Digital Scanning Service

The Copyright Licensing Agency (CLA) HE Licence allows the creation of scanned copies of published material 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 to support your teaching, please follow the process below.

Before you place a request

Scanning for course modules must be in accordance with our CLA Licence, under which the limits are:

  • one article from a periodical, or
  • one chapter of or 10% of a book – whichever is the greater.

In addition, the CLA offers us a Second Extract Permissions Service:

By paying a fee, we are able to double the normal limits to include a second article from the same periodical, or two chapters/20% of a book. Please note that this service does not cover all publications, as it relies upon a rights-holder opting in to the service.

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.

Scanning must be for educational use and relate to a specific course of study.

How do I request a scan?

If your request meets the above requirements, please send the details via email to the Scanning Service.

Please ensure that Scan request is present in the subject line, and that you provide the following information:

Module Name
Module Code

If your request is for a book:
ISBN
Book Title
Chapter Title
Chapter Author
Page Range

If your request is for an article:
ISSN
Journal Title
Article Title
Article Author
Page Range

We will acknowledge receipt of your request and, once our system has verified the details, a scan will be made by ILS staff which will include a copyright top-sheet to comply with the CLA regulations. A link to the material will be added to the appropriate rebus:list online reading list. Please note that at busy times of the year (such as the start of the semester) there may be a longer than usual wait for scans to be uploaded.

Extra information

Access to scans is provided through the CLA’s Digital Content Store. Please note that scans cannot be uploaded directly to Moodle as this will breach the conditions of our licence.

Newspaper articles are not included under the terms of the licence; please see our Databases page for our subscriptions to newspaper databases.

Material either available through York St John University in electronic format, e.g. a journal article available as an electronic journal through Information Learning Services, will not be scanned.

For further guidance on copyright issues, and clarification of the legislation, please see our copyright information pages.

Only items published in the UK will automatically be covered by our licence. Material published elsewhere in the world will be subject to possible exclusion depending on the conditions imposed by the publisher.

Contact us

For further information, please contact the Scanning Service: scanning-service@yorksj.ac.uk.