Copyright Training Day CLA Licence for NHS England Brenda Goddard, Library and Knowledge Services Manager (slides based on those produced by Kathy Jackson, Business Development Manager, CLA)

This presentation explains the details and working of the licence. CLA and NHS England have negotiated a central licence allowing the photocopying and scanning of material from books, journals, periodicals and magazines. This presentation explains the details and working of the licence.

The Copyright Licensing Agency Ltd CLA is the UK’s Reproduction Rights Organisation issuing licences to photocopy & scan from books etc. Collects fees from licensing and distributes them to rights holders. Conducts surveys of licensees’ copying habits to assist accurate distributions. Takes legal action to protect rights holders in cases of infringement.

Who can make and receive copies Paper Copies All full time, part time and temporary staff of NHS England including officers, directors, lay representatives and individuals providing a consultancy service to the NHS. Any GPs and their staff, employed or contracted to NHS England.

Who can make and receive copies Paper Copies Members of a Designated Committee within the Trust (one of whom must be NHS staff member). This includes executive committees with non NHSE staff who have an advisory, consultative, tribunal or executive function. Patients and carers/guardians of patients may be provided with a single paper copy in connection with their treatment or condition.

Who can make and receive copies Digital Copies Copies may be scanned from paper originals by all NHS employees outlined in the previous two slides who are authorised to have access to NHSnet or any other NHS England Intranet by way of a secure log-in process.

Who cannot make and receive copies under the CLA Licence Persons from another organisation or business who are not employees or consultants of NHS England. That includes HE tutors and students! Any employees etc of NHS Scotland, Wales or Northern Ireland. General public or a patient requesting copies of specific material.

Works not covered by the Licence Digital original publications eg e-books & e-journals. Maps. Newspapers. Internal house journals and other free publications. Published music.

Works not covered by the Licence cont. No photocopying from material listed in the CLA Excluded Works & Categories List. No scanning from non-UK publications.

Criteria to follow NHS England must own an original or © copyright-fee-paid copy of any publication you wish to copy. Copying or scanning within NHS England “family”.

How much can I copy? Within the criteria you can: Make photocopies or scanned images and distribute as many copies as you require on/for each separate occasion or purpose, subject to the following extent limits:

How much can I copy 2 articles from an single issue of a magazine, journal or periodical. Any number of articles from a “themed issue” or where a substantial part of the issue is dedicated to that theme. 1 chapter of a book or 5% whichever the greater. 1 entire case from a published report of judicial proceedings. © copyright-fee-paid copy – as many copies as you need.

Additional information More than one person can copy the same material at the same time – but it must be for a different purpose. No copies to be sold, hired out etc or used for external marketing or other purposes etc. But you can charge costs internally (NHS England) for making copies. Copies sent as email attachments can be stored on an individual’s PC hard disc, forwarded, printed off & distributed.

Restrictions on scanning No amendments or changes permitted. The scanned copy must be a direct, unaltered copy of the original extract, work, photograph etc. Digital copies cannot be place on any publicly accessible web site or be linked to or from ay external or third party web site. Digital copies cannot be stored on a server, or systematically indexed with the intention of creating an “electronic library” or similar resource.

Inter-Library Loans CLA treats NHS England as 1 single licensee having numerous sites. The licence allows copies to be exchanged between NHS England Trusts & bodies as paper or email copies. No record keeping, no signed declaration forms needed. No need to charge but you can charge to recover costs.

CLA Contacts Customer services Tel: 0207400 3122 Email: nhs@cla.co.uk Web Site: www.cla.co.uk