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??