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CLA scanning service policy

Copyright Licensing Agency (CLA) Scanning Service Policy 

1. CLA licence 

1.1. In order to make reading list material available to students through the University VLE (Moodle), a scanning service is offered to academic staff. 

1.2. The CLA Photocopying and Scanning HE Licence allows the University to supply digital copies of limited extracts from UK and most US printed copyright material to students enrolled on a specific course. The full licence conditions can be found on the CLA website. 

2. Scanning restrictions 

2.1. The licence permits scanning of books and journals published in the United Kingdom and the United States subject to material not being listed in the exclusions detailed on the CLA’s website. 

2.2. The proportion of a publication that may be scanned is restricted to whichever is the greater of: 

i. up to 10% or one chapter of a book. 

ii. up to 10% or one article of a journal issue. 

iii. up to 10% or one paper of one set of conference proceedings. 

iv. up to 10% or one case of one report of judicial proceedings. 

v. up to 10% of an anthology of short stories or poems or one short story or one poem of not more than 10 pages. 

2.3. Scanning of extracts must be carried out by “designated persons” within the Library and Digital Support department. Each scanned document must include a Copyright Notice, and detailed records must be submitted to the CLA. 

2.4. To scan an extract, either St Mary’s Library must own a copy of the original publication or a copyright fee paid copy must be purchased from the British Library.  

3. Charges 

3.1. Scanning charges and any copyright fees are payable by the Faculty from the Department's book budget. Please contact us for current pricing. 

4. Use of scanned materials 

4.1. Requests need to be made for a particular module for a specific number of students. 

4.2. Due to CLA licensing restrictions scanned extracts can only be made available to students on the module for which the item was requested. If the same extract is required for a different module, a request must be submitted to the Library and Digital Support department in order that a new coversheet can be attached to the document and data resubmitted to the CLA. 

Under the terms of the CLA licence documents can stay on the VLE for one year from 1 August to 31 July. At the beginning of each new academic year staff must re-register the details if they require the same material to be made available for the new academic year. 

A reminder will be sent to staff asking them for this information before the start of the new academic year.