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How to comply with copyright when scanning material to the Bloomsbury Learning Environment

SOAS has a CLA Higher Education Licence which enables staff to scan a large number of published works and share copyright material with students. This guide is for staff who want include such copyright material as part of their course packs on the Bloomsbury Learning Environment (BLE).

The following steps will ensure that the material used in your modules is compliant with the rules:  

1. Register as a ‘designated person’ who is authorised to scan under the CLA Licence

Complete the CLA Designated Person Form (msword; 36kb) and return it to copyright@soas.ac.uk. This only needs to be done once.

2. Review your modules on the BLE every year

Before the start of each academic year, review the readings you use in your modules. If you will not be running a course, make sure that you delete all copies of previously scanned readings, both from the BLE and anywhere else that you retain a copy. If you are running the course again but will not be using any of the readings, delete them.

3. Identify the texts that you want to use for each of your modules

Try and avoid “textbook substitution”: eliminating the need for students to purchase a standard textbook on the subject by covering the same topics with the range of readings provided.

4. Check whether texts are covered by the CLA Licence

The easiest way is to use the CLA’s Title Search system.

The CLA also provides guidance on what can be copied and what can’t be copied.

If you can’t copy the work under the CLA Licence, you may still be able to use it under the copyright exceptions for educational use.

Reproducing electronic versions of texts: the CLA Licence allows copies of texts that are already in electronic form (eg on an external website or in an e-journal) in some circumstances. For journals, this will depend on whether SOAS subscribes to it and the associated terms. For articles on an external website, you should check the terms and conditions of the website. In most cases, however, you should just provide a link to the online page or electronic article as this will avoid any copyright issues.

5. Make sure that SOAS owns a copy

You can’t scan the text for teaching purposes if SOAS doesn’t own a copy of the book – even if you personally have a copy. Check the Library catalogue.

You must use the latest edition of a book unless there is a very good reason (eg the text you want to use doesn’t appear in the latest version). Check that the Library holds the most recent edition/version and, if not, ask them to order a copy.

6. Scan no more than the limits permitted under the CLA Licence

You are only allowed to scan one chapter, article or other item in a volume, or extracts up to 5% - whichever is greater, for each course module (if you will be using the same text for several courses, you need to register each one with copyright@soas.ac.uk – see step 8).   

If the chapter makes up a large proportion of the book, it is unlikely to be allowed.

If you want your students to read more than the permitted limit, you should ask the library to order enough copies of the books for students to borrow.

7. Complete and insert a copyright notice cover sheet before scanning

Make sure that a completed CLA Cover Sheet Form (msword; 43kb) is placed at the front of the text so that it is the first thing students will see when they open the document.

8. Send a copy of the completed copyright notice cover sheet to copyright@soas.ac.uk

Send the form completed under step 7 to copyright@soas.ac.uk. It must provide brief details of your course and list all the scanned texts that are being used, including page numbers.

For the period 1 June 2014 to 31 May 2015, you are not required to report any texts that were scanned in previous years but are being used again, so long as they were previously registered with copyright@soas.ac.uk

Information from these sheets is used to provide the School's annual return to the CLA. 

9. Upload newly scanned texts to your BLE module

If you want to add any new texts to an existing BLE module, you must go through steps 4-8.  


For further advice, contact the Information Compliance Manager at copyright@soas.ac.uk.