Scanning Licence

The Comprehensive Higher Education Licence enables the digitising/scanning of licensed material for electronic delivery to students of designated courses/modules over a secure network.

Click here for the detailed set of User Guidelines produced by the CLA.

The extent limits are the same as those that apply to paper photocopies:

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

Printed books, journals and magazines published in the United Kingdom may be scanned, subject to not being listed in either:

the List of Excluded Categories and Works

the special list of Works Excluded from Scanning under the HE Licence

In addition, it is possible to scan many printed books, journals and magazines that are published in Australia, Canada (including Quebec), Denmark, Finland, France, Hong Kong, Ireland, New Zealand, Norway, South Africa, Spain, Switzerland, Turkey and the USA.

You can use a simple tool to check whether the item you wish to scan is covered by the CLA Licence.

The main requirements of the CLA Scanning Licence are:

Scanning must be performed by a “Designated Person” Please notify the University’s CLA Licence Coordinator if you have been nominated as a Designated Person within your department or faculty.
Digital copies must be an authentic representation of the original printed page(s).
Works that we already subscribe to or own as electronic versions may not normally be scanned.
Each copy of a document must have attached a Copyright Notice.
Scanned material must be accessible only to students registered on the specified module/s and affiliated staff via a secure network. For the University of Portsmouth this means making scanned material available via the Moodle VLE.
Scanning for personal use is not covered by the license.
All scanning must be reported on a Digital Copy Record Form (link below). The next reporting period is from 1^st June 2012 – 31^st May 2013. Designated Persons must ensure that their completed spreadsheets are sent to the CLA Licence Co-ordinator no later than 3^rd June 2013.

	CLA Digital Copy Record Form	[Excel (.xls, .csv) - 1 mb - 04.05.2012]

	Instructions for Completing Digital Copy Record Form	[Acrobat (.pdf) - 101 kb - 24.10.2012]

Access to scanned items must be removed at the end of the course. If the item is required in further years then a separate record must be made.
The CLA will require full access to all digital copies stored within our VLE for auditing purposes.

The University’s CLA Licence Co-ordinator is:

David Sherren, Map Librarian

david.sherren@port.ac.uk

University staff wishing to scan material for inclusion in the VLE should contact David Sherren, Map Librarian david.sherren@port.ac.uk in the first instance.

Trial Scanning Service

The Library is operating a trial scanning service. If you would like us to organise the scanning of book chapters or journal articles on your behalf (including the required copyright checking and reporting to the CLA) then please email david.sherren@port.ac.uk, including the following details:

Full bibliographic details of the chapter/article required, including page numbers
The unit number and unit name for which it is required
The number of students taking the unit
The duration of the unit

We will aim to deliver the digital copy within two weeks, although it may take longer at peak times. Please note that digital copies must only be supplied to students enrolled on the unit named on the copyright notice attached to the scan, or to their course tutor(s).

October 2012