Academic Skills Team: A guide for staff

We are operating a limited service due to closures as a result of COVID-19, to see if we are able to help please contact digitisationservice@staffs.ac.uk to discuss your requirements.
 
The Library Digitisation Service is available to teaching staff who would like to request book chapters or journal articles to be scanned for supplementary use in teaching, e.g. for reading lists.

There should be no content displayed on Blackboard or Reading Lists Online that does not comply with our CLA HE Licence.  Checks are carried out periodically. Please remember when scanning/photocopying to ensure you are not breaking copyright law, as copyright breaches can be costly and disreputable to the University.

If you have any questions you can contact the Library Digitisation Service via e-mail at digitisationservice@staffs.ac.uk
 

Benefits of Digitisation

• 24/7 access for your students to supplementary reading material
• Embedding of material into your online reading list
• High quality OCR searchable scans
• No copyright infringement

What can I include?

The University holds the CLA Higher Education Licence for Photocopying and Scanning.

CLA HE User Guidelines is a resource provided by the Copyright Licensing Agency that gives you an in-depth overview of the terms and conditions of the Licence (for both scanning and photocopying).  A quick guide to help academic staff understand the CLA Higher Education Licence is also available online.

The CLA HE Licence is for supplementary reading only, the Copyright Licensing Agency state that selecting the core chapters from a textbook to make these available to students independently as Course Extracts or in a Course Pack may remove the need for a student to purchase that book.  This could affect publisher primary sales of books to students and so would be a breach of the CLA HE Licence agreement.

We recommended the following checks beforehand to save you the time of requesting an item that cannot be scanned.
Please check the Library Catalogue as the original text must be owned by the University.  Items that are not in stock can be ordered copyright fee paid from the British Library provided the total cost of the digitisation requests do not exceed £85.00.

Use the CLA HE Title Check Permissions tool to check whether the Licence covers a particular book or journal for copying in the UK before requesting a scan.  You only need to insert the title (or ISBN/ISSN if you have it) for instant permissions information.  Enter your title/ISBN into the white box inside the lime green ribbon and choose 'Higher Education' from the drop-down menu on the top left where it says, 'Show results by licence sector'.

Most UK material is included subject to the List of Excluded Categories and Works published on the CLA website.  For US works scans can only be made from specifically opted in material.

The sum of scanned extracts for a particular course must not substitute a textbook for the course.  The Copyright Licensing Agency provide a good practice guide that you should read if you are requesting a large number of extracts.
We recommend using permalinks for accessing electronic resources and using Reading Lists Online to consolidate all essential and non-essential readings.  You can now request supplementary readings to be digitised through Reading List Online.

How much can I include?

There are limits on the amount of material which can be included in a course pack without express permission being obtained from the rights holder(s) which may result in a fee being paid.

We are able to copy one extract OR up to 10% of a whole publication, whichever is the greater. For example an extract is.

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

If the material you would like scanned exceeds the limits permitted under the CLA licence, we may be able to purchase permission to scan a second extract e.g. another chapter from a book, or another 10%.  This would be purchased on an annual basis and is subject to publisher permission and charges.

Please note - where the total cost of the digitisation exceeds £85.00, a business case will be required before approval.

Budget cap for Digitisation

The Library holds the budget for all the School's digitisation costs.  Scans are to be used for supplementary reading only.  To make sure that the Library Digitisation Service provides the best value for money, where the total cost of the digitisation exceeds £85.00, a business case will be required before approval.
 

Requesting material via email

When requesting material via email please remember to include the following information:

• Lecturer name
• Contact email
• Module code
• Module title
• Number of students
• Module start and end date

For each item you would like to digitise we require the following information:

• Title of book or journal
• Author(s) or editor of the book
• Title of book chapter / journal article
• Chapter / article authors
• Page numbers (from and to)
• Year of publication

You can then send your list of readings to the Library Digitisation Service via e-mail at digitisationservice@staffs.ac.uk 

Requesting Material via Reading Lists Online

The digitisation process is now integrated with Reading Lists Online and you can submit a digitisation request direct from any online reading list.

If you are unsure of how to add materials to an online reading list please refer to the Reading Lists Online guide  or contact your Subject Librarian for assistance.

To request a digitisation via Reading Lists Online, you will firstly need to provide the Library Digitisation Service with the following information:

• Lecturer name
• Contact email
• Module code
• Module title
• Number of students
• Module start and end date

We will then add these details to our system and create a page for the module on Reading Lists Online (if there is not one already).

Once you have added your readings to the list, when you publish your draft you will see a request digitisation button next to each item.  Click on the button to submit a request for a reading you would like digitised.

You will then be taken to a page to review the request.  If anything is missing or incorrect, please correct it on this page.  Please note that the page range cannot include spaces.  Then click submit request.  You will get a confirmation message with the DCS request ID.  You can use this ID to track your request.

Repeat the process for other readings you would like digitised.

Requesting Material via the Copyright Licensing Agency – Academic Request Form

To request material via the Academic Request Form, you will firstly need to provide the Library Digitisation Service with the following information:

• Lecturer name
• Contact email
• Module code
• Module title
• Number of students
• Module start and end date

We will then add these details to our system.  You will then be required to register with the Digital Content Store (DCS)
For in-depth instructions please visit Copyright Licensing Agency - Using the Academic Request Form

Once you have set a password, you will be able to log on and submit your content requests by supplying bibliographic information.

The information we request before digitisation is a legal requirement as the CLA HE Licence requires authenticated access for the stated number of students on each module, so please note you cannot share the links for digitised material across other courses and/or modules.

Please remember that any copyright fee paid articles and/or publisher direct permissions or additional usage permissions will incur costs which may exceed the £85.00 budget cap per module.  A business case will be needed to justify the purchase of these items

When will my digital material be ready?

Please order digital material as far in advance as is possible. The majority of digital material will be available within 28 days, subject to any necessary copyright clearance, however during busy periods this may be extended. 

Contact

If you have any questions you can contact the Library Digitisation Service via e-mail at
digitisationservice@staffs.ac.uk
or you can speak to a member of the Library staff about the Digitisation Service via telephone by calling:
01782 294875