Thesis and Closed Access copying requests - clarification of what we can do

What can be copied and into what format when dealing with Thesis and Closed Access material depends on the criteria under which the request is made: eg: by Library staff or clients, under which set of copyright laws, and considering the format of the material (electronic or physical).

Please be very careful to ensure that you select the correct option according to the specific query. We cannot waive legal requirements if asked to do so.


1. Requests from Library staff to copy Theses for Library purposes, e.g. Document Supply or Research & Scholarly Information
If any request is received from these teams, theses can be copied in full, and saved onto a Library shared drive.
These requests are made under relevant provisions of the Copyright Act and the staff should only place requests where they know these are covered.

2. Requests from clients to copy Theses for research and study purposes
If any request is received from a client, the thesis can be copied in full but the client must only receive a print copy of the thesis.
Copying onto a USB or supplying the copy to the student in electronic form is not allowed. This is designated as ‘format shifting’ and is not covered by the private research and study provisions of the Copyright Act.
If an electronic copy is made to provide the print copy, the electronic copy can be given to the Research & Scholarly Information team who will try and get permission to make the copy available electronically through ResearchOnline.

3. Requests from Library staff to copy Closed Access material
If any request is received from the Research & Scholarly Information team to copy such an item in full is allowed. These requests would be made under the provisions we have for ERA purposes.
If any request is received from the Document Supply team to copy such an item in full this should also be allowed. They will be copying it under one of the relevant Document Supply provisions.

4. Requests from clients to copy Closed Access material
Copies for clients can only be made under the private research and study rule which means normally only 10% or 1 chapter can be copied. The copy has to be supplied in print form. The copy can not be provided on a USB or other electronic form.
If the item is out-of-print, copy of the whole publication might be allowed. However you have to have proof of this out-of-print status and you can not just rely on the client’s information.

Information provided by Fiona Burton and Maxine Brodie.