Frequently Asked Questions
Q. How can I obtain a copy of a UL Special Collections item and permission to use it in a journal article I am about to publish?
To request copies of an item along with permission to use it in your project, please complete the form available via our website. After clicking on the ‘Order Now’ button, please choose the option "Images/copies for all other uses (including academic and commercial use)". Please make sure you have all the usage details from your publisher or project coordinator, including starting date, print-run, and format (print, electronic etc).
The licensing process described here is concerned with obtaining permission to use the Library's images, not any further underlying rights. Please note that it is your responsibility to clear any third-party copyright applicable to the material requested for digitisation and publication. Further information about your responsibilities toward clearances can be found in our terms and conditions. CUL cannot authorise publication of in-copyright works until clearances are in place, nor provide copyright clearance on your behalf.
Q. Can I take my own photos for my own research?
You are welcome to visit the library and take your own photographs within the guidelines outlined in CUL's "Self-Service Photography" document. Images may be used for private study purposes only. CUL will not offer permission to publish any images you create yourself.
Please be aware that if you are viewing a Special Collections item that is particularly fragile, further restrictions may apply. A member of staff in the reading room will advise you accordingly.
To access the library, you will need to request a library membership card online (if you don’t have one already), in advance of your visit. Please find information on the library website which explains how to arrange this:
There could be restrictions in place for certain Special Collections items. Please enquire with relevant Reading Room ahead of your visit.
Q. Can I take and use my own photos for publication?
To ensure CUL’s collections are seen in the best light, we cannot permit the use of readers’ own photography in a publication.
To order images, along with permission to use them in your project, please complete the request form. After clicking on the ‘Order Now’ button, choose the option "Images/copies for all other uses (including academic and commercial use)". Please make sure you have all the usage details from your publisher/project coordinator/broadcaster, including starting date, print-run, and format (print, electronic etc).
Please note that it is your responsibility to clear any third-party copyrights relevant to the material requested for digitisation and publication. Further information can be found in our terms and conditions. CUL cannot authorise publication of in-copyright works until clearances are in place.
You can find details of how we process imaging and licensing requests along with information on how to complete the request form.
Q. How can I obtain a copy of a University of Cambridge thesis?
Cambridge University Library can make a copy of a thesis available only for the purpose of private study and non-commercial research. Copies should not be shared or saved in any shared facilities. Copyright over the content of these works is with their authors. Theses from the Library collection are considered unpublished works and according to UK legislation quoting from them is not allowed without permission from their author.
If you can commit to these terms, please complete the request form. Please proceed by clicking on the "Order Now" button at the bottom of the page. To help us process your request faster please use your institutional email address rather than your personal one.
For theses that were submitted to CUL before 1970, further restrictions will apply. Please contact photo@lib.cam.ac.uk with the relevant thesis title for further information.
Q. I am a Librarian, Can I request a digital copy of a CUL collection item on behalf of our patron?
To request a digital copy of an item from the collection of Cambridge University Library (CUL), please ask the Library patron to submit the request form. After clicking on the "Order Now" button, choose the option "Images/copies for private study only". It is important that your patron completes the request so that they are aware and agree to CUL’s copyright declaration terms.
The requestor will receive an autoreply confirming the details of their request and their order reference number.
We will assess the state of the original item, and if we can copy it, we will send the patron a quote along with guidelines to pay online using the University’s payment system.
If you need to pay by invoice, please contact us with the patron’s order reference number and your billing address, to arrange for payment on their behalf.
Alternatively, the patron could forward you the quote and you could arrange for a card payment following the instructions on the quote.
You can find details of how we process imaging and licensing requests on our website.
Please note that any copies we make available are for consultation by the specific library patron who is committing to the terms of the copyright declaration. The copy should not be stored by the library or made available to any other library readers without permission from CUL.
Q. Does CUL accept IFLA (International Federation of Library Associations and Institutions) vouchers as payment?
CUL does not accept IFLA vouchers for the supply of copies. CUL accepts payment via bank card (VISA, Mastercard) or by invoice (bank transfer).
Please note that the "invoice" method requires payment by bank transfer or cheque. This method adds a delay of up to 3-4 weeks whilst we wait for funds to clear and show on the University of Cambridge account. Furthermore, this delay is in addition to our standard digitisation turnaround schedule which is 30 days (if applicable to your order type). The purchaser is responsible for all fees/charges your bank might apply to initiate a transfer. We are unable to provide our image supply service unless the invoiced amount has been received in full.
Q. How can I order an image of a CUL collection item for use in my thesis?
If you plan to make your thesis available in the public domain, (for example, under Open Access via your university’s repository), you will need a licence. Please complete the request form to start the process. After clicking on the "Order Now button, choose the option "Images/copies for all other uses (including academic and commercial use)".
If your thesis is NOT going to be made available online, please complete the request form. After clicking on the ‘Order Now’ button, choose the option "Images/copies for private study only."
Q. In what formats are your photographs available?
Special Collection items are copied at preservation standard. Copies are delivered as uncompressed JPG files, at 600ppi in 1:1 scale with colour depth of 8bit per channel in RGB (Adobe 1998) colour space. TIF files are available on request. Special Collections fees apply to this service.
For collection items in a robust condition, we offer reference-quality copies which can be delivered as jpg or pdf files. Main Collections fees apply in this case unless otherwise advised.
Copies from our microfilm collection are delivered as JPG or PDF files at 300 ppi. The quality of our microfilm and microfiche collection varies, therefore we are unable to guarantee the legibility of the digital scans. Please note that we do not offer licences for copies made from our microfilm collection.
