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Digital Scanning Service

The Copyright Licensing Agency's (CLA) Higher Education Licence (for photocopying and scanning) allows the creation of digital copies of published material through scanning in specific circumstances and in accordance with copyright legislation.

To comply with the terms of the Licence and enable the full reporting that the CLA requires  all digital copies must be authorised and made by Information Learning Services staff

To request the scanning of a publication for Moodle please ensure that it is eligible using the checklist below:



  • Scanning must be in accordance with copyright legislation, e.g. no more than one article from a periodical issue or one chapter or 5% of a book (whichever is the greater). Newspaper articles are not included under the terms of the licence.
  • Only items published in the UK will automatically by covered by our licence. Material published elsewhere in the world will be subject to possible exclusion depending on the conditions imposed by the publisher.
  • The item must be owned either by York St. John University (in stock at Information Learning Services) or obtainable from another library that is licensed to make copyright cleared copies.
  • Material either available through York St. John University in electronic format (e.g. a periodical article available as an electronic journal through Information Learning Services) or readily obtainable in electronic form at reasonable cost, will not be scanned. Links to electronic material can be included in Moodle course modules. Please ask your Academic Liaison Librarian if you need assistance with this.
  • Scanning must be for educational use and relate to a specific course of study.
  • For further guidance on copyright issues, and clarification of the legislation, please see our copyright information pages

If your request meets the above requirements, please use the "TALIS" digitisation request" option embedded in Moodle to raise the request.  Guidance notes on how to complete this process can be found here: Scanning application

Once our system has verified the details, a scan will be made by ILS staff and uploaded into the TALIS vault. Please note that at busy times of the year such as the start of a semester there may be a longer wait for scans to be uploaded. A link to the material will be automatically placed in Moodle and will normally be fully functioning two weeks before the module begins.

Licence Conditions

  • Links to the scanned copy can be embedded anywhere in Moodle but not in any non-secure environment as the material is only licensed for use by the students signed up to the module for which the scan was done and cannot be made acceessible to the University as a whole or to any wider community.
  • Links will only be supported for the duration of the course of study.  If material is to be reused in following years for the same module the Scanning service will need to be informed.


Contact us

For further information please contact the Scanning Service.