As you probably already know, the CLA Higher Education Licence provides blanket permissions for HEIs to copy and reuse content (up to one article, chapter or 10% of the total, whichever is greater) from print and digital publications.
The licence permits any member of staff to make copies in the UK, this includes honorary members of staff such as Emeritus Professors, and visiting academics. Find out more about who can make copies here: https://claedqueries.zendesk.com/hc/en-us/articles/4403659025041-Can-I-make-copies-under-the-CLA-HE-Licence-
But, who can you make copies for? You can copy for course users, so any student taking a particular course as well as any staff teaching it.
UK campus-based students
This category constitutes the main body of students for many, but not all, HEIs. It covers any student based on a campus in the UK taking a credit-bearing course, both undergraduate and taught postgraduate. If your HEI is a member of UUK or GuildHE, all such students must be declared to HESA.
Students studying away from your premises – either in the UK or overseas – who have no (or minimal) direct contact hours. If your HEI is a member of UUK or GuildHE, they must be declared to HESA. This category doesn’t include Overseas Campus-Based Students – see below.
Non-Credit Bearing students (NCBs)
These are students taking a course that doesn’t lead to a qualification or institutional credit (for example, a professional development course, summer school or course run by a Centre for Lifelong Learning), and who – if your HEI is a UUK/GuildHE member – aren’t declared to HESA. Staff can be NCBs if they are also enrolled as students at your HEI. Please see our dedicated guide for further information.
Overseas Campus-Based Students (if declared)
If you have declared them to us, some or all students that are enrolled at your HEI but based at a campus overseas, either at an overseas branch campus of your HEI or the campus of an overseas partner. Please see the dedicated section of our website for more information.
You can also make copies for the following:
Commercial Research/Consultancy(UUK/GuildHEmembers only)
For example, a contract or collaborative research project or consultancy. You can make these copies available to members of your HEI’s research team and to a third party organisation wholly (or partly) funding the research. Members of staff engaged in commercial research/consultancy must be declared to HESA. You can read more in our guide to Commercial Research/Consultancy.
Staff of regulatory agencies For example, the Quality Assurance Agency
Copies can only be made in connection with work that such agencies undertake at your HEI.
Academics and staff (non-course related)
In addition to making copies for staff who are Course Users (or researchers, see above), you can also make copies for other scenarios at your HEI – for example, for HR or financial management purposes, or distributing or accessing press cuttings for PR or marketing.
Some key points to remember about making copies under the Licence:
- You can make copies for registered students and members of staff, in connection with a specific course or module.
- You should make copies only from publications owned or subscribed to by your HEI – or from ‘copyright fee paid copies’ obtained from, for example, the British Library.
- You can copy up to one chapter from a book, or one article from a magazine or journal – or 10% of the total publication, whichever is the greater.
- For digital publications, where possible the same limits (i.e. one chapter/article or 10%) apply; where this is not possible (e.g. some websites, where it is difficult to identify what might constitute 10%), we ask that HEIs use their best judgment to copy reasonable extracts only.
- When photocopying, as many copies may be made as necessary to enable each student on a course, plus the tutor, to have access to a copy. The same applies to printouts from digital publications.
- If you need to check whether a publication is covered by the Licence, have a look at our Check Permissions tool on the CLA website, which is quick and easy to use.
- All digital copies are subject to cyclical reporting and management requirements. If you are not sure how this process is arranged at your HEI, please check with your Library or the Licensing Coordinator at your HEI.
Just remember, your HEI will have policies and procedures in place to enable compliance with the Licence terms and conditions. This is why, if copying is carried out on your behalf by another department (often the Library), that department may ask you to do certain things, or ask you further questions. If you carry out the copying yourself, you must be sure that you are familiar with the Licence requirements.
About the Author
Margret is Education Customer Services Coordinator at CLA and she is here to provide guidance on Licence related questions and permissions queries, as well as helping our customers make the most of what the CLA Education Licences have to offer. Margret has been with CLA in various Customer Service related roles for more than six years. Before joining CLA she worked as Foreign Rights Manager in children's book publishing, graduated in Cultural Studies and English Literature and worked as a qualified bookseller in England and Germany.
This guidance is provided for guidance only. Please note that it does not substitute for the terms and conditions of the Licence, and that, in the event of a conflict between the two, the Licence prevails.
This blog was adapted from our Education Knowledgebase by Becky Owen. You can find out more about what you can do under the licence by visiting our Education KnowledgeBase.