Scanning
Scanning copyright materials for personal use can be treated in the same way as photocopying for private study or research. However, sharing scanned materials with others in a class or seminar group, for instance, or mounting on a network or intranet such as Blackboard Learn, requires written permission from from the copyright owner, or a licence.
The University's Copyright Licensing Agency Higher Education Photocopying and Scanning Licence, covers some copying from some paper based published materials for use in the e-learning environment.
Staff and students may make and receive paper and digital copies from UK published books, journals and periodicals, held in the Library which can be mounted in the e-learning environment, Blackboard Learn, or distributed on CD-ROM. All digital copies made for use in the e-learning environment must be reported to the Copyright and Digital Resources Officer, and bear a CLA copyright notice to be valid under the licence.
For terms and conditions for copying from paper onto paper for course packs under the CLA Licence visit the Photocopying web page.
What can I scan?
The CLA Higher Education Photocopying and Scanning Licence covers the digitisation of text extracts and images from books, journals and magazines provided all of the following terms are met:
- The original scanned must either be from a print published edition in the Library collections or from a British Library copyright cleared photocopy in the Short Loan Collection.
- The relevant edition must be in stock or at least on order. Unfotunately editions owned by individual lecturers are unlicensed.
- The published edition scanned must have been published in the UK or the US. Publishers in other countries have not agreed to license their works for scanning.
- The work must not appear on any of CLA's excluded works and categories lists. Some publishers may choose to opt out, and these are listed on CLA's website.
Exclusions from scanning
Material published in electronic format may not be used under this licence, even if the material is also available in print. However, some digital material, such as e-journals, may already be covered for use in electronic course packs on CD-Rom or in Blackboard Learn under the individual subscription licence terms and conditions. See the web page on Copyright and e-resources for more information. Not all works may be licensed for scanning from the repertoire of UK published titles. The CLA website contains lists of works excluded from the CLA Licence.- CLA Excluded Categories and Excluded Works list
- CLA list of works excluded from scanning under the CLA Licence
- List of US publishers covered for paper to paper copying under the CLA Licence
- Copyright and e-resources
How much can I scan?
The following limits apply per module.- Books - up to one chapter or 5% of extracts
- Journals - up to 1 article or 5% of extracts
- Law reports - up to 1 case or 5% of extracts
- Conference proceedings - up to 1 paper or 5% of extracts
- Anthologies of short stories or poems - up to 5% of extracts or 1 short story or poem of not more than 10 pages in length.
Where two chapters from a book amount to 5% or less of the total number of pages in the source edition, this is permitted under the terms of the licence.
Terms and conditions for scanning under the CLA Licence
The CLA Licence has terms and conditions relating to the use of materials in the e-learning environment, and recordkeeping and data reporting requirements. It also requires the University to submit to compliance audits of the electronic environment by the Copyright Licensing Agency.- Use and storage of digital copies
- Recordkeeping procedures
- Quality and integrity of scanned files
Use and storage of digital copies
Digital copies of text and images scanned under the CLA Licence can be used in Blackboard Learn or in lecture presentations. All digital copies must be attached to a module, and only students and staff registered on a module may download or print the associated digital copies.
Scanned copies must be stored on a secure network such as the University e-learning environment, Blackboard Learn, within a course collection. They must not be mounted on publicly accessible websites.
The CLA Copyright Notice must be attached to all digital copies, including to images used in web-bases and lecture presentations. The Notice will be attached to all licensed copies by the Copyright and Digital Resources Officer
Recordkeeping procedures
Comprehensive records must be kept of all digital copies made under the Licence, including details of all modules the material will be added to and the number of registered students on the module.
All data must be reported to the Copyright and Digital Resources Officer who is responsible for reporting it to the Copyright Licensing Agency.
Records should be kept of permissions obtained for all material added to web-bases which are not covered by the CLA Licence, as these may need to be inspected by the CLA during a Copyright Compliance Audit.
