Digital Copyright for Academic Staff

CLA HE Licence

To enable academic staff to use copyright materials in their teaching beyond what is permitted by copyright law, UAL holds the Copyright Licensing Agency (CLA) Higher Education licence. 

The CLA HE licence permits (within limits) photocopying, scanning and making of digital copies from printed and digital books, magazines, journals and websites, and their use for teaching and as part of course materials on Virtual Learning Platforms, such as Moodle. Digital copies, in this instance refers to scans made from printed material and copies made from digital originals.

  • Photocopying : All staff and students can make photocopies for all licence purposes detailed on the copyright notice posted above the photocopiers in each Library.
  • Scanning and making of digital copies for use on Moodle : Academic staff and course administrators can request a scan using the Scans for Teaching service (see section 2). Only authorised scans requested via this service may be shared with students on Moodle. This ensures that all scans are compliant with the CLA HE licence conditions and reporting requirements as well as being of a high quality and in an accessible (for example, can be read with a screen reader) format. Please do not scan copyright materials and upload them on Moodle yourself as in this way you risk infringing copyright law.

For more information and support on copyright compliance under the terms of the licence, please email the CLA coordinator at copyrightnoticeform@arts.ac.uk.

Scans for Teaching Service

The Scans for Teaching service operates in compliance with the CLA HE Licence and allows academic staff at UAL to request and legally use digital copies of copyright materials in their teaching and provide students with accessible course materials via Moodle. All requests for scans are subject to CLA HE licence conditions and reporting requirements.

The workflow of the Scans for Teaching service is described below.

1.   Check the following before requesting a scan for teaching.

  • We must already own a copy of the material requested. Check for available e-book/e-journal on the UAL library catalogue and link directly to it in Moodle. Do not download and attach PDFs of articles or chapters in Moodle.
  • Use the ISBN of the book, or the ISSN of the journal to check the CLA licence coverage in the CLA Check Permissions tool. Only scans from books/journals with CLA Scanning permission will be provided. If the tool does not return any results or you are unsure how to interpret the check permissions results, submit the request regardless and we will try to process it.
  • Check the amount you would like to scan does not exceed 1 chapter from a book (1 article from a journal, 1 scene from a play, 1 paper from conference proceeding) or 10% of the work, whatever is the greatest.

2.    Fill in the Scans for Teaching : 2020-21 Request Form

This form is hosted on the Library Services Canvas page. You will need the below details to fill in the request form:

  • Requestor name and surname
  • Requestor email address (only @arts email addresses)
  • Name of academic if not the same as requestor
  • Unit code (eg. FE000715)
  • Unit name (eg. Global Cultures)
  • ISBN of the book you require a scan from, (or ISSN if journal)
  • Page range required (eg. 12-18)
  • URL of the Moodle site where this document will be linked

An email confirmation will be sent to you upon submitting a request. If you wish to submit another request, please fill in the form again.

Note that if you wish to use the same copyright material for two different units of study, you need to submit a separate request for each in order to comply with the CLA reporting requirements.

3.   Processing your request

All requests will be processed within 3 working days where possible. This may take longer during very busy periods.

The request will be checked against the CLA HE licence conditions and an accessible, high quality, optical character recognition (OCR) scan will be sourced from the British Library (EHESS).

4.   Successful request

If your request for a scan is successful you will be emailed a link to the scan (hosted on CLA’s digital content store) which you will be able to link to the relevant unit of study in Moodle for students to access.

5.   Unsuccessful request

We will notify the requester via email if their request is unsuccessful.
Please note that request for a scan may be unsuccessful due to the following:

  • The copyright owner of the requested material has not opted for it to be covered by the CLA HE Licence. Please let us know if you would like us to pursue this directly with the publisher, but this will take time and may not be successful. It may be better to source alternative material.
  • The requested page range is over the extend limit set by the CLA HE Licence. Please select down to the extent limit or get in touch with your course librarian to source alternative material.
  • The requested material is covered by the CLA licence and available via UAL libraries but cannot be sourced from the British Library. You can either select alternative material or make a scan of the request material yourself and send it to copyrightnoticeform@arts.ac.uk. We will upload it to the CLA Digital Content Store, report it to the CLA and provide you with a link to use on Moodle.

6.   Reporting and Maintenance

Under the CLA HE License, all scans of copyright materials used for teaching on Moodle are subject to cyclical reporting arrangements agreed between CLA and the UUK/GuildHE UUK/GuildHE Copyright Negotiating and Advisory Committee (CNAG).

Reporting is automated via the Digital Content Store and performed annually for all scans used during the previous reporting period of 1 June – 31 May.

Reported data includes bibliographic details, course codes and names. This data is used to inform the fair distribution of licence fees to rightsholders (publishers, authors and visual creators), monitor usage trends under the licence and help inform licence negotiations. No personal information is reported, held or shared with any other organisation (see privacy notice below for details).

The CLA will notify us if a work we have scanned from has become excluded from the license. Any such scans, used on a current unit of study, may be retained until the end of the academic year for which they were made, but must then be deleted afterwards. If excluded scans are not used in a current unit of study, thy must be deleted within one calendar month of notification.

7.   Moodle housekeeping

When preparing reading lists and Moodle sites for the new academic year, please pay special attention to scans of copyright materials such as book chapters/sections and journal articles and remove or archive any that are not required for the new academic year.

8.   Privacy

In order to provide the Scans for Teaching service we collect your name and email address. The legal basis we rely on to process your data is GDPR Article 6(1)(c) Legal obligation – the processing is necessary to comply with our Copyright Licensing Agency license for higher education.

Your personal data is not shared with any other organisation and is held on UAL managed systems for a period of 3 years after which it will be deleted. You can find further details on your information rights on https://www.arts.ac.uk/privacy-information.

9.   Queries

Please email copyrightnoticeform@arts.ac.uk for any queries regarding the Scans for Teaching service.

More help

For general copyright queries, please refer to the Copyright Libguide (coming soon).

Using images

Licences

IP Advice for the Creative Sector

  • Creative IP is UAL’s online resource to support students and creatives and help them understand the value of their intellectual property for enterprise and innovation. The resource features factsheets, podcasts, case studies , FAQS and a list of pro-bono (free) legal services.
  • Intellectual Property Office – The official UK government body responsible for intellectual property (IP) rights including patents, designs, trade marks and copyright

Accessible formats

UAL students and staff can create accessible copies of files and paper documents using SensusAccess. Go to the Library SensusAccess web page and follow the steps to convert files into an accessible format. The conversion is emailed to you. More instructions are available in the SensusAccess LibGuide.

UAL Libraries can also provide materials from reading lists in alternative formats for eligible students who are registered with the Disability Services. Contact your Academic Support Librarian for more information.

More information on Library Services for disabled and dyslexic students.