Due to the current Coronavirus pandemic, there may be some changes to services listed on this page. More information can be found on our dedicated support page. For more information, including details on how we are supporting our applicants, please see our latest updates.
Any members of staff wishing to have material such as book chapters or journal extracts scanned into a digital format must request this via the University’s digitisation service.
Please do not scan items yourself as you may be breaching copyright restrictions, which can be costly and disreputable to the University.
Instead please fill out the request form found on this page and email it to the digitisation team who will then carry out the scanning on your behalf.
The scans made by the digitisation team are checked for copyright licensing and are also superior in quality, using archival standard scanning which allows students to read material clearly and also functions with accessibility software such as screen readers.
The Copyright Licencing Agency (CLA) has temporarily relaxed the requirement for a University to own an original copy – this will enable us to make use of any extract held in the Digital Content Store (DCS) or where the original is owned by an academic.
They have also increased the extent limit for copying from print books so institutions can copy up to 30% or 3 chapters, whichever is the greater, instead of the current 10%.This applies to print books published by participating publishers and only where no digital edition is available through commercial channels. These amendments will be in effect until 30th June 2020.
How much can be scanned?
Most publications will fall under the terms of our CLA licence, which allows us to digitise content to the following limits:
- Up to 10% or one whole chapter, whichever is greater, from a book.
- Up to 10% or one whole article, whichever is greater, from a single issue of a journal.
- Up to 10% or one whole article, whichever is greater, from a set of conference proceedings.
- Up to 10% of an anthology of short stories or poems or one short story or one poem of not more than 10 pages, whichever is greater.
- Up to 10% or one single case, whichever is greater, from a published report of judicial proceedings.
Second Extract Service
Many publications covered under the CLA licence now also allow for an additional extract to be digitised. If you need a second extract from a publication then the digitisation team can try to obtain this under the Second Extract service.
This has additional costs attached and is at the discretion of publishers.
Please fill out a request form for the extract you need and our team will discuss the details with you.
Items not covered by the CLA licence
The CLA licence scheme covers many but not all publications.
The digitisation team will check your request to see if it is covered by the CLA and where it isn’t we will approach the publishers directly to negotiate permission to digitise this content.
Direct agreements with publishers may need additional time to negotiate.
How long does this take?
Time taken to digitise requested extracts may vary depending on the licence negotiation, complexity of material and capacity of the digitisation team.
Requests are usually handled quickly and extracts will be with you in a matter of days, however at peak times of year when we have many requests, the wait may be slightly longer.
Can digitised materials be made available on Moodle?
Once your extracts have been digitised you will receive an email from the team containing a link to where the extract is hosted on our Digital Library. Please copy this and add it as a direct link in Moodle.
It is important that you do not upload copies of digitised content to Moodle directly as this would be breaching copyright restrictions.
If you need any advice on adding digitised content to Moodle please contact us and we will be happy to help.
These are for tutors and staff across the University. They include:
- Book and journal request forms - this form is available to fill in at the bottom of this webpage
- Video and audio request forms - please email the team to request this form
If you are a student or researcher having a thesis digitised we also have waiver forms available for:
- Student Project / Dissertation (permission form for students to sign and return to the Digital Library)
- PhD Waiver Form (permission form for students to sign and return to the Digital Library)
- Third Party Waiver Form (permission form for students to sign and return to the Digital Library)
Please email the digitisation team to request a copy of any of these forms
For general enquiries, please email the team: firstname.lastname@example.org
Phone us: 0121 331 5286
Requesting Book or Journal extracts:
To request digitised copies of book or journal extracts please complete the form below. Please provide as much information as possible, as this will help the team source your items. We will respond to your requests as soon as possible.