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CLA Scanning Licence Procedures for Scanning

If you want to scan copyright printed material, e.g. a book chapter or a journal article or illustration, so that you can make a digitized version available to students via a WebCT module, or include an illustration in a PowerPoint presentation, then you must follow the procedure set out below.

If you are unfamiliar with this Licence or these procedures, please read the Overview page and the CLA HE Licence - User Guidelines (PDF, 118KB) first and refer to the Advice page if needed. Then follow these steps

Note: The Licence envisages scanning to be carried out in respect of material needed for teaching on a ‘per course’ basis. The Licence definition of a ‘course of study’ is: “any whole course of study or any segment of a student’s studies which is normally regarded by the Licensee as a discrete and self-contained unit for the purposes of examination or assessment or, in the case of a non credit bearing course, that particular course.” A ‘course’ therefore can last for a term, a semester or a year or part thereof.

Step 1

Check to see if there already exists a digital version of the work that the students can access or is suitable for your needs. If so, then use or link to that version of the work. See the page on Checking for Digital Versions for advice. If there isn’t a digital version, or if there is one and it is not suitable for some reason, proceed to the next step.

Step 2

Check that the source work or publisher is covered by the Licence. See the page on Excluded Works, to find out if it is covered or not. If it is not included in the scheme you will need to seek permission from the rights holders before you can scan the material for this purpose. If it is covered by the scheme then proceed to the next step.

Step 3

Check that the University owns a printed copy of the work. See the page on Checking Ownership for advice on this. If the University or a University College, School, Department or Unit owns a printed copy of the work you want to scan (or obtains a ‘Copyright Fee Paid’ copy for you) then you can proceed. If not, you will have to seek permission from the rights holders to scan from a ‘non-owned’ source.

Step 4

Download the Copyright Notice template (DOC). Enter the details required and print a copy. If you are scanning a number of illustrations for separate display, even from the same chapter or article, you must complete a Copyright Notice FOR EACH ONE.

Step 5

To scan the work you can use:

  • an original University-owned copy; OR
  • a personally owned copy providing the University owns a copy; OR
  • a photocopy of either of the above; OR
  • a copyright fee paid copy of the work.

Important Note: there is a limit to the amount that you can scan from each work. Check the extent limits before going any further.

In the case of a book chapter, journal article or illustrative material for reference from a WebCT module, scan the completed Copyright Notice as the FIRST PAGE of the scanned material.

In the case of an illustration or illustrations (or even text) that will appear on a PowerPoint slide, scan the illustration(s) and the copyright notices separately.

Important Note: When scanning, please choose an output format that is accessible to all students on the course for which the digitized version is intended, including any students who need a version that can be handled by text recognition software for audio output.

Step 6

Download the Data Record Sheet template (DOC). There is an Example Sheet (PDF, 23KB) available as well. For every item scanned, please complete a line entering the details as requested. Forward the completed sheet (electronic copy preferred) to:

Malcolm Kendall, Legislation Manager, Library Services, Main Library

email: copyright@contacts.bham.ac.uk

Step 7

Transfer the digitized version of the work to the appropriate repository, e.g. the WebCT shared resource area, and then modify the WebCT module to link to that file as appropriate.

In the case of text or illustrations for a PowerPoint presentation:

  1. Insert the digitized version of the work in the slide(s) as required;
  2. Add the following to the Notes section for each slide containing digitized material:

    “This Digital Copy of the work in his slide has been made under the terms of the CLA Photocopying and Scanning Licence. The Copyright Notice for this work appears at the end of this presentation."

  3. For each copyright work, add the appropriate Copyright Notice as a slide at the end of the presentation.

Step 8

Once the module or course has been completed the material digitized under the Licence (text, or illustrations, separately or together or embedded in PowerPoint presentations), MUST BE REMOVED from the module or repository, and this should be done as soon as conveniently possible after the end of the course.

This means that if a tutor deliberately leaves a WebCT module available for students to refer back to later even though the course has finished, then the material digitized under the CLA Licence still has to be extracted or the linking broken, and the files deleted, at the end of the course.

If you do remove an item digitized under the Licence, please keep a record of what you have removed, and inform Malcolm Kendall, Library Services: email: copyright@contacts.bham.ac.uk

However, if the material is required for another module or course with a different group of students either during the same academic year or during the next year, the digitized version can be left in place BUT another Digital Record Sheet needs to be completed with the details of the new class included

It should be noted that before you do this you need to check again to see if a digital version has become available for the students to access through a standard subscription source such as an eJournal. If so, you are advised to use that source rather than the locally scanned version

Creative Commons Licence
CLA Scanning Licence - Copyright Support by University of Birmingham, Library Services is licensed under a Creative Commons Attribution-ShareAlike 3.0 Unported License.
Based on a work at www.library.bham.ac.uk.