Using copyright materials in presentations and training Using copyright materials in presentations and training

The NHS Copyright First Responders’ guide to using copyright materials in presentations and training including tips on finding and using free images.

Prepared by Ian Rennie, Knowledge, Library and Information Manager, Cambridgeshire and Peterborough NHS Foundation Trust, on behalf of the NHS Copyright First Responders.  September 2021.

Introduction

As training becomes ever more multimedia, digital-by-default becomes the norm for presenting, and the amount of freely available web content grows, it is increasingly important – and can seem increasingly difficult – to know whether and how copyright materials, whether text, diagrams, images, videos or sound recordings, may be incorporated in presentations and teaching. Just because content is freely available doesn’t mean it is free to use.

This guide is for NHS library staff who may often receive queries on this topic from their NHS customers and colleagues. In this guide we’ll look at how what you may use depends on your audience, and how you can find great free-to-use images online.

Who is your audience?

Your ability to use copyright materials in face-to-face or virtual presentations or training largely depends on your audience.

NHS staff

If your presentation or training is viewable only by individuals and groups covered by the CLA Licence for the NHS in England then you may use the following:

  • Materials from publications that the NHS owns or subscribes to which are covered by the NHS CLA Licence.  This includes most items with ISBNs or ISSNs. If in doubt use the permissions checker (select ‘public sector’).
  • Materials purchased or licenced from a publisher or copyright holder who has given their permission in the usage licence (check the small print) or otherwise in writing.  Note that obtaining written permission may incur a fee.
  • Materials which have been deliberately placed in the public domain or released under a Creative Commons licence or the Open Government Licence (see below for more details)
  • Very small excerpts from other copyright works where the purpose of including it in your presentation or training is for the “fair dealing” purpose of criticism or review.
  • Original materials you have created

In all cases:

  • You should always acknowledge the source of all copyright materials you use 
  • Presentations containing copyright materials may not be placed on the internet
  • Copyright materials included in presentations or training may not be altered, unless for making into accessible format for print disabled, or where a Creative Commons licence specifically permits this

A paying audience

If your presentation or training will generate income then it is considered to be commercial. Neither the CLA Licence nor the principle of “fair dealing” allow use of copyright materials for commercial purposes.  This means that you may only use the following:

  • Materials purchased or licenced from a publisher or copyright holder who has given their permission for their use for commercial purposes, either in the usage licence or otherwise in writing.  Obtaining written permission may incur a fee
  • Materials placed in the public domain or released under one of the types of Creative Commons licence which covers commercial usage, or the Open Government Licence
  • Original materials you have created

Open to the public

If your training or presentation will be viewable without restriction (e.g. at an event which is open for anyone to attend or via a video made available on the open Internet), then neither the CLA Licence nor the principle of “fair dealing” apply. You may only use the following:

  • Materials purchased or licenced from a publisher or copyright holder who has given their permission for their use for public display, either in the usage licence or otherwise in writing.  Obtaining written permission may incur a fee
  • Materials placed in the public domain, or released under a Creative Commons licence, or the Open Government Licence, subject to the terms of those licences
  • Original materials you have created

Page last reviewed: 1 October 2021