Provision of digital copies under the C.L.A. Higher Education Scanning Licence

The University of Manchester holds a Copyright Licencing Agency (CLA) Higher Education Scanning Licence.

This sets out the conditions under which we may make digital copies of copyright material published in the UK for inclusion in course intranets or other electronic teaching packages (e.g. Blackboard).

Full details of the licence are available in the CLA HE Support Materials.

The following documents are available:

What can be digitised under the CLA Higher Education Licence?

  • Anything where the Library holds a copy in print only

  • If you want to have a chapter digitised from a book or an article from a journal of which the Library does not own a copy, please select the 'Not in the library catalogue?' option when placing your request via My Manchester and add the items details. The Library will then order a copyright cleared digitised copy from the British Library for you (in a small number of cases, the British library is sometimes unable to supply a copy).
  • The Higher Education Comprehensive licence permits Higher Education Institutions to scan extracts from printed books, journals and magazines, and in addition allows the copying and re-use of digital material such as e-books and e-journal articles. Please note that this will only be allowed in special circumstances - contact the E-Learning Support team if you require digitisation of a digital document.

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What cannot be digitised under the CLA Higher Education Licence?

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How much can be scanned?

Under the terms of the licence only one chapter per book or one article per journal issue (or 5%, whichever is greater) can be digitised or copied in support of any one course module. Only in certain circumstances can more than one chapter be digitised or copied from a book, and more than one article be digitised or copied from a journal issue: if the different chapters/articles are being digitised in support of different course modules.

How do I request an item to be digitised?

All digitisation requests can now be made via the Library portlet. To submit a request please log on to My Manchester using the link below, go to 'Library', 'Library Requests', select the 'Digitisation' tab and 'Start New Request'...

My Manchester

On receiving a request for digitised material to be supplied to students, the Library will:

  • Check that the material is covered by the licence, and inform the requester if it is not.
  • Note whether the requester wants the Library to carry out the digitisation.
  • Check that  the Library owns a copy or can order a copyright cleared copy from the British Library
  • Retrieve the item(s) from stock (or acquire a copy if necessary).
  • Arrange for the item(s) to be scanned and converted to PDF format.
  • Load the file(s) on a secure Library server and notify the requester of the URL.
  • Collect and submit the required information about the digitised material to the CLA.

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What information will I need to make a request?

All requests for digitisation must include the following:

  • Module title
  • Module code
  • Number of students taking the module
  • Semester - first, second, or whole year
  • Bibliographic details of the book chapter or journal article

Under the terms of the licence agreement we must provide the above information to the CLA. The University is required to keep records of all material digitised under the Licence and to submit them annually to the CLA.

If the requester does not want the Library to carry out the scanning we will still need to:

  • Collect and submit the required information about the digitised material to the CLA.

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How long will it take?

The Library will make digital copies available as soon as possible after receipt of requests but please make initial enquiries as early as possible. Firm requests should be submitted at least four weeks before the item is required but the process could take longer if the item to be scanned is not available in the Library stock.

Can I scan material myself to add to the VLE?

If you do not want the Library to carry out the scanning, or if you have already scanned items yourself, we will still need to collect and submit the required information about the digitised material to the CLA. We would therefore please ask you to complete a digitisation request via My Manchester, ticking the option that you do not need the library to digitise this item for you.

My Manchester

It is also a requirement of the Licence that all digitised items must include a cover sheet which indicates that the item has been scanned in accordance with the Licence.

If you are digitising the item yourself please ensure that you include the appropriate copyright notice at the start of the digitised item. The copyright notice is provided when completing your request.

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How will I be provided with my digitised item when it is ready?

When your digitised item is ready you will receive an e-mail containing a URL to the scanned document, which will be held on a secure Library server.

Please note that access to material digitised under the licence must be restricted to the students taking the module concerned and the staff who teach them. Items may only be made available for the duration of the module concerned.

Whom should I contact with any further questions?

For further information on any aspects of the digitisation process please contact

Martin Snelling
Resource Delivery Manager
Tel. +44 (0)161 306 4955

or the Digitisation Team

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