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Scanning

About scans for use in Moodle - limits, licences and links - and how staff can request a scan

Academic Request Form

You can request a scan on the CLA website.

To login to the form, you first need to set up a password. Enter your Birmingham Newman e-mail address to register.

You should allow 10 working days for us to complete your scanning request. We will let you know if there is a delay with your request.

Need help requesting a scan?

 

Your username will be your Birmingham Newman e-mail address ending @newman.ac.uk. To login to the request form you first need to set up a password, follow the instructions below to do this.

• Register a password using the password setup form
• Enter your Birmingham Newman e-mail address then click on 'Send'. Please do not use a personal e-mail address or your @staff.newman.ac.uk address as it will not let you register a password.
• Check your Birmingham Newman inbox for an e-mail with an activation link. If you don't find the e-mail check your junk mailbox.
• Click on the activation link

Screenshot of e-mail with an arrow pointing at the link that should be clicked on

• Choose your password - it must be at least 8 characters long, with at least 1 number and 1 capital letter
• Click on 'Submit'.
• You will get an on screen confirmation that your password has been set up
• Click 'Back to Login' to return to the login screen

 

If you get the following error screen after entering your e-mail address you should contact the library by e-mailing library-docsupply@newman.ac.uk 

Screenshot of e-mail error screen which reads Lecturer Re-set password. This e-mail does not exist within the Digital Content Store or Academic Request Form. Please contact your librarian or digitisation team

• To re-set your password enter your e-mail address in the re-set password form
• Click on 'Send'
• Check your Birmingham Newman inbox for an e-mail with an activation link. If you don't find the e-mail check your junk mailbox.
• Click on the activation link
• Choose your password - it must be at least 8 characters long, with at least 1 number and 1 capital letter
• Click on 'Submit'.
• You will get an on screen confirmation that your password has been set up
• Click 'Back to Login' to return to the login screen

You only need to complete fields marked *

Module details

• You need to tell us which module you are requesting the scan for. You can search for the module by clicking in the box ‘'Select a Course/Module’' then start to type in the code of the module. Alternatively you can scroll down the list to find the correct module.
• If your module is not listed then click “'Course/Module not in list”' and type in the module code

Requesting a scan for more than one module

If there are multiple occurrences of the module i.e. September start date and February start date, or if you want to use the same scan for another module there is no need to fill out multiple forms. You should tell us the additional module codes in the 'Notes' box at the bottom of the form

Extract details

• Select the type of item you are asking us to scan - Book or Journal
• In the ‘Extract Title’ box enter the chapter number if applicable as well as the title
• Complete as much information as possible about the extract. You can use the 'Notes' box at the bottom of the form to provide more information

Page range

• Enter the page range using either dash separators (for consecutive extracts) or comma separators (for non-consecutive ranges) or both. For example 1-20 or 1, 10, 15, 45
• If a consecutive page range moves from Roman to Arabic numerals you must split these out with a comma separator. For example consecutive range i-15 will not work. Instead it should be i-xii, 1-15
• The form will not be successfully submitted if there are spaces in the page range. For example 1 -20 will not work but 1-20 will be accepted

If you are struggling to submit the form because of an issue with the page range, enter the page range 1 in the page range box then make a note of the pages you want us to scan in the 'Notes' box at the bottom of the form.

Birmingham Newman University holds a Copyright Licensing Agency (CLA) Higher Education Scanning Licence

This sets out the conditions under which we may make digital copies of copyright material published in the UK including copies made for use on Moodle.

For each module we can scan:

  • 1 whole chapter from a book

  • 1 whole article from a magazine or journal issue

  • 1 whole scene from a play

  • 1 short story, poem or play (not exceeding 10 pages in length) from an anthology

  • 1 whole report of a single case from a volume of judicial proceedings

  • 1 whole paper from a set of conference proceedings

OR

10% of the total publication (whichever is the greater)

 

If you ask us to scan something for you we will check that our licence allows us to scan it and if it doesn't we will let you know.

If you want to check yourself before you send us a request you can use the Copyright Licensing Agency's Check Permissions search.

We may not be able to provide scans for some titles published in the USA because our licence does not cover us to scan them. Some US-based publishers will allow us to scan from a printed copy, but only if no suitable e-book version is commercially available.  We will let you know if there is a problem with your request.

We only provide scans of items which the library owns in its print collection. You can check if we own something before you submit a request by using Library Search. Here you will also find, an extensive collection of e-books as well as access to a large number of online journals.

To share content we have scanned for you with your students, you must embed the link we provide in Moodle, along with the bibliographic information for the source material.

The most effective way to do this is to add a new 'URL' resource and then:

  • Enter brief details of the scanned item so your students can easily identify it, for example the author, title and page number(s). You can copy this information from the scan cover sheet.
  • For accessibility, it is good practice to indicate if the link will open in a new tab. You can either type in the text (opens in a new window) at the end of the name field or insert the code <i class="fa fa-external-link"></i>, which will insert the external link icon.
  • Copy and paste the link into the 'External URL field'.
  • In the description field, add the full bibliographic reference. You should format this to match the Birmingham Newman Referencing style (or whichever style you recommend to your students).
  • Make sure that the 'Display description on course page' checkbox is ticked, so the full reference for the scan appears below the link.

For more guidance on adding new resources to Moodle go to the Moodle Training Guide. You can also contact e-learning@newman.ac.uk or submit a call on Top Desk.

If you have any questions about using scanned content contact library-docsupply@newman.ac.uk.

Need more help with Copyright?

We have put together some useful information for staff on our staff copyright pages.

Last reviewed

Last reviewed: 2 April 2024

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