Services

Enquiries

We welcome enquiries from the public via e-mail at [email protected], over the phone on +44 (0)20 7241 8950 (during opening hours), or by post.

Whilst we do not run a research service, we are happy to offer guidance on appropriate resources as well as answer any questions about visiting the library, using our catalogues and indices, and image or re-use licence requests.

 
Loans

We are not a public lending library so material may only be viewed in the reading room at Cecil Sharp House.

Some library material which we hold in duplicate may be available for loan to members of EFDSS depending on condition. Please contact us to enquire.

 
Reprographics and Image Use

If you would like to re-use or publish any images or digital content produced or owned by the Vaughan Williams Memorial Library from any source, please follow the procedures below.

We ask that you please seek permission to re-use any images or recordings.

Contents below:
Reprographics requests
Fees
Permission to reproduce images
Payment
Own Photography
Copyright
Filling in Forms Digitally

Reprographics requests

We provide a reprographics (scanning and copying) service for items in the Library and Archives collections.

Requests need to be made by submitting a completed Reprographics Request Form (PDF or Word)
for images or Sound Recordings and Moving Image Supply Request Form (PDF or Word) to to [email protected].

You will then be advised on whether we would be able to provide the copy and, if yes, the total cost of your order and how to pay. Once payment is received, orders will be processed and sent out to you.

Please do not attempt to pay before your order is accepted and the total cost is confirmed.

Please note, some requests may be refused due to copyright or the condition of the item(s) requested.

Fees

All prices include 20% VAT.

Standard quality images
Sent as PDF files and are suitable for research but not reproduction.

• £5.00 for the first image
• 10p for each additional image

High quality images
Sent as JPEG or TIFF files (600 dpi unless otherwise requested) and are suitable for reproduction.

• £10.00 per image

SOUND RECORDINGS AND MOVING IMAGES

Sound recordings 

Sent as mp3 files

• £5.00 per track

Moving image recordings 

Sent as mp4 files     

• £10.00 up to 5 min
• £20.00 over 5 min

Files will be sent by WeTransfer or email.

We do not supply images or recordings which can already be found on our website for private use/research, as these publicly available images are already adequate for study purposes. (You would receive the same file and quality if you were to request the image.)

If you require one of these images or recordings for a publication or lecture, you may request a high-resolution image once all the publication details are known. If you need an image found on our website for your manuscript/paper as a placeholder or for submission, please use a low-resolution image directly from our website, by using the snipping tool application. Once your manuscript/paper has been accepted for publication, you may then request a high-resolution image and the permission to publish it

Permission to reproduce images, sound recordings or moving images

If you would like to reproduce (ie. publish) copies of material in the collections of the Vaughan Williams Memorial Library, you will need to submit a completed Application for Permission to Reproduce Images (PDF or Word) or Application for Permission to Reproduce Sound Recordings and Moving Images (PDF or Word) to [email protected]. Please do not submit the form until you know the full details of the publication/reproduction you will be using the images for.

If you also require a copy of the image(s) or recording(s), you will need to complete a separate Reprographics Request Form (PDF or Word) for images or Sound Recordings and Moving Image Supply Request Form (PDF or Word).

Please note, some of the images and recordings found in our archive catalogues belong to other organisations. If this is the case, you are advised to contact the owner of the original for reproduction requests.

We do charge permission fees to reproduce images and recordings, however we may consider waiving fees for certain categories. A quote will be provided once we receive your Application for Permission.

Once your completed form is submitted, your request will be reviewed and if successful, we will provide you with a licence for reuse (which will include specific conditions as laid out in the request form).

Incomplete forms will be returned and permission will not be granted until more detail can be provided.

If payment is required, your licence will be sent once payment is received.

Licences must be signed by both parties (us and you) before they come into effect.

The VWML reserves the right to refuse permission to publish.

Acknowledgement: Full acknowledgement must be made for each image or recording used, citing both the reference (if available) and “Courtesy of the Vaughan Williams Memorial Library at the English Folk Dance and Song Society”.

Websites and other digital media: Images or recordings from the VWML collections that are being published on websites or other forms of digital media must be published in a way that does not allow for high-resolution copies of the images to be downloaded or obtained by third parties.

Copyright: It is the requester’s responsibility to ensure that all copyright the Vaughan Williams Memorial Library may not own or not solely own is cleared before publishing or using the image(s). The Vaughan Williams Memorial Library accepts no responsibility for any breach of copyright by a publisher.

Payment

You can pay for reprographics and permissions for re-use orders either by card over the phone on +44 (0)20 7485 2206 ext.229 or online by making a Library donation. If you pay online please forward us your confirmation of payment. In some circumstances it may also be possible to request an invoice. We will advise you of payment options when confirming costs.

Please wait until your order is accepted and the total cost is confirmed before making payment.

Own Photography

There is a £5 flat fee to take photographs of collections material for personal use, within copyright regulations.

If you would like to reproduce/publish any of your own photography, you will need to complete an Application for Permission to Reproduce Images (PDF or Word).

Flash photography may not be used on any of the collections material.

Copyright

Copyright laws apply to all forms of reproduction. As a general rule, copyright expires after 70 years after the death of the author of a book. Films are protected for 70 years after the death of the last to die of the director, author of the screenplay/dialogue or composer of the soundtrack. Sound recordings are protected for 70 years from the year of publication (release). Unpublished works created before 1989 commonly have a copyright term which expires at the end of 2039.

The limits for fair dealing copying from any one item are generally accepted to be:

• One article from any one issue of a journal (even if that one article is the whole issue)
• One chapter or up to 5% (whichever is greater) of a book or similar publication
• One poem or short story of up to 10 pages from an anthology
• The limits for sound recordings and moving images are more complicated so must be taken on a case by case basis but in general less than one song for a sound recording.
• A single copy of a whole or part of an unpublished work can be copied, provided the owner of that work has not prohibited the copying of that work.

Filling in Forms Digitally

If you would like to fill in any of our PDF forms digitally, you can do so by selecting the link to the form, downloading the form, and A single copy of a whole or part of an unpublished work can be copied, provided the owner of that work has not prohibited the copying of that work.opening it in Adobe Acrobat Reader. When the PDF is open in Adobe Reader, you should be able to select 'Fill & Sign' either on the menu bar to the right or from the Tools tab at the top. You can also use the 'Certificates' tool to create a secure digital signature that can be used for any future digital forms. Get the latest free version of Adobe Acrobat Reader here.