The University of Edinburgh holds a copyright licence that allows employees to photocopy, scan and re-use published material. This includes books, journals and periodicals used for learning and teaching purposes.
The Copyright Licensing Agency (CLA) is conducting a data collection exercise at the University to help reward the creators of the published work.
From 22 January to 8 March 2024, all staff should record which books, journals and magazine articles they photocopy or print.
There will be simple digital tools to help do this, detailed below. Providing this information helps the CLA pay royalties to authors, publishers and visual artists whose work is being copied and this may include staff at the University.
Who needs to take part?
This data collection exercise applies to all University departments, both academic and non-academic, including the library and specialist areas such as research. Non-academic departments not involved in teaching or learning, such as HR and Marketing colleagues involved in administration or press monitoring, should also participate.
What do I need to do?
You can record what you copy or scan using a number of digital tools, for example:
- Using a new CLA Copy button that has been embedded into the software of most University printers.
- A quick and easy online reporting form that will capture essential information when the CLA Copy button is not an option. This will be accessible via a QR code placed next to each printer and is also available via the link below from go-live on 22 January.
- A cloud-capturing facility will be available to accommodate larger resources such as printed course packs.
Further information can be found on the IS webpages.
Please be aware that the requirement on all staff only relates to photocopying, scanning or printing publications. It does not include any digital or electronic resources, as these are reported separately, and it does not apply to students.
Staff are asked to support this exercise. It means that authors and publishers receive fair payment when their work is used. As the amount of photocopying has significantly reduced in recent years, it’s even more important to record what activity is still taking place.