Electronic publication permission form

Conditions for electronic publication of images of the college and of college property

  • Merton College grants a non-exclusive licence for the territory specified below to the person or company named below (Licensee) in the electronic product described below until the expiry of the term of the agreement (normally two years).
  • The College retains the publication right, and in some cases the copyright, and all other intellectual property rights worldwide in the Licensed Image.
  • The image as published must contain or be accompanied by a credit to read, ‘By permission of the Warden and Fellows of Merton College Oxford’, with the full identifying reference (as below).
  • The Licensed Product and/or the service offered via the Licensed Network must bear a strongly worded copyright notice on any packaging, storage medium, accompanying documentation, initial entry screens and any other entry screens giving access to the Licensed Image(s). The notice must explain in clear language that the Licensed Image(s) and the contents generally are protected by copyright laws and that the following acts in relation to the Licensed Images are prohibited unless specifically authorised by the Warden and Fellows of Merton College and any relevant copyright owner:
    • public performance, public display or broadcast, including transmission via a network other than the Licensed Network
    • the preparation of any derivative work, including the extraction, in whole or in part, of any of the Licensed Image(s);
    • any rental, lease, lending or hire
  • The Licensee will take all reasonable steps to design the Licensed product and/or service offered via the Licensed Network so that the Licensed Images cannot be copied or otherwise extracted in the normal course of use except by printing out pages for personal use. For Internet access, permission is granted for use on limited-access sites only.
  • It is the applicant’s responsibility to obtain any necessary consent to reproduce images from the owner of the copyright in the materials photographed. A copy of such consent may be requested by the Librarian.
  • If requested, a copy of the Licensed Product in which the reproduction appears must normally be presented to the College Library. On making the Licensed Images(s) available on the Licensed Internet Site, the Licensee will grant to the College the right to access the Licensed Internet Site, should it wish to do so, free of charge for the term of the agreement.
  • Permission may be withdrawn if any part of these conditions is infringed
  • A Licence Fee may be charged.
Acknowledgement of conditions

Details of publication

Type of publication:

Term of agreement is two years unless otherwise specified.

Rights required

  • Use on an internet site will require World Right, All Languages unless you explain geographical limitations
  • Rights required for both CD-ROM/DVD and Internet use will incur two separate fees
Rights required:
Fees are normally per image and may attract VAT. A discount may be offered for the use of ten or more images. Renewal of licence may be arranged for 60% of fee current at time of renewal.
Merton College Library shelfmark or archive reference number, with page or folio number and description if appropriate, and whether the image will be black & white or colour.
By submitting this form you confirm that you have read and understood the following data protection statement: The information you provide will be held by Merton College in accordance with the College’s data protection policy, privacy notices and retention schedules; the Data Protection Act 1998; and the General Data Protection Regulation 2018. It will be used solely for the purpose described above. The information you provide will not be passed on to any third parties without your permission and the College does not sell any data to third party organisations.
If you have any problems completing or submitting this form, please contact the Web & Media Officer.