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Scanning of Course Extracts

How to get a print book chapter or journal article legally scanned for the students in a course:

Step 1: You (tutor or administrator) submit a request using the online form.

Step 2: We do the checks to see whether we can legally scan the extract under the CLA Higher Education Licence.

Step 3: We scan it and send you a link to the online extract, or else an explanation of why it cannot be scanned.

Step 4: You use the link to provide access for the students, e.g. by fowarding it to them or using it to link from your own pages.

The University is paying for a CLA Higher Education Licence which provides annual blanket permission to photocopy and scan from millions of books, journals and magazines and from a range of digital material such as e-books and some websites. There are a number of exceptions, which is why we do the checks to make sure we can legally scan the requested material.

The limits for the scanning of extracts from different types of publications are as follows:

  • up to 10%, or one chapter, of a book,
  • up to 10%, or one article, of a journal issue,
  • up to 10%, or one case, of a report of judicial proceedings,
  • up to 10%, or one paper, of a set of conference proceedings,
  • up to 10%, one short story or one poem or one play of not more than 10 pages in an anthology of
    short stories, poems or plays

It is also possible separately to scan images from such publications within the above limits.

We can only scan if the Library owns a copy of the original publication, or if the library is able to purchase a copyright-fee-paid copy through Document Supply. However, we may scan from the personal copy of a tutor while we wait for the copy ordered for the library to arrive.

The scanning licence is for the creation of digital copies by scanning from printed books, journals and magazines, and from some digital published material. It does not cover re-typing, newspapers, maps or printed music.

If an item in stock in the library was published in the UK and over 30 other territories including the USA, Canada, Australia and a number of major European countries, we can scan it, provided the work is neither on the list of Excluded Categories and Works (UK publications), nor on the Title Search for US publications, or on the list of International Territories (other overseas publications). We can also copy digital published material from opted in publishers on the list Participating Digital Material Publishers.

All publications that can be scanned can be photocopied, but not all the publications that can be photocopied can be scanned. Departments can supply the student with a printed-out or photocopied course pack, recharging the cost to the student if they wish, and also have the online version available at the same time.

Please note that any scanning may be illegal if carried out without involvement of the Library under our current CLA licence.

These extracts are scanned and made available online for specific modules. Only the students enrolled on the module and the tutors teaching it are entitled to download them.

Students enrolled on one module will not be able to access the extracts page of another module. If the same extracts are needed for more than one module please indicate so in your scanning requests, so that a dedicated page of extracts can be made for each module.

Course extracts are hosted on the library's website and should not be uploaded anywhere else. The service is provided with this condition.

Module leaders should advise the library if any of the extracts are no longer needed so that they can be taken down.

Scanning can only be carried out in the UK, but students enrolled on the module can nonetheless access and print a copy for themselves while they are overseas. Local copyright laws should then be followed.

The legal context to this scanning service can be gleaned from the links below: