Scanning and making digital copies for the Virtual Learning Environment (VLE)
New Comprehensive HE Licence allows digital re-use of electronic collections from September 2010
The Library, on behalf of the College, subscribes to the Photocopying, Scanning and Digital Re-use Licence (Comprehensive HE Licence) that is offered by the Copyright Licensing Agency (CLA). This licence recognises the growing use of Virtual Learning Environments (VLEs) in higher education and allows us to take digital copies from printed or electronic books, journals and magazines, for incorporation into our VLE. However, there are limitations to what can be scanned (see below) and who may carry out the procedures.
For further information or if your query is not answered below, please contact Bekky Randall, CLA Designated Person (r.randall@gold.ac.uk, ext. 5473) or Jacqueline Cooke, (j.cooke@gold.ac.uk, Deputy Librarian and Copyright Officer, ext. 7166)
Who can request digital copies?
The licence covers all full-time and part-time members of academic and administrative staff. This includes those employed on permanent or fixed-term contracts, or those providing maternity, long-term sickness or other secondment cover. The licence does not cover visitors, reference users or alumni.
The scanning or digital copying process will take place in the library, so when submitting a request staff should bear in mind that request details will have to be checked for compliance with the rules before we proceed.
What can be scanned or copied?
We are allowed to scan or copy books and journals published in the UK, and other 'International Territories' listed by the CLA as long as we own a copy of the publication, either as an original copy or as a 'copyright fee paid photocopy' - provided they do not appear on the CLA's list of Excluded Categories and Excluded Works. If we don't hold a printed or electronic copy, then the Library will request this material through its inter-library loans department.
As well as text, the licence also allows scanning or copying of images from books (e.g. photographs or illustrations), or of pages which are a combination of text and images. However, manipulation or alteration of graphic material of any kind is not permitted. Scanning from the library's slide collection is NOT permitted under this licence.
How much can be requested for scanning or digital re-use? Amounts given are per course/module code, per academic year.
The amount of a book, journal or magazine that can be copied is restricted to a maximum of:
- 5% or one chapter of a book
- 5% or one article of a journal issue
- 5% or one paper of one set of conference proceedings
- 5% or one report of a single case from a report of judicial proceedings
- 5% of an anthology of short stories or poems or one short story or poem of not more than 10 pages.
All digitized material must display a fee-paid copyright notice in a prominent place. This notice will be produced by the library and will precede the copied material. We also have to record bibliographic and course details for each item and report this to the CLA.
What items cannot be scanned or copied?
Material personally owned by individuals cannot be scanned or copied. Material not held in the library can be scanned or copied, but must be owned by the college in say, a departmental collection. Any works listed on the List of Excluded Categories and Excluded Works are excluded from scanning or copying. The list referring to UK publications tends to refer to actual titles, whereas material published outside the UK is identified by publisher. However, should a publisher of a work have a UK address, then the work is classified as a UK publication and treated accordingly. Excluded categories are listed below.
- Works published outside the United Kingdom and the Mandating Territories.
- Works published by US publishers that are not on the list of participating US Publishers.
- Maps, charts, or books of tables.
- Printed music (including words)
- Works specifically excluded by a special notice mentioning CLA, either on the work itself or by inclusion on the list of Works Excluded from Scanning under the HE Licence.
- Tests or public examination papers, whether published individually or in collections.
- All newspapers
- Privately owned documents issued for tuition purposes, limited to clientele who pay fees (except those published by the Open University or the National Extension College).
- Workbooks, work cards and assignment sheets.
- Industrial house journals.
- Works specifically excluded by the copyright holder.
Who can access digital copies?
Digital copies stored in a VLE can be downloaded and printed out (once only) by:
- students registered on that course and staff directly involved in teaching the course
- officers contracted by regulatory agencies such as QAA and RAE.
What will it cost?
There is no cost for scanning or making digital copies of material held in Goldsmiths as the licence is college-wide. There will be no charge to departments for material requested from the British Library.
Any other information?
- Scanned or copied material may be listed in online reading lists, but not included in the library catalogue.
- Strict procedures for secure authentication must be applied (by some combination of user name, password and/or course enrollment key) to ensure that access to course collections is limited to authorised persons only.
- The scanning or digital copying procedure can only be carried out by named library staff. Members of staff not appointed as a Designated Person and students are not permitted to scan or make a digital copy under this licence.
- All scanning and digital copying requests must be made to the library by the specific academic who requires the material for their students or a departmental representative, using the request form at http://digitalcopy.gold.ac.uk/ see link below.
- Copies of the Notice, 'User Guidelines', 'List of Excluded Categories and Works' and the 'List of Excluded US Publishers' are available on the CLA website at www.cla.co.uk.
Request a scan or digital copy (Requires a Goldsmiths' username/password.)