Copyright Guide for Research

Copyright issues in research are not limited to books and journal articles. They can also affect images, figures, tables, maps, charts, photographs, audio, video, software, datasets and unpublished material.

Key point: do not assume that because you can access something through the Library, online, or in a database, you can reuse it in a publication, thesis, conference presentation, website or other public output.

Different rules may apply depending on the type of material, the licence, the intended reuse, and whether the output will be openly available.

You may be able to use material without asking permission where:

• it is your own work
• copyright has expired
• a licence or permission route allows the particular use
• a copyright exception is likely to apply
• the rights holder has given permission

In practice, permission is often needed if you want to include more substantial third-party material in a publication, presentation or open e-thesis. This is especially likely for full images, figures, tables, maps, charts, long extracts, or previously published material.

Open access does not automatically mean free to reuse in any way. Always check the licence terms.

UK copyright law includes some exceptions that may help researchers, but these are limited and context-specific.

Fair dealing may help with some uses for private study or non-commercial research, and with some quotation, criticism and review. If you are relying on an exception, use only what is needed and acknowledge the source unless there is a specific reason why that is not possible.

Do not assume: fair dealing is not a blanket permission. It is not the same as saying that anything non-commercial is allowed, and it is not a safe assumption for substantial reuse in publications or openly available online outputs.

If you are unsure whether an exception is likely to apply, ask Library Services before proceeding.

When you publish your research, check what rights you are keeping and what rights you are giving to the publisher.

Important: do not assume that you can upload the publisher PDF of your article or chapter to ResearchGate, Academia.edu, a personal website or another sharing platform. In many cases, the version you may be able to share is a preprint, an accepted manuscript, or a repository link instead.

If you want to reuse your own previously published material in a new output, check whether you still hold the copyright or whether publisher permission is needed.

If your output will be published open access, check the licence requirements carefully before publication. Requirements may vary by publisher, discipline and output type.

See also: Using third-party material in publications and presentations

Text and data mining can raise copyright and licensing issues.

UK copyright law includes a text and data mining exception for non-commercial research where you have lawful access to the material. That does not create a general right to mine anything in any way. Platforms may still apply reasonable technical measures to protect network security or stability, and wider platform or access terms may still affect how you can access and use content in practice.

If you are planning large-scale mining, or using subscription resources in ways that go beyond normal reading and download behaviour, check the licence terms or ask for advice first.

The copy of a thesis examined by examiners is not the same thing as the openly available e-thesis deposited in the repository.

Plan early: material that may be acceptable in an examination copy may still require permission, redaction or another approach before open deposit. This is especially important if you expect to include third-party images, figures, long extracts, published papers, or other substantial content.

If you think copyright clearance, redaction or embargo may be needed, seek advice as early as possible.

See also: Copyright and your thesis / e-thesis

Some copying and sharing for research may be covered by licences, but the rules are narrower than many staff assume.

In some cases, the CLA Higher Education Licence includes limited routes for collaborative research projects with other CLA-licensed HEIs, and separate cover for some commercial research or consultancy activity. These routes are subject to different conditions. For collaborative research projects, the collaborating partner must itself be a CLA-licensed HEI, the route is limited to relevant staff and postgraduate students on the project, and the institution providing the copy must own or subscribe to the source. Commercial research or consultancy activity is a different route and should not be assumed to follow the same rules.

Do not assume that teaching rules, normal Library access, or a general collaboration agreement automatically allow wider sharing with collaborators, sponsors or external organisations.

Take advice before sharing copies: this is particularly important for collaborative research, commercial research, consultancy, or projects involving external partners.

If you need to share copies for a research project, contact Library Services before doing so.

Using an approved AI tool does not remove copyright or licence restrictions. The same rules still apply to library content, third-party material and unpublished work.

Do not upload:

• subscription or paywalled Library content
• student work
• unpublished materials
• other content you do not have the right to reuse

See also: Copyright and AI.