Digitising course readings using the CLA HE Licence

About the Library Scanning Service

Do you want to scan extracts or journal articles from published material for Blackboard modules?  The Library offers a digitisation service for academic staff under the Copyright Licensing Agency (CLA) Higher Education Licence. There is no charge for using this service when re-using limited extracts of articles or book chapters owned by the University.

STEP 1: Do we have a subscription to an electronic version of the item?  If we do then it is usually possible for you to create a link in Blackboard or iFindReading. If a document already exists in an electronic format and the library subscribes to the service that provides it, then you can create a persistent link to the item on the publisher's web site.

STEP 2:   Do you have permission from the copyright owner to re-use the material?  If the answer is yes, self-scanning and upload is usually permitted.  Has copyright expired? Do you own the copyright? If this is the case then you can choose to share the work.  If the answer is no to any of these questions, self-scan is not permitted. You are required to use the Library Scanning Service.

STEP 3: Submit a scanning request. We will check that your request complies with the CLA licence, scan and create a link to the content for you. Complete one form per item giving a full bibliographic reference, module name and number, number of students and the module duration. Please return the completed form with a paper copy of the extract to the Document Supply office. Material is added within 1-7 days and a link will be sent to you by email.  If your request is for material from an excluded publisher or for locations outside the current scanning territories and we are not permitted to create a scan, we may be able to add a photocopy to the library photocopied extracts collection.

CLA Licence

CLA Licence coverage

The CLA HE Licence covers re-use of limited extracts from most printed books, journals and magazines published in the UK, plus many overseas publications.

Paper Copies: multiple photocopies sourced from printed books, journals and magazines. Printouts from digital material such as e-books and e-journals, plus material from some websites.

Digital Copies: made by scanning from printed books, journals and magazines or sourced from digital material, such as e-books, journals and material from some websites and which may be stored, viewed and downloaded.

All items are for delivery with reference to a specific course of study.
The Licence is subject to individual publisher agreements with the CLA.

Use the CLA Check Permissions tool to find out what can be copied, shared or re-used under the terms of the Swansea University CLA HE Licence.
Enter an ISBN, ISSN, Author or Title search to display the permitted activites associated with your query. Choose to display results by Higher Education license sector.

Who can make copies?

To comply with the specific requirements of the Swansea University CLA licence you should not make your own scans for Blackboard from published works. For the purpose of the licence, Swansea University has designated scanning to be carried out by the Document Supply team, ISS.

For each paper to digital scan created from books, journals and magazines we are required to attach a compulsory coversheet and make an annual data return. This means that no undeclared digitised extracts from copyright works should be uploaded.

Individuals have a personal responsibility to comply with copyright legislation and licenses. See the ISS Copyright and Takedown Policy for further information.

Extent and limits

  • For delivery to a specific course of study extracts should not exceed more than 10% or one single chapter from the same source (whichever is greater*); one single article in one issue of a journal or set of conference proceedings; one single case from a published report of judicial proceedings; one scene from a play, or one short story or one poem or one play not exceeding 10 pages in length contained in an anthology.
  • The use of all scanned material produced under the terms of the CLA licence should be restricted to students registered on the course.
  • The original copy of the book, journal or magazine must be owned by Swansea University or obtained as a copyright-fee paid copy from the British Library.  A charge is applicable for purchasing copyright fee paid material. 
  • These extent limits apply to each course of study (module).  We are permitted to copy one chapter from a book for one course of study, and a further chapter from the same book for a different course of study.

Managing scanned material

  • Where we only hold a digital copy of a work we expect you to link to the item via the iFind library catalogue record.
  • Please note that we are not permitted to hold copies made from your own personal collection, inspection copies, or copies obtained via inter-library loan for your own personal use.
  • Reproduction using the scanning service is not to be used as textbook substitution and you should continue to recommend essential texts for student purchase.
  • Digitised material should be deleted at the end of the course, unless required for use during the following academic year. Staff from the Library Scanning Service will contact module instructors every August to ask them if a scan renewal is required for the next reporting period. We are obliged to include renewal details for scanned items on the CLA data return as a requirement of the licence.


Copying from Newspapers

Newspaper Licensing

The University's basic licence from the Newspaper Licensing Agency covers copying for teaching and learning purposes from national UK newspapers and 5 regional titles.  It does not cover foreign newspapers.

For further information about the licence for educational establishments, please visit the NLA Media Access website.





Webpage updated 8.8.17 v.5

Obtaining Accessible Copies

Visual Impairment, Dyslexia and other Disabilities

Please contact the Swansea University Transcription Centre for information on the provision of accessible copies.