The Library Digitisation Service: Course Readings

Promoting the CLA Photocopying and Scanning HE Licence.

The University has signed up to the Copyright Licensing Agency (CLA) Photocopying and Scanning HE Licence. This licence permits us to digitise print copies of journal articles and book chapters published in the following countries (with some exceptions):

• Australia
• Canada (including Quebec)
• France
• Ireland
• Spain
• South Africa
• Switzerland
• United Kingdom
• USA

Details of the licence can be found in the CLA Customer Support pages.

The Library is offering a service to provide lecturers with electronic documents from printed materials for their modules and to make them available through the Content Collection area of Blackboard for access by students on a specific module.

The service will:

• Check that the material is covered by the licence
• Obtain the materials from library stock (or acquire a copy from the British Library)
• Arrange for the materials to be scanned and converted to machine readable text PDF files.
  N.B. all files digitised from November 2008 should be compatible with screen reading software and support full text searching
• Store the materials on the Content Collection area of Blackboard
• Collect and submit the required information to the CLA
• Remove materials as required by the licence

To take advantage of this service the following information is required:

• Module name
• Module number
• Number of students taking the module
• Duration of the module in weeks
• Bibliographical details of the book chapter or journal article
• The date the material is required for (for internal processing)

As part of the licence agreement we need to provide this information to the CLA.

Request form

Please note: ALL Requests need to be submitted using the online forms as these are fed directly into our database to help us cope with the workload.

• Digitisation Service Request form

How long will this take?

Please submit requests for the autumn semester by the first week in August. For the spring semester requests need to be submitted by the first week in December. For courses with different term dates a minimum of 6 weeks notice is recommended (at less busy times turnaround can be much quicker than this).

We are unable to digitise materials under the licence if:

• They are already produced in an electronic format e.g. available in an electronic journal
• They are published in a country not covered by the licence
• They are published by a publisher not signed up to the licence.
• They are working papers or pamphlets and the whole publication is required.
• They are over the limit of the terms of the licence

Please note: only one chapter per book or one journal article per issue (or 5%) can be digitised under the terms of the licence.

It may be possible to obtain materials not covered by the licence or exceeding the licence limitations by obtaining copyright clearance for which a cost would be incurred. Please contact your Subject Librarian for further information.

If you wish to use material provided in e-journals you can create links to that material. Please see How to create links to e-journals.

Who to contact?

For faculties who wish to scan in their own materials

If faculties do not wish to make use of the Library Digitisation/scanning service and wish to scan permitted materials, they need to read the terms of the licence at www.cla.co.uk/UUKguildhe_members.php and check the exclusion lists on the CLA website (please note that we have not signed up to the Comprehensive licence only the terms of the Basic Photocopying and Scanning HE Licence apply). Each faculty has a designated person (as defined in the CLA Licence) or has nominated the library to fulfil this role. Only designated persons are permitted to scan items.

It is essential in order to comply with the licence to collect the following information:

• Module name
• Module number
• Number of students taking the module
• The duration of the module in weeks
• Full bibliographic details of the book chapter or journal article

This information must be forwarded to Anne Petrie (contact details above) on a monthly basis for submission to the CLA.

The Library will be happy to supply copyright statement sheets for your scanned items. Contact Anne if you have any queries.