The CLA HE Digitisation Licence – a brief guide

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					    The CLA HE Digitisation
Licence – a brief overview of
        how it might operate
                       Dr Jane Secker
                Chair of Heron User Group /
       UUK / SCOP Copyright Working Group


                        29th June 2005
Background and context
   1999 CLA HE digitisation licence transactional –
    all items had to be cleared and paid for by HEIs
   Made scaling up digitisation services expensive
    as no economies of scale
   The more students on a course – the more
    expensive the price
   The longer the extract the more expensive the
    price
Negotiations with the CLA
   Publishers and the CLA gradually were starting to
    recognise that current model not scalable
   Recognition that technologies converging – many
    photocopiers are now scanners
   E-learning the main driver for change – wanted to
    licence activity they suspected would go on regardless
   Had issued joint scanning / photocopying licences in
    other sectors (Business, FE, etc.)
   Has taken considerable time to negotiate for HE – I was
    invited to join group relatively recently in recognition of
    the need for practitioner involvement
But…..
   The licence has not yet been finalised so
    anything said here is how we
    ANTICIPATE the licence will work
   User guidelines are currently being drafted
    by David Crook of the CLA
   Hope to answer many of your questions…
    but some areas still not clear until we see
    final licence
Main terms of the licence
   3 year trial being offered to institutions as an
    optional addition to your photocopy licence
   Licence will start on 1st August 2005, although
    institutions can sign up at a later date and pay
    pro rata
   Price is 50 pence per FTE in addition to your
    paper licence
   Allows creation of digital copies from original
    owned by HEI or copyright fee paid copy
   Integrity and authenticity of original must be
    maintained but OCR allowed
Terms of the licence (continued)
   Must include a copyright notice with
    bibliographic details
   Access to the readings must be restricted by a
    secure network – use in VLE anticipated
   Scanned readings must only be accessible to
    students and staff on designated course of study
   Who can scan? CLA assume that service will be
    managed, although can outsource scanning
   Requirement to include the name of the person
    who uploaded the file to the server
Coverage
   CLA exclusions will apply as for printed works
   One chapter from a book / one article from a
    journal or no more than 5% of work (whichever
    is greater)
   UK publications only: publishers whose main
    place of business is in the UK
   Covers HEI staff to scan or contract to external
    bodies
   Allows distribution via a secure network / VLE
Coverage (con’t)
   No ‘digital exclusion’ – material which is
    available in digital collections (e-journals, e-
    books) can be scanned from the printed version,
    but must report this to the CLA
   Can scan images. Still awaiting final wording
    about disembedding of images but can’t build up
    an image collection under this licence
   Can make back-up copies, e.g. for ‘disaster
    recovery’ procedure.
Requirements
   Reporting of all material that is scanned to the
    CLA in a spreadsheet including details of:
       ISBN / ISSN / Year of publication / Volume if a journal
       Author
       Page numbers
       Course details – course title, code, duration in weeks, student
        numbers
       Name of person who uploaded the file
       If a digital copy exists and decision made to scan, must specify
        why this was done from a range of options
Further requirements
   Must allow audit of VLE and other systems by
    CLA on request
   Institutions should have published statement for
    students of disciplinary procedures if licence
    breached
   Files must be deleted at the end of the course
   HEIs will be encouraged to regularly weed
    digital collection ‘not less than once a year’
The licence in practice: what we plan
to do at LSE
   An existing service allows staff to request
    scanned readings for use in their online course
   New courses will be able to request readings
    covered by the licence (so no copyright
    clearance)
   We record all the details of what is scanned and
    will report this to the CLA
   Files are made available on a secure server
   Links to the files are sent to the appropriate
    lecturer who adds the link to their online reading
    list in the VLE
Issues at LSE
   Resource implications
       Staff – in-house vs Heron
       Equipment
   Managing demand for the service
       Restricted to 10 readings per course per term
       Restricted to courses using the VLE or large
        population courses
   What to do in future – whether to copyright clear
    readings not covered? Or just to scan under
    licence
The licence offers a range of
options….
   Some institutions will need to set up e-course
    pack services from scratch
   Some may adapt their paper course pack
    services
   Some can scale up their electronic course pack
    services
   Some may choose to let departments manage
    this rather than offering a centralised service
   Heron will be offering a digitisation only service
    if no staff / equipment in house
Summary
   The licence is going to allow published material
    to be used in the VLE more widely
   The licence will have many obligations on HEIs
    to ensure compliance
   It is only a trial as publishers want to see if there
    is an impact on primary sales
   Proceed with caution and plan your services
    well!
Any questions??

				
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