Information ServicesShort loan collection

Photocopies of book and journal extracts may be placed in the Short Loan Collection and made available for loan subject to the conditions detailed below.

These guidelines have been written to help teaching staff supply photocopies that are within the law and in a format that will enable us to process them efficiently.

Send your photocopy to the Short Loan Collection, University Library, along with a completed Library copyright form (pdf).

Does your photocopy meet any of the five conditions listed below?

1. The copy was made from Copyright License Agency (CLA) licensed material held in the University Library

The amount of material copied must not exceed the following limits:

  • Up to 10% or one whole chapter (whichever is the greater) from a book.
  • Up to 10% or one whole article (whichever is the greater) from a single issue of a journal.
  • Up to 10% of an anthology of short stories or poems or one short story or one poem of not more than 10 pages (whichever is the greater).
  • Up to 10% or one single case (whichever is the greater) from a published report of judicial proceedings.

The CLA licence does not cover printed music, maps, charts, books of tables etc. Please contact for guidance if you wish to make a copy of these materials available within Short Loan.

Please note the total amount of scanned and photocopied material for a class must not exceed the 10% limit. Please view the copyright web pages for further information.

2. The copy was supplied by a copyright fee-paid document supply service

If the University Library does not hold the item you wish to make copies from, a ‘copyright cleared’ photocopy may be purchased from the British Library.

Short Loan Collection staff and Inter-Library Service staff can arrange this request on your behalf.

3. The copy has been made with the permission of the relevant right(s) holder

Written consent must be obtained from the author(s). You must inform them of the purposes of the photocopy; that you wish to submit it to the library where the photocopy will be made available for loan.

4. I am the copyright holder

Teaching staff can make photocopies of their own notes available to students.

5. The copy is out of copyright

You must determine the copyright status of a published work before making/submitting photocopies to the library. Copyright ceases 70 years after the death of the author (from 31 December of the year of death).

Format and quantity

  • Each photocopy must be accompanied by full documentation (a copyright form plus written permission if required)
  • All photocopies to be of readable quality and not stapled
  • A margin of 1.5cm is to be left clear on one side for in-house binding
  • If multiple photocopies of an article are submitted, each copy should be paper-clipped or separated by dividers
  • The total number of photocopies of an item must not exceed the number of students in the class
  • The Library reserves the right to restrict the number of copies submitted to the collection at any time

For more help

Please contact Information Services.