About the CLA Royalties Data Collection

About the CLA Royalties Data Collection, 16 January - 24 February 2023

The University of Bedfordshire holds a licence, provided by the Copyright Licensing Agency (CLA) which enables the photocopying, scanning and re-use of published material.

From time to time the CLA asks licensees to provide them with information about the type of published content being re-used as part of a collection of royalties data exercise. This enables the agency to pay royalties to the authors, publishers and visual artists whose work is being re-used and whom the CLA represents. Published staff who are members of the Authors’ Licensing & Collecting Society are also potential beneficiaries.

Our university is one of several HE institutions that have been chosen to participate in the 2022-23 collection during the spring term, specifically Monday 16th January to Friday 24th February 2023. The Agency conducts all exercises remotely and the collection of data is recorded digitally.

The CLA are capturing copy re-use of printed publications such as books, journals, periodicals, etc. as well as digital originals which are printed out and then on-copied. Our institution’s role is an integral and much valued part of this process. Please note that the collection is not an audit or policing exercise.

What are we required to do?

All staff (including professional services) and PhD students will be required to help with the data collection exercise and this will exclusively focus around what we photocopy.

The collection of CLA royalties data will be conducted remotely using three principal data capture methods. The CLA appreciates that some university staff may maintain an element of home-working and spending less time than usual on campus; the remote methods allow for this.

How to share royalties data with the CLA:

The University of Bedfordshire has print management software PaperCut MF which can be used to submit data whilst at the photocopier. CLA have partnered with PaperCut to develop the new CLA Copy button as part of the Scan function.

Once set up, staff simply do their usual copying then, using the CLA Copy button, place the resource on the feeder or glass pane, enter the number of people the resource was shared with then press start to send their data to CLA.

A user video of the button can be found here.

Data may also be sent to a CLA-provided cloud space, particularly course packs or other resources which contain multiple extracts. The number of copies made/students it was made available to should be noted on the front along with the name of the institution. The link to this is here:

Cloud Link - https://cla.owncloud.online/index.php/s/fFHykGf6ubFiEsXPassword – LT965IXOxx6gy

Cloud space is provided for the upload of resources that include multiple extracts such as handouts or course packs. Whilst the bibliographic details of a single chapter are easily recorded online, resources with multiple extracts, images, etc. would take considerably longer.

If/when uploading to the Cloud please ensure the number of students the resource was made available to is included.
The CLA Copy button is also ideal for submitting this type of data.

Relevant copying activity will be captured using a bespoke version of Snap Survey, the demonstration site for which can be found here. There are no usernames or passwords, and the live link can be found here:

NO USER NAMES OR PASSWORD - https://online1.snapsurveys.com/Bedfordshire?PID=7a5d6c2e-e7c5-427c-8049-52f4fbe90b05

Please note that the link should be used exactly as it is above though can still be embedded as required. Once opened, if the URL on the landing page is copied for use elsewhere it will prompt the user for log in details (which don’t exist).

All staff use the same page to record data, which is submitted anonymously. Simply:
Tell us what type of publication you copied from
Enter the IS number, title and publisher
Enter the number of people the resource is for and the page details
Enter the department then click submit.
To submit data again, click the back button in your browser. If the page does not reset, click the refresh button.

Staff should consider where best to store this live link so it is easily accessible once copies have been made.

Contact:

If you have any specific questions regarding the data collection exercise please contact Carly Ramirez-Herelle (Head of Library Services), carly.ramirez-herelle@beds.ac.uk or call ext: 9341. Further information can also be found at www.cla.co.uk/higher-education-licence

Support materials:

Here you can access all of the relevant support posters from the CLA. Click on the images below to download.

About the CLA Royalties Data Collection