Library teaching support



Requesting Copyright Licensing Agency (CLA) scans for your modules

The CLA Scanning Service makes reading list material available under the terms of the CLA Higher Education (HE) licence. Material will appear digitally in Moodle.

The Information Services Content Purchasing Team process requests for you. We operate within the restrictions of the CLA licence, which is underpinned by UK copyright law.

Before requesting a scan

  • The module must be available for you to edit in Moodle
  • Allow 4-6 weeks for your request to be processed; we use the 'Week required' field on the Moodle form to prioritise requests
  • The British Library, who provides most scans, will reject incorrect or incomplete requests; to avoid delays, give all relevant information when you request the scan and respond quickly if we contact you with any queries
  • We can only scan extracts of works (eg a chapter, article, titled subsection or 10% of a work, whichever is the greater) - roughly one extract per work per module


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How to make a request


Place your request in Moodle

You can request an extract directly from your Moodle module:

  1. Go to the module in Moodle.
  2. Turn editing on.
  3. In the relevant section, select CLA Extract Book or Journal from the 'Add a resource' drop-down list or from the activity chooser.
  4. Complete the resulting form.
  5. You need to submit a separate request for each block of pages, eg pp 9-13 and pp 15-20, even if they are from the same book.

A placeholder will appear in the section, which will be replaced with the scanned extract once it has been uploaded. You'll get an email when this has been done.

Make sure you mention any special format requirements (see 'Alternative formats' below).

If we can't provide a scan (for example if the item is excluded from the CLA licence), we will email you and remove the placeholder from Moodle. Our email will include all the information you originally gave us when requesting the item.


What can be scanned

Published material (with some exceptions), held in the Library or paid for via the British Library's copyright clearance service and covered by the CLA licence.

The following extent limits apply:

  • up to 10% or one whole chapter of a book whichever is greater
  • up to 10% or one whole article, whichever is greater, from a single issue of a journal
  • up to 10% or one whole article, whichever is greater, from a set of conference proceedings
  • up to 10% of an anthology of short stories or poems or one short story or one poem of not more than 10 pages, whichever is the greater
  • up to 10% or one single case, whichever is the greater, from a published report of judicial proceedings

The licence allows a digital copy to be made of a visual image, whether full or part page, but the Copyright Notice and Data Reporting are still needed for every single page/image scanned.


What can't be scanned

Categories of material not covered by the licence include:

  • printed music including the words
  • maps and charts
  • newspapers
  • any work that the copyright owner clearly says can't be copied under the CLA Licence

See more about CLA excluded categories and excluded works


Alternative formats

We can supply CLA scans in alternate formats under the same licensing conditions (see 'What can't be scanned?' above).

More information


Help with Moodle

How-to guides for Moodle can be found on Kent's E-learning website.

Any problems? Contact your UELT Faculty Learning Technologist.


Scan quality

We'll try to provide the best quality scan possible but this will depend on the condition of the original text that is being scanned.

If you have any concerns about the standard of a scan email


Limitations of the service

Due to CLA licensing restrictions, scanned documents can only be made available to students registered on the module for which the item was requested. To manage access compliance, scanned material will only be available in Moodle.

Material won't be included in LibrarySearch.


How the service is paid for

The CLA Scanning Licence incurs an annual fee, which is paid centrally and administered by Information Services. Charges for scanned items supplied by the British Library Copyright Fee Paid service will be deducted from your School's Departmental Materials Fund.


Photocopying under the CLA licence

The CLA HE licence also allows any member of staff to make photocopies of publications within the CLA’s repertoire, subject to the same extent limits mentioned above. These can be circulated to registered students, course tutors, visiting academics and officers of regulatory agencies such as QAA and the REF.

To check if a publication is licensed for photocopying please visit the CLA website.


About the Copyright Licensing Agency

The Copyright Licensing Agency (CLA) is a commercial organisation owned by the Publisher Licensing Society (PLS) and the Authors Licensing and Collecting Society (ALCS). Its remit is underpinned by UK law, most notably Section 36 of the Copyright, Designs and Patents Act 1988 which says that use of multiple extracts within educational institutions must be subject to licence if one is available.

Higher education institutions have a specific licence negotiated with the CLA that covers them for making multiple copies of limited extracts and making them available to registered students. The licence covers provision of both photocopies and electronic material.




Need help?

For more information about making requests:

To ask about the progress of your request:

Read our CLA scanning service collection development policy (pdf)

More about the Copyright Licensing Agency

More about Moodle and Moodle help

Information Services, University of Kent

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Last Updated: 30/09/2019