Q. I’m happy with basic copies, why is the price in my quotation so expensive?
Where available in CUL’s collection, the Cultural Heritage Imaging Laboratory (CHIL) will offer its most affordable digitisation service for the type of item requested, and these copies are usually made from our microfilm collection. Not all collection items have a surrogate copy available on microfilm and in such cases, we offer new, colour studio photography appropriate for the physical condition and age of the original item. The request for copies of Special Collection items also involves the work of Curators and Conservation staff to ensure the safety of the original material.
If you require a licence in addition to images, only studio photography will be offered to ensure our collections are presented at their best.
Q. I would like to obtain permission to publish a CUL image that I already have, but I don’t have all the answers to the fields in the licensing form. What should I do?
Cambridge University Library is unable to offer provisional licences, so please only submit a licence request with the full details of your project when applying for permission to use the supplied images. Your editor or publisher should be able to provide you with the relevant information concerning the distribution of your forthcoming publication.
Q. I need images of a CUL item I would eventually like to publish, but I haven’t found a publisher yet. What should I do?
If you are still in the process of finding a publishing house, we suggest that you ask for images for your own use first "Images/copies for private study only" and come back to us when you decide to use any of the supplied files after you have finalised all the details of your project with the publisher. When you have all the licensing details in place, please return to our website and select option "Permission to use only – images/copies previously supplied by Cambridge University Library" to begin the formal licence request process.
Q. I want a licence for all future editions of my book. What should I do?
CUL can only offer rights for one edition with a specific print-run and for a specific licence term.
Q. My article will be published in an academic journal, do I need a licence?
CUL will support in principle the use of any CUL-supplied images in academic publications, but we will need to have a licence in place.
CUL will not usually charge for permission to publish images it supplies inside an academic publication (produced by a university press, on a scholarly subject, with an expected combined print and e-book/e-subscription volume of less than 3,000 copies).
Q. I have made a payment, where are my images?
For items which require digitisation, our standard turnaround for delivery of images is 30 days from the date of payment. If the delivery date falls on a weekend, your images will be delivered the next working day.
For orders over 100 images, we will advise you in advance if we need to extend the turnaround for your order.
Q. I’m in a hurry and need my images ASAP. Do you offer a faster digitisation service?
Our Express Delivery service may be available in some cases. Factors we need to consider are the item’s condition, staff availability and whether conservation intervention is required. The Express Delivery service is subject to a surcharge of 100% of the original fee quoted. If you have not submitted an order yet, please do so via https://imagingservices.lib.cam.ac.uk/
Q. I cannot afford the fees in your quotation. Are there any other options available to me?
Where our reproduction fees exceed your budget to obtaining copies and your request is for the purpose of private study only, you are welcome to visit CUL’s Special Collection Reading Rooms and take your own photographs. Photography is permitted within CUL’s guidelines.
Please be aware that if you are viewing a Special Collections item that is particularly fragile, further restrictions may apply. A member of staff in the reading room will advise you accordingly.
Visiting the library:
If you would like to view items in the Special Collections reading rooms, you will need to request a library membership card online, in advance of your visit. Please find information on our website which explains how to arrange this: https://www.lib.cam.ac.uk/using-library/your-library-membership
Additionally, it is advisable that prior to visiting our Special Collections Reading Rooms, readers should email the relevant helpdesk to check that the items are available to view on the dates you plan to come.
Further useful information can be found via the links below:
Manuscripts Reading Room contact details, hours and guidance
Rare Books Reading Room contact details, hours and guidance
Q. I want to receive digital copies, but the Online Store has asked for a delivery address, why is this?
The Online Store states "delivery address" but it means "billing address."
Upon completion of the transaction, your order will be dispatched via an email with a link to Dropbox, from where you will be able to download your files directly to your computer.
Q. What payment methods are accepted?
We accept payment via bank card (VISA and Mastercard) and by bank transfer (Bankers' Automated Clearing System (BACS)). Please note the following differences:
The "online card payment" method requires use of your bank card. When payment is successful, you will receive an auto-generated email receipt that will show your name, address, email address and the amount paid. Please note that an email receipt is NOT the same as an invoice. If you or your institution require an invoice as proof of payment, we recommend that you do not choose this method.
The "invoice" method requires payment by bank transfer or cheque. This method adds a delay of up to 3-to-4 weeks whilst we wait for funds to clear and show on the University of Cambridge account. Furthermore, this delay is in addition to our standard digitisation turnaround schedule which is 30 days (if applicable to your order type). The purchaser is responsible for all fees/charges your bank may apply to initiate a transfer. We are unable to provide our image supply service unless the invoiced amount has been received in full.
Q. I have used my bank card on your Online Store, but the payment is for £0.00. How do I pay?
Our Online Store requires you to manually enter the amount (as shown in your quotation) and click the button "Add to Basket."
Q. I have found images on the Cambridge Digital Library that I want to use, can I download these files and use them in a publication?
If you are happy to use the medium-resolution file(s) available to download on the Cambridge Digital Library, you are welcome to download them free of charge. To request permission to publish them in a publication or on a website, please submit the request form. After clicking on the "Order Now" button, choose the option "Permission to use only – images/copies previously supplied by Cambridge University Library". In the order reference field, please state "Cambridge Digital Library."
If you prefer to receive a high-resolution file, our minimum fee will apply for the supply of up to 5 pre-existing digital images. In this case, to request copies along with permission to use them in your project, please complete the request form. After clicking on the ‘Order Now’ button, choose the option "Images/copies for all other uses (including academic and commercial use)". Please make sure you have all the usage details from your publisher/project coordinator, including starting date, print-run, and format (print, electronic etc).
Please note that it is your responsibility to clear any third-party copyrights relevant to the material requested for digitisation and publication. Further information can be found in our terms and conditions. CUL cannot authorise publication of in-copyright works until clearances are in place.