited extracts of works without permission from the owner when the use is non-commercial research or private study, but you must be genuinely studying or researching.  

In assessing whether your use of the work is permitted or not, you must assess if there is any financial impact on the copyright owner because of your use. Where the impact is not significant, the use may be acceptable under the principle of fair dealing

When a work is reproduced as part of research, this must be supported by sufficient acknowledgement and attribution as well.   

 

Illustration for Instruction (teaching) [S.32) 

The Illustration for Instruction (Teaching) Exception covers minor uses, such as displaying a few lines of poetry on an interactive whiteboard, are permitted, but uses which would undermine sales of teaching materials are not. So if you are intending to provide readings for your students in the form of coursepacks or digitised copies of the work, you must use the CLA Higher Education License option in Step 4 instead. 

This Illustration for Instruction (Teaching) exception also covers the showing of copyright works that may be on video, DVD, etc., for educational purposes provided the audience is limited to lecturers and students and others directly connected with the activities of the establishment, e.g. a film screening. 

 

Exams [S.32] 

Use of the work for exam purposes works in the same way as the Illustration for instruction (Teaching) exception provided your intended use is illustrative and non-commercial. Remember fair dealing and sufficient acknowledgement and attribution apply. 

 

Performing, playing or showing work [S.34]

There is an additional Exception Performing, playing or showing work in course of activities of educational establishment [Section 34] which covers the showing of copyright works that may be on video, DVD, etc., for educational purposes provided the audience is limited to lecturers and students and others directly connected with the activities of the establishment, e.g. a film screening. 

If you need to make a film available for on demand viewing rather than a screening, contact your contact your Academic Librarian to discuss options. 

 

Incidental inclusion [S. 31] 

Copyright in a work is not infringed by its incidental inclusion in an another work, such as another work in the background of the work you are intending to use, reuse or copy. An example might be an image on an unrelated poster on a wall appearing in the background of the main work you are intending to use.

 

Quotation, criticism, or review [S. 30] 

Use for criticism, review or quotation is allowed for any type of copyright work. Remember sufficient acknowledgement and attribution apply. 

Take special care of the quotation exception. Whilst there is no specified limit for the quotation, you need to make a judgement about whether the amount of the work you are quoting is no more than is needed for the intended purpose. Under fair dealing usually only a part may be legitimately used. 

 

News and news reporting [S. 30] 

Limited use of a work for the purpose of reporting current events is allowed for any type of copyright work other than a photograph. Remember fair dealing and sufficient acknowledgement and attribution apply. 

Though not part of the Exceptions, UEA subscribes to the Newspaper Licencing Agency (NLA) Agreement that covers photocopying from UK national newspapers and some local newspapers. The licence covers multiple copying and the circulation or display on campus of photocopies by all members of the University, and all educational uses of the material copied. 

 

Caricature parody or pastiche [S. 30A] 

This Exception permits people to use limited amounts of copyright material without the owner’s permission for the purpose of parody, caricature or pastiche. Remember fair dealing and sufficient acknowledgement and attribution apply. 

 

Text and data mining [S.29A] 

An exception to copyright exists which allows researchers to make copies of any copyright material for the purpose of computational analysis... 

  • provided that you already have the right to read the work, e.g. through your own or library subscription 

  • provided that the purpose is for non-commercial research 

The Exception for Text and data mining for non-commercial research trumps any publisher's contract restrictions provided you already have access via a Library subscription. This is a complex area though so we strongly recommend reading through these Guidelines on Text and data mining from Copyrightuser.org. Further changes to this Exception are under consultation.  

For further advice about specific databases, contact the Library's Digital Library and Content Team.

There is one additional Statutory Exception Section 36 - that may be applicable for Teaching, readings and coursepacks but can only be used for works not covered by UEA's CLA license, so please make sure you checked the online CLA Check Permissions Tool in Step 4 above before using this Exception. 

The Exception applies to any copies made:

  • for the purpose of instruction, and
  • provided it is for a non-commercial purpose, and
  • provided not more than 5% of the work is copied in any 12 month period, and 
  • if it is an uploaded digitised scan (rather than just a link), it must be restricted to UEA's network, i.e. not openly made available on the web

To remain compliant, it is essential to record any scans you make using this Exception on this form and see our guidance on copyright for teaching materials for further details.

If you need any help linking items scanned using the Section 36 exemption to your reading list, please get in touch with lib.reading@uea.ac.uk.

If you have any questions about sourcing suitable resources for your module or need help replacing material on your reading list that is not available electronically, please contact your Academic Librarian.

If you intend to make use of this exception, please refer to the government guide.

Please note Section 36 of the Act does not specify format (could be photocopying or scanning) or the means of distribution – could be distributed or made available via any means as long as any sharing beyond the premises is done in a secure way and only made available to members of the institution (36 (3)). Nor does it specify that the institution has to own a copy of the publication (so in this specific case there is no need for the library to purchase a copy).

If none of the above steps have worked, then as a last resort you can contact the rights holder directly to seek permission but his can be a complex and long-drawn out process which we will not necessarily be able to support you with. Another option is to find an alternative third party work to use. For further details, see Seeking permission (link to correct section).