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Information about scanning Course Extracts

Changes to Course Extracts – Digitisation of articles or book chapters

Please note that changes are taking place to the Course Extracts scanning service during summer 2017 with all links to content changing.

The current course extract web pages will be retired on 3/7/17. We are moving, alongside over 70 other Higher Education Institutions, to a new service called the Digital Content Store managed by the Copyright Licencing Agency. This will mean any content that you currently link to must be updated to new links and we have listed below the new access routes to course extracts. We are moving content partly because of regulatory requirements but we also believe this will improve the customer experience by reducing turnaround times and introducing course extracts into Aspire Reading Lists for the first time.

Access to course extracts will be via the two routes below:

  • Aspire Reading Lists – all material accessed through the current course extracts pages has been added to Aspire Reading Lists. As we get new requests we will continue to add the links to Aspire so all module resources - print books, articles, digitised content and other resources can be found on the reading list.
  • New course extracts site – a new course extracts site has been developed similar to the old pages. The site is available at Where staff/students have bookmarked the old pages or content, the standard ‘not found’ page will suggest going to the main ‘Course extracts’ page and from there students can navigate to the new site.

How to get a print book chapter or journal article legally scanned for the students in a course:

Step 1: You (tutor or administrator) simply add a note for the Library in Aspire Reading Lists against any book chapters or articles on your reading list for 2017/18 you wish to be scanned, subject to licence requirements and we will process this for you and link to the items. Please check the Aspire Reading List Guides if you have not used Aspire before. You will not need to fill out a separate Course Extracts request form.

NOTE: For requests that do not come in via Aspire a separate Course Extracts form will need to be submitted for each extract requested using the online form. Submit a request using the online form.

Step 2: We do the checks to see whether we can legally scan the extract under the CLA Higher Education Licence.

Step 3: We digitise the material and send you a link to the online Aspire Reading List where the extract has been added as well as a link to the course extracts webpages. If we cannot digitise the extract we will send an explanation of why it cannot be scanned.

Step 4: You use the link to provide access for the students, e.g. by fowarding it to them or using it to link from your own pages.

The University is paying for a CLA Higher Education Licence which provides annual blanket permission to photocopy and scan from millions of books, journals and magazines and from a range of digital material such as e-books and some websites. There are a number of exceptions, which is why we do the checks to make sure we can legally scan the requested material.

The limits for the scanning of extracts from different types of publications are as follows:

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

It is also possible separately to scan images from such publications within the above limits.

One module can have more than one chapter or article, provided these are not from the same book or journal issue.

We will scan only if the Library owns a copy of the original publication, or if the library is able to purchase a copyright-fee-paid copy through Document Supply. However, we may scan from the personal copy of a tutor while we wait for the copy ordered for the library to arrive.

The scanning licence is for the creation of digital copies by scanning from printed books, journals and magazines, and from some digital published material. It does not cover re-typing, newspapers, maps or printed music.

If an item in stock in the library was published in the UK and over 30 other territories including the USA, Canada, Australia and a number of major European countries, we can scan it, provided the work is neither on the list of Excluded Categories and Works (UK publications), nor on the Title Search for US publications, or on the list of International Territories (other overseas publications). We can also copy digital published material from opted in publishers on the list Participating Digital Material Publishers.

All publications that can be scanned can be photocopied, but not all the publications that can be photocopied can be scanned. Departments can supply the student with a printed-out or photocopied course pack, recharging the cost to the student if they wish, and also have the online version available at the same time.

Please note that any scanning may be illegal if carried out without involvement of the Library under our current CLA licence.

These extracts are scanned and made available online for specific modules. Only the students enrolled on the module and the tutors teaching it are entitled to download them.

Students enrolled on one module will not be able to access the extracts page of another module. If the same extracts are needed for more than one module please indicate so in your scanning requests, so that a dedicated page of extracts can be made for each module.

Course extracts are hosted on the library's website and should not be uploaded anywhere else. The service is provided with this condition.

Module leaders should advise the library if any of the extracts are no longer needed so that they can be taken down.

Scanning can only be carried out in the UK, but students enrolled on the module can nonetheless access and print a copy for themselves while they are overseas. Local copyright laws should then be followed.

The legal context to this scanning service can be gleaned from the links below: