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Photocopying and Scanning

For Personal Use

You can photocopy or scan printed material for private study, research or for the purposes of review provided that only a single copy is made. This is often referred to as ‘fair dealing’. The precise amount you may copy is not defined in legislation (it must not be a substantial part) but the accepted limits are (whichever is greater)

  • 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 of one set of conference proceedings
  • up to 5% or one report of a single case from a 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

Aston University has a Photocopying and Digitisation licence which allows photocopying and scanning of certain printed material for use in teaching.

 For teaching and learning (non-personal use)

The licence permits photocopying of extracts from most books, journals, periodicals, conference proceedings and law reports published in the United Kingdom.

There is a body of material which is not covered by this licence, including printed music, maps, public examination papers,newspapers (these are covered by a separate licence), and a range of publications on the 'Excluded Works' list. For further information on the material which is outside the scope of the licence, please consult the CLA website http://www.cla.co.uk.  Detailed User Guidelines are available from the UUK/HE Guild section of the CLA web site.

Non-UK material

The licence permits photocopying of extracts from most books, journals, periodicals, conference proceedings and law reports published in the International Territories included in the table on the following web site:

http://www.cla.co.uk/licences/excluded_works/international/

 Multiple copying is allowed provided that the number of copies made does not exceed the number of students on the course plus one copy for the lecturer.

Please note that there should be no systematic or repeated copying of the same licensed material by the same set of students in the context of any one course of study.

Scanning documents for teaching and learning materials

If you need to scan printed material to produce teaching and learning resources you must pass your request to the library who will advise you.

What material can be scanned?

All books and journals published in the UK and International Territories included in the table on the CLA web site:

http://www.cla.co.uk/licences/excluded_works/international/

Not included are works or publishers contained in the following lists on the CLA website, which should be checked on a regular basis:

  • 'Excluded categories and  works’  OR

  • 'Excluded US Publishers' OR
  • 'Works excluded from Scanning'

Subject to the above, any other book, journal or magazine may be assumed to be published in the UK if the publisher’s details as printed on its title page include a UK location and/or address.

A statement indicative of where an edition was printed is not relevant to the process of determining whether it is UK published.

Under the licence the University must own a copy of the item to be digitised. A book, journal or magazine owned by an HEI can be acquired through purchase or through bequest, gift or exchange programmes. This includes items hosted on either permanent or extended loan basis – subject to the terms under which material is deposited allowing for indefinite use for the benefit of Authorised Persons.

A source edition used for photocopying and / or scanning does not have to be kept in the Main Collection of the University / College Library – it can, for example, be located in a Faculty, School or Departmental collection of books and journals or in the office of a member of academic or administrative staff.

Images (known as Artistic Works) can also be scanned but must be reported in the same way as documents. The digitised document must be placed on a secure server which supports authentication.

Photocopies supplied to an HEI by a Press Cuttings Agency (PCA) holding a CLA granted PCA licence enjoy the status of copyright fee paid copies and can be further copied or scanned under the terms of the trial licence.

Where an HEI does not own an original published edition or copyright fee paid copy, photocopies and Digital Copies can only be prepared from other source material where the written permission of the rightsowner has been obtained. HEIs should retain copies on file of all letters granting such permission.

How much can be scanned?

Under the licence the following limits apply to students enrolled on a course of study: whichever is the greater of:

  • 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 of one set of conference proceedings
  • up to 5% or one report of a single case from a 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

Only Designated Persons can deliver Digital Copies to students on a course (and the course tutor) by means of an attachment to an email.

Downloaded Digital Copies can be emailed by a course user to his / her own email account.

The licence allows the student on the course of study (and the course tutor) to view, download and print a Digital Copy – the rights granted do not extend to redistributing, reformatting or republishing the Digital Copy (or any part of it).

For example, a Digital Copy cannot be forwarded by email to another student on the same course, to a student on another course of study or to any other individual / third party organisation.

Detailed User Guidelines are available on the UUK/HE Guild section of the CLA web site.

How do I stay legal?

  • Send your scanning requests to your Information Specialist
  • Do not upload electronic content from databases unless you are sure this is permissible - please check with library staff
  • No scanning is allowed under the licence unless authorised by the University Copyright Licensing Officer Caroline Long
  • All scanning must be recorded by LIS
  • The Copyright Licensing Agency retains the right to investigate institutional servers to ensure that Universities are adhering to the licence
  • Detailed User Guidelines are available on the UUK/HEGuild Members section of the Copyright Licensing Agency web site.

 

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