Quality and integrity of scanned files
When producing scanned files, under the licence terms, the quality and integrity of the scanned files must be faithful to the original. This means that scanned files must meet the following requirements:
- the hard copy used for scanning should be unmarked
- scanning resolution should be set to a minimum of 300 dpi
- the scanned files must not be adapted or amended - the integrity of the original must be maintained
- PDFs must be locked to prevent copying and pasting
- pages should be scanned with care to ensure shadows are kept to a minimum
OCR (Optical Character Recognition) scanning to make the PDF files compatible with screen readers for the visually impaired is permitted.
- CLA Copyright Notice
Procedures for scanning
The University is legally obliged to keep comprehensive records of all digital copies used in Blackboard Learn, in Microsoft PowerPoint® presentations or compiled on CD-ROM, and report this information periodically to the Copyright Licensing Agency. Any member of Brunel staff is authorised to carry out scanning, but must report all material scanned to the Copyright and Digital Resources Officer.
- Before scanning, you must check whether material is covered by the CLA Licence. See the section on What can I scan? on this page. If you are not certain, please contact the Copyright and Digital Resources Officer who will carry out a check on your behalf.
- E-mail full details to copyright@brunel.ac.uk. You should include details on the author, title and publisher details, module code, title and duration in week, and the number of students enrolled on the module.
- The CLA Copyright Notice must be attached as a cover sheet to all digital copies made under the licence. This must be done before it is made public and available to students for downloading. The notice is available below in Microsoft Word ®format.
- To facilitate copyright compliance monitoring and auditing procedures, all digital copies must be stored centrally. They should be uploaded to the Copyright Resources folder in the Blackboard Learn Repository at institutional level, within the appropriate subfolder for your module. If a folder does not exist, one will be created for you upon request, if you e-mail the copyright team
- To make the files available within your e-learning sections, simply subscribe to the files, change the File Permissions status to Public, to enable enrolled users to view, print and download.
Details of the procedures are also provided on a downloadable one page guide.
- What can I scan? - details on what materials are licensed for scanning
- Procedures for Blackboard Learn - quick reference guide to the procedures for checking and creating and reporting scanned files made under the CLA Licence.
- CLA Copyright Notice - mandatory cover sheet for all digital copies
Scanning images
The CLA Licence now covers the scanning of images and illustrations contained in CLA licensed materials provided they:- do not appear on the list of excluded works and categories published on the CLA website
- are derived from licensed material published in the UK as detailed in the section What can I scan?
- Copying still images
- CLA Copyright Notice
Copyright Compliance Audits
The Copyright Licensing Agency may carry out Copyright Compliance Audits of the e-learning environment, therefore it important to adopt the new procedures for adding copyright material to Blackboard Learn to ensure that e-learning modules stay legal.
In a Copyright Compliance Audit, the auditors verify that we are correctly observing the terms of the licence, by checking that we own the hard copies of extracts we have scanned, that limits have not been exceeded, and that the quality and integrity of the digital copy matches the original. The University is required to produce the hard copies alongside the digital copies for comparison, and to provide access to Blackboard Learn and/or the intranet during the audit.
A thirty day notice period is given before an audit, and full compliance is necessary from all staff under the terms of our Licence.
Your responsibilities under the CLA Licence
The terms and conditions of the Licence are legally binding, and all staff and students are expected to adhere to these.
Users found to be in breach of the licence will be subject to appropriate disciplinary procedures as detailed in the Library Code of Conduct and University regulations detailed in the Student Handbook. Staff must ensure that materials used in Blackboard Learn comply with the terms of the Licence.
Copies made under the CLA Licence may be used for educational purposes only and may not be transferred to other users, except as provided for within the licence terms or as permitted by statutory exceptions in the law.
All copies made, whether print or electronic, should be deleted or destroyed at the end of your course of study.
- Copyright Licensing Agency website
- Design and Artists Copyright Society website
- Library Code of Conduct
- Brunel University Student Handbook Brunel University Student Handbook
Digital Readings Service for Blackboard Learn
The Library offers a digital readings service for readings you are unable to scan yourself. The Library is able to obtain these for you from the British Library for a charge of £15 per reading. For non-stock digital readings, this cost is met by the Library. For further information on this service, visit the Digital Readings Service web page.
- Digital Readings Service for Blackboard Learn.
