Electronic Resources Usage Policy

Electronic Resources Usage Policy

For university-wide shared use of electronic resources (such as e-journals, e-books, and databases), the University of Tokyo has concluded agreements with the providers (publishers, etc.) on usage, including the prevention of unauthorized use. As with printed materials, infringing on copyrights is also considered as unauthorized use.

The University of Tokyo Library System and the Information Technology Center have provided various information on precautions for use. As use of electronic resources is common these days, we ask that you reconfirm the "Instructions and Directions for Use” and use the resources appropriately to maintain university-wide access.

1. Prohibiteid acts

In the event of prohibited acts, the provider (publisher, etc.) may issue a warning and the use of such electronic resources may be suspended throughout the University of Tokyo without prior warning.
Please be careful, as such suspension would significantly interfere with studies at the university. Warning of Prohibited acts

  1. Use by persons other than members of the University of Tokyo (faculty members, students, etc.) and persons granted access by the libraries
  2. Systematic or large-volume downloading or printouts Copying or downloading an entire issue of a journal or a large amount of data in a short period of time 
    * Reloading multiple times in a short period may be considered as unauthorized use. 
     Large-volume downloading and excessive use
  3. Transmitting to a third party by electronic means
    * It is a violation to send downloaded e-resource data to all members of the academic mailing list, including non-UTokyo members.
  4. Downloading, copying, and printing theses or storing them on a hard disk, etc. for purposes other than individual academic research and education. In addition, their distribution.
    * Use of electronic resources for purposes other than academic research and education by individuals is prohibited.

Warning of unauthorized use

Typically, the provider (publisher, etc.) can monitor excessive and unauthorized use based on access logs. It also enables automatic detection of systematic downloading using download assistance software and tools.
If unauthorized use is detected, the provider (publisher, etc.) issues a warning to the university that there was excessive access or a large download, and notifies the university of the date and time of occurrence and the IP address information of the user.

The response varies depending on the provider (publisher, etc.), but generally the following measures are taken.

  1. A warning is issued requesting an investigation.
  2. A warning is issued requesting an investigation, and access from the IP address is halted.
  3. A warning is issued requesting an investigation, and access from a scope that includes the IP address (Class C) is halted.
  4. A warning is issued requesting an investigation, and access across the university is halted.

Libraries are required to investigate, respond, and provide future prevention measures regarding the circumstances under which the activity took place (accidental, intentional, use of download assistance software or manual, etc.) and to provide future prevention measures. In response to this, the library conducts an investigation into the use for electronic resources based on the information provided.

If the investigation shows that it was not an unauthorized use, the library informs the provider (publisher, etc.) of the fact, and if the access has been suspended, the library requests the provider to lift the suspension.

Refer to the precaution below, Large-volume downloading and excessive use, to avoid any use that could be mistaken for fraud as well as any obvious misuse.

3.  Precautions when using electronic resources from off-campus

All information described so far also requires caution when using electronic resources from off-campus. (Go to Contents)
In addition, please be aware of the following points.

  • Account, ID, and password management
    • Please keep your UTokyo Account and password strictly confidential so that they will not be leaked to a third party.
      When using this service, please access from your own personal computer as much as possible. If you use the service from a computer that is not managed by you, the account and password you entered may remain on the computer and be misused by others.
    • For UTokyo Account, please check the following.
    • Certain databases may use ID and password for access. It is prohibited to share such ID and password with anyone other than University of Tokyo members. Also, please be careful to dispose of your memos, etc. so that they are not leaked.
  • Other matters
    • Some titles may not be available depending on the browser you use. If it is not available, please check the notes in the Library System Database List.
    • If it is not available, you may be able to use it by clearing the cache.
  • Precautions for using EZproxy 
    • When you are finished using EZproxy, close your browser completely and log out of EZproxy.

4. Systematic and Large-Volume Downloading

Large-volume downloading and excessive use

  • Regarding "large volume" or "excessive," there is no uniform rule as to how many downloads are acceptable. We would like to encourage you to make extensive use of electronic resources for research, but please use the electronic resources “within the scope of copyright law compliance.” If there is a separate provision for the provider, it is within the scope of that provision.
  • Downloading resources is processed automatically by opening the full text in pdf format, but please consider downloading as an act of reading the full text and be careful “not to download (open) one after another at a time when you cannot read the text." Also, the provider (publisher, etc.) may consider that downloading is equivalent to saving resources on personal computer and issue a warning depending on the number of downloads. (The terms of use often state that downloading the entire issue is prohibited.) Please consider that the basic rule is to use necessary theses only when it is necessary for research.
  • If you want to read through the entire issue, it is recommended to use HTML format or refer to the abstract.
  • Systematic downloading by using download support software or tools may be considered unauthorized use and may result in suspension of such electronic resources university-wide. Please avoid such use, as it will disturb other users.
    Please note that the electronic resources contracted by the University of Tokyo are basically not allowed to acquire data systematically, even for text mining and data mining. If you need the data for educational research, etc., you may obtain permission under certain conditions by consulting with the publisher or other parties in advance. Please consult with ASK if you wish to do so.

Be careful not to download or access a large amount with the prefetch function of the browser!

When using electronic resources, the act of accessing a large amount of resources in a short period of time is regarded as a breach of contract, and the provider (publisher, etc.) may suspend access across the University of Tokyo.

Recently, there have been many cases where the “prefetch link function” of a web browser caused unintended large-volume download and access.
The “prefetch link function” continuously accesses links on the page in the background while the user is browsing the page. As a result, even if you think you are using electronic resources normally, you may end up downloading or accessing large quantities without realizing it.

Please disable this function by changing the browser settings when using the electronic resources.
Please note that there have been many reported incidents, especially in Microsoft Edge (formerly Edge).

How to disable the prefetch function in each browser (as of March 1, 2021/partially updated on March 30)

  • Microsoft Edge (former Edge)
    Go to Settings – Privacy and Security. Under “Cookies and other site data,” disable “page prefetching.”
  • Microsoft Edge (New Edge, Chromium Edge)(Added on March 30, 2021)
    Go to “Settings” – “Cookies and site permissions” and click “manage and delete cookies and site data.” Turn off “Preload pages for faster browsing and searching.”
  • Google Chrome
    On the upper right of the screen, click the settings icon "i" and “Settings.”
    In Privacy and Security, select “Cookies and other site data” and turn off “Preload pages for faster browsing and searching.”
  • Mozilla Firefox
    Type “about:config” in the address bar and press Enter.
    When the warning message “This might void your warranty” appears, click “I accept the risk.”
    * The following operations should be performed with care.
    Set “network.prefetch-next” to “false.”
  • Safari (Mac)
    From “Safari” on the menu bar, click “Preferences.”
    Click “Search” tab and uncheck “Preload Top Hits in the Background.”
  • Internet Explorer 11
    Open “Internet Options” – “Advanced settings” and uncheck “Load sites and content in the background for optimal performance” in “Browse.”