Today's post is longer and more detailed than usual, but I think the topic deserves it. Citing and obtaining permissions for figures and illustrations is something students often overlook, and even experienced researchers can fall into this trap. These oversights can create problems during the publication process, or worse, after publication. Getting it wrong can delay your manuscript’s acceptance, require costly corrections, or even expose you to copyright liability.
So why does this issue fly under the radar? When it comes to citations, most of us tend to focus only on text—quoted passages, paraphrased ideas, and referenced theories—because that's mainly what we learn about in our high school and first- or second-year undergraduate communications and writing classes. However, that narrow view creates a blind spot in our thinking about the visual elements we may want to use.
Simply put, visuals deserve more attention than they usually get. A single well-crafted diagram can capture relationships that would take pages of text to explain. An engineering schematic might reflect years of design and testing, while a scientific illustration could represent months of careful observation and artistic skill. These are not just decorative extras—they are intellectual contributions that merit the same citation respect as written work.
The stakes are especially high in science and engineering, where visuals often carry the primary weight of communicating technical information. For example, in my own research I’ve sometimes been able to follow large portions of articles written in languages I don’t speak, thanks entirely to the equations and illustrations. When visuals aren’t cited properly, it’s not just a minor lapse—it can obscure the very foundations of how knowledge is built in your field.
That said, you might think that citing an image or figure is enough, but using illustrations from other publications raises an altogether different issue: copyright. Unlike brief text quotations, which are usually covered under fair use, reproducing figures and illustrations often requires explicit permission from the copyright holder, even when you cite them properly. That's because images are often considered entire, creative works rather than just small excerpts. That flow chart from a 2019 Nature paper? —or that detailed circuit diagram from an IEEE article? Both are probably going to require permission to reuse, regardless of how perfectly you cite them.
When you cite visual elements—whether reproduced, adapted, or used with permission—precision matters. Your citation should occur as part of your caption to the illustration, so it's clear which image you're citing, and include:
Many researchers simply avoid reusing figures from other sources because they think the permission process is too complicated. In reality, most publishers make it relatively straightforward:
Other publishers provide similar information, usually in sections such as Author Resources, Policies, or Copyright on their websites.
A common misconception is that your publisher handles permissions for you. In fact it's almost always your responsibility to secure permissions for third-party figures. Publishers typically manage permissions for their own content when licensing to others, but expect you to have outside permissions ready.
Your safest approach: obtain permissions yourself, keep thorough records, and include all documentation with your submission.
Proper citation of visual elements isn’t just about avoiding problems—it makes your scholarship stronger. Specifically, careful citation:
Visuals are becoming increasingly central to scholarly communication. Journals now include interactive figures, 3D models, and multimedia supplements alongside traditional charts and diagrams. As this shift continues, questions of citation and permission will only grow more complex and important.
Getting comfortable with visual citation practices now will help you avoid problems later and keep your work aligned with emerging standards. Careful citation also makes it easier for others to trace your ideas, verify your methods, and build on your contributions.
When preparing figures, treat them with the same care as written works. Before including a visual, ask:
Asking these questions early can save time and trouble later. More importantly, it keeps the scholarly record clear and reliable—for both today’s readers and researchers in the future.
Contact your subject librarian for support with:
You can also make an appointment with your subject librarian to discuss your specific research and publishing needs.
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