Answered By: Jane Cooke
Last Updated: Apr 25, 2018     Views: 382

The University of Liverpool holds a licence from the Copyright Licensing Agency (CLA), which allows members of the University to scan extracts from copyright works in order to support teaching and learning.

But we have to comply with the terms of the licence, which involves filling in a copyright form for each item uploaded to VITAL, details below.

If you are referring students to a journal article and the University subscribes to the journal electronically, simply make a link from VITAL to the article on the journal’s Website. No forms need to be filled and usage of the journal shows up on the library’s usage statistics.

If you currently use Reading Lists@ Liverpool then it may be more convenient for you to use our Digitisation Service – find out more below. If you do not currently use Reading Lists @ Liverpool but would like to use our Digitisation Service then please contact your Liaison Librarian.

If you want to use printed copyright material (from a book chapter or journal article) in a PowerPoint presentation or upload it to VITAL, then you must follow the five step procedure below.

Help is always available from your Liaison Librarian: or the Library’s Licensing Manager tel. 0151 794 2689.

Five vital steps

  1. Ensure that the original printed material, whether book or journal is owned by University of Liverpool. The University (not the individual) has to own a copy of the material to be scanned. This means it must be part of the University library collection, School, or Department collection. If the University does not own a copy of the material please see your Liaison Librarian for further advice. Please note: Scanned materials have to be made from the latest edition of the book, but you may override this by giving a pedagogical reason for using an earlier edition.
  2. Use the CLA Title Search to assess whether permission to scan will be granted. If the item is not covered by the CLA licence, you will need to seek permission from the rights holder before you can scan the material - contact your Liaison Librarian to discuss further options.  
  3. If permission is obtained, ensure that scanning is kept within the limits of the CLA licence:
    • one article from an issue of a journal
    • up to one chapter or 10%, whichever is greater, of a book
    • one poem or short story of up to ten pages from an anthology
  4. Complete the Copyright Notice and forward a copy to your Liaison Librarian who will ensure that the details are recorded and submitted to the CLA in the University of Liverpool’s annual return.
  5. Finally, upload the scan to VITAL. Each scan must be prefaced by a completed Copyright Notice.

This is the required procedure for the university to comply with copyright law.

Please note: the distribution of scanned extracts of copyright protected material without either having first secured the rights owner's permission or having fully complied with the terms of the CLA HE Licence, might expose both the individual responsible and the University of Liverpool to charges of infringing copyright legislation which may lead to you having to take down/remove the work and lead to reputational damage to the University.


The University of Liverpool holds a licence from the Copyright Licensing Agency (CLA), which allows certain designated members of the University to scan extracts from copyright works in order to support teaching and learning.

The CLA HE licence allows for the scanning of restricted amounts of copyright material published in the UK. These scans can be placed on VITAL or included in PowerPoint presentations for use in teaching on specific courses.

The licence permits a certain amount of scanning (see step 3 above for limits). Some categories of published works, as well as some specific works by individual authors, visual artists and publishers, are not covered by CLA's licences. For more information see the CLA webpage on excluded work.

All scanning must follow the CLA procedure, including the provision of copyright notices, and must be recorded and reported to the CLA on an annual basis via the University Library Service. Full terms of the licence available from CLA HE Licence terms.

Further information about using copyright, see both the Library’s Copyright Guide and the CLA Guide.


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