Library

What Material Can Be Scanned?

What material can be scanned?

The material requested must be covered by the licence, which means;

1. It must be from a publisher that is included in the scheme (most publishers are, and library staff will advise if this is not the case)
2. Only one chapter from a book, one article from a journal issue or no more than 5% of a published work can be provided for the duration of a specific course
3. The licence also covers "copyright cleared" reproductions of book chapters or journal papers from the British Library (published by companies covered by the licence) which reside in our short loan collection

For a more detailed outline of the main conditions of the licence, see the section "Scanning And Document Provision - The CLA Licence In Detail" provided below.

Request A Digitisation

Requests can be made either by downloading the form below (in PDF format) and returning it to the library with as much information as possible, or by completing the

Click here for an online submission form

Requests made using the online form will be sent directly to the Library Digitisation team, although printed out forms can also be sent, or emailed to library.scanning@keele.ac.uk. Make sure you complete the areas on the form marked**, otherwise we will have to contact you for the information.

If you are placing an item in the short loan collection (such as a book chapter or journal paper photocopied from our library stock or obtained from the Inter Library Loans service), AND would also like to request a digital copy of it, download the PDF request form, complete the details and hand the form and the paper document to the short loan staff. They will pass on the scanning request for approval.

The following are essential;

1. Academic's name
2. Course title and code for which the scan will be used
3. The number of students taking the course (who will be using the scan)
4. The course duration (in weeks) and end date
5. As much information about the work to be scanned (author, title, volume or issue number). You must provide the page range of what is to be scanned

If the page range is missed out from a request, there will be a delay. Order waiting times will be longer while staff check items for page ranges before entering them on our online system.

Academic staff are advised to check the E-Journals A-Z to find out if a journal paper is already available from the library's electronic journal collections before making any request. Papers already available electronically are not digitised by the service.

Deadlines For Requests

If requests are received after 31st August (for semester 1 modules) and 31st December (for semester 2 modules), we will still check them and, if permitted, digitise them, but can give no firm guarantee that they will be available at the time they are needed.

In recent years our business has increased to such an extent that in order to gurantee delivery of eligible requests in time for semester start, we now recommend requests are sent in by the above dates. Each request takes time to process (for copyright checking, scanning and preparation for delivery etc.), and we can no longer promise to complete requests in advance of semester if they're submitted within four weeks of semester start.

How Long Will It Take?

Deadlines For Requests

If requests are received after 31st August (for semester 1 modules) and 31st December (for semester 2 modules), we will still check them and, if permitted, digitise them, but can give no firm guarantee that they will be available at the time they are needed.

In recent years our business has increased to such an extent that in order to gurantee delivery of eligible requests in time for semester start, we now ask requests are sent in by the above dates. Each request takes time to process (for copyright checking, scanning, and preparation for delivery etc.), and we can no longer promise to complete requests in advance of semester if they're submitted within four weeks of semester start.

Processing Requests 

Staff check if the material requested is covered by the CLA licence. If any of the material is already available from the library's electronic collections, staff will advise.

Digitisations are done on a first-come, first-served, basis, and waiting times for documents are dependent on the current total number of requests. The service encounters heavy demand and academic staff are advised to submit all their requests by the deadlines mentioned above.

It also helps the service if staff can say if the digitised reading is needed for a particular week during semester. This helps the service to plan its work accordingly.

Staff are notified when their module order(s) are completed - so if you've not heard from us, it's because we're still working on your order. We kindly ask you to be patient as contacting us regularly to enquire on delivery will only result in further delay.

Finished scans are provided in the form of web links which are placed on the VLE by academic staff for the duration of the course. At the end of the course, documents can be “renewed” for the following year, or are removed.

Enquiries on the Library’s digitisation service can be directed to library.scanning@keele.ac.uk, ext. 34184 or 33502.

Digital Collections - Best Practice For Academics

How To Use The Digital Document Links

Once we send you the links to your digitised documents, add these as web links to your module website on the KLE (the links should ONLY be used on the module website for which the reading was requested). You must tell us if you want to use the same reading on more than one module.

“**IMPORTANT MESSAGE**

The CLA have recently announced (September 2012) that digitised documents should not be released to students who "receive their tuition in a classroom environment overseas, whether this is at an overseas campus of your institution or at the campus of an overseas partner: due to its mandate and differing copyright legislation and regulations throughout the world, CLA is presently unable to cover such students."

We therefore advise academics ensure digitised documents provided by our service are only released to UK-based registered students, until further notice. We understand the CLA and publishers are in negotiations regarding this issue, and a further announcement is likely in due course.”

Adding A Digitisation Link To The KLE - Guidance Notes For Staff  

If you have a problem with doing this please contact the KLE support staff.

If you use the Talis Aspire Reading List system, on this you can make reference to your digitised documents, but it isn't yet possible to use the actual links to them (at the time of writing, August 2011). For the time being we recommend you insert the document information without the link, but including a comment "Available from the module's KLE website".

Peak Periods, Ordering and Renewing Packs

The service usually encounters very high demand in September/October and January/February. As the service has grown in popularity, we urge staff to get their requests for digitisation to us as soon as you know the readings will be needed.

For academics who have used the service, we also send out digital "pack" renewals in November (for modules staring Semester 2), and May (for modules in Semester 1). The renewal email is automatically generated from our management systems, and a prompt reply helps us enormously, minimising problems in checking and processing requests, and giving us a chance to record any changes to module details (such as new codes, titles, or changes to the teaching team).

