Who can I make copies for under a CLA HE Licence?

You can copy for Course Users – that is, students taking a particular course plus any staff teaching it.

Student Course Users can be any of the following enrolled at your HEI.

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.

Distance Learners
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. You have the option to include these as FTES or if it is too difficult to obtain this figure use the fee banding option on renewal of the CLA HE Licence. 

Overseas Campus-Based Students (if declared/optional)
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 download the OCBS Guidelines here and the current OCBS declaration form here. 

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.

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.