If we don't get a response to the renewal email, we will archive your digital readings, and deactivate the links to them.

We also recommend that each module has a single contact for liaising with the Digitisation Service, as this simplifies management of digital collections for both the module co-ordinator and the Library.

Different Editions

We can only scan from the latest available edition of a published work. If you ask for extracts which are from different editions of the same work, it is copying beyond the limits of the licence (as defined in the sections above).

Therefore we can only provide a single extract (comprising no more than one chapter or 5%) from the latest edition of any book which has gone through many previous editions.

Textbook Substitution

In operating the licence, the CLA (in conjunction with the UK university sector) agree the creation of a digitised course pack for a module should not lead to the creation of a collection of items which in effect cover substantively the same material as one would find in a single, "standard textbook".

This might arise when a series of requests are made for a particular module which, taken as a whole, constitute a series of extracts from textbooks, in effect creating a "virtual textbook" (even if the individual extracts are within the licence limits).

This is referred to as "textbook substitution", and is not considered good practice in operation of the digitisation licence. Care has to be taken in making sure that digitised readings for any one module should not be wholly reliant on textbook extracts, and more on monographs or journal materials which provide a "reading around the subject".

This does not rule out the use of extracts from textbooks, but it is incumbent on the Digitisation Service to inform staff if their requests for a module as a whole are too reliant towards textbook content, and to recommend the selection of alternative readings.

Tell Us If Anything Changes About Your Module

If you're no longer teaching a module for which you've previously requested digitised documents, please let us know.

It also helps if you give us advance notice of changes to the module title/code, or if someone else is taking over the module but wants to use the same digitised readings. It's easy for us to change that information on our systems and keeps everything up to date for the Copyright Licensing Agency (CLA).

Scanning And Document Provision - The CLA Higher Education Licence In Detail

What can be scanned?

As of 1 August 2013, the HE Licence permits the scanning of extracts from books, journals, magazines, conference proceedings and law reports published in the United Kingdom and many countries overseas.

All books, journals, magazines, conference proceedings and law reports published in the United Kingdom are covered, unless specifically excluded - please refer to the list of Excluded Categories and Works (published on the CLA website and amended from time to time; the CLA aims to notify us of any amendments to this list as they occur).

CLA's overseas Scanning Mandate Terrirories are as follows:

Australia; Canada (including Quebec); Denmark; Finland; France; Hong Kong; Iceland; Ireland; New Zealand; Norway; Singapore; South Africa; Spain; Switzerland; Turkey

Items published in the USA are also covered, via CLA's agreement with the Copyright Clearance Center (CCC). Under the licence certain USA publishers have not yet "opted in" to the new arrangments, however Keele staff will check items for eligibility as and when requests for digitisation of such items are received.

Any specific inclusions or exclusions are listed on the CLA's International Page.

How Much Can Be Scanned?

• Up to 5% or one chapter of a book
• Up to 5% or one article of a journal issue
• Up to 5% or one paper from one set of conference proceedings
• Up to 5% or one case of one report of judicial proceedings
• Up to 5% of an anthology of short stories or poems or one short story or one poem of not more than 10 pages

Images

The CLA HE Licence permits a digital copy to be prepared of a whole page visual image (e.g. a plate) and the disembedding of a part page visual image (such as a diagram or figure).

Course Collections – How Digital Copies Are Supplied

To ensure that digital copies can only be accessed by those students on a course of study for whom the digital copy has been created, HEIs are required to place digital copies into course based collections.

This requirement corresponds with standard practice in HEIs for organising course materials into a series of self-contained module based “silos” or course repositories where each course designer is responsible for building a collection of learning and teaching materials tailored for a specific module.

HEIs are required under the CLA HE Licence to apply strict procedures for Secure Authentication (by some combination of user name, password or other course enrolment key) to make sure that a digital copy created under licence is limited to enrolled students).

The existing HE Licence states that digitised documents should not be released to students who receive their tuition in a classroom environment overseas, whether this is at an overseas campus of your institution or at the campus of an overseas partner: due to its mandate and differing copyright legislation and regulations throughout the world, CLA is presently unable to cover such students.

Academics should ensure digitised documents are only released to UK-based registered students.

In this framework, digital copies cannot be stored in “open” resources such as a publicly accessible institutional repository, electronic reserve or searchable “digital library”.

However, the course collection framework does allow;

The same extract of a book, journal or magazine to be used by more than one discrete course of study.

A digital copy of a different part of the same book, journal and magazine can be made available to students on another course of study.

Who Can Create And Add Digital Copies To A Course Collection?

The permission to create and add Digital Copies to a course collection is restricted to a group of designated individuals nominated by the HEI.

For the purposes of good practice and audit procedures, it is recommended that HEIs keep accurate and up-to-date records of designated persons.

At present all designated persons are from within the university library staff.

Copyright Notice

All digital copies must contain in a prominent place a Copyright Notice that includes the form of words and the bibliographical/course information set out in the CLA HE Licence. All digitisations produced by the Library service include this notice on page 1.

Who Is Entitled To Access Digital Copies?

Digital copies stored in Course Collections may be downloaded and printed out (once only) by the following Course Users:

Students registered for that course and members of staff and visiting academics teaching or auditing the course.
Officers contracted by regulatory agencies such as the Research Assessment Exercise.

However, other Authorised Persons may view digital copies (for instance a need to assess a set of course readings might be relevant, for example, to the process of a student selecting or transferring to another course of study).