Birkbeck Library > Using the Library > User information > Staff > Digitisation or stable e-resource links

Digitisation and E-journal linking service for staff

No scanned material which is in copyright should be uploaded to your Moodle module unless it has been digitised by the Library for your module or you have sought individual permission from the rights holder. Doing so will put yourself and the institution at risk of a claim for infringement of copyright law. Items scanned under our CLA licence by designated Library staff are covered because this information is recorded and submitted to the CLA annually.

As a member of staff you can log in to the web-form below using your Birkbeck username and password to request digitised readings and stable links to e-journals and e-books for your module’s key readings.

  • Ensure you enter all fields marked * as this information is required by us before we can process your request.
  • Legally we can only provide one chapter or no more than 10% of a book (whichever is the greater) or one article from a journal issue or no more than 10% (whichever is the greater).
  • If you do request more than one chapter/10% we will only provide the first chapter on your list.
  • If you have asked to renew scanned material used for the module in a previous year, you may be able to request a further scan from the book / article from a journal issue - but together they should not exceed the 10% scanning limit.
  • To request re-use of material previously digitised for the same module, please contact - you do not need to re-enter these in the web-form.



Please note: the web-form will time out after 30 minutes so if you are entering requests over an extended period of time please ensure you click submit within this time-frame to avoid losing data.

If you have any questions about how to complete this form please contact

Detailed information about what can be scanned under the CLA licence can be found on our copyright pages

    Deadlines for receipt of requests

    • Due to the high number of requests we receive, we have deadlines for submission of requests for each term. Requests can be made at any time though we can only guarantee to provide readings by the date you need them if they have been sent to us by this deadline. Requests received after the date will be made available as soon as possible.
    • Deadline for Autumn term 2018 is 1st July 2018
    • Deadline for Spring term 2019 is 1st November 2018
    • Deadline for Summer term 2019 is 1st March 2019

      What happens next?

      • The URLs/hyperlinks will be emailed to you as they are created and you can then embed them into your Moodle module. The method of embedding will depend on whether you have created a page in Moodle or are uploading a Word document with links already embedded.
      • Quick video that shows you how to embed a link into a Moodle page.
      • Tip – if you intend to upload your digitised readings in a Word document, you need to ensure that the URLs/hyperlinks have been embedded in the document prior to uploading it. If you have never used the hyperlink feature in Word before, use the Help feature to find out how to do this.

          Renewal of material scanned in previous years

          • If you have asked to renew scanned material used for this module in a previous year, you may be able to request a further section from a book / article from a journal issue – but together they should not exceed the 10% limit. To request re-use of material previously digitised for the same module contact

          Linking to electronic resources (e-books and e-journals)

          • You are not permitted to upload e-journal pdfs directly into your Moodle module as this is a breach of the licences we hold with our e-content providers. Please use the web-form above to request your key readings to be provided by the library as e-links. This form should also be used to request items you would like scanned by the Library.
          • Alternatively you can create links to our electronic resources yourself but you should ensure that they are stable. This means the link will work for students whenever / wherever they log in. If you use the link that appears in your web browser this will not work for your students when they try to log in at a later date. Creating a stable link requires additional steps but reduces the number of queries you will receive from your students about broken links in Moodle.
          • Different journals are accessed and linked to in different ways, and these can change over time.
          • This document provides you with the most current and direct way of doing this: Linking to e-journals

          Your responsibilities re print impaired students on your module

          • The Library's Accessible Readings Service has changed:
          • All materials scanned by the Library for Moodle now have a basic level of accessibility so text can be copied and pasted and read aloud with text to speech software such as ClaroRead. Electronic notes, comments and highlights can also be added.
          • The Library's Disability and Dyslexia Support Team will continue to liaise with students who require additional support. The team can be contacted here:
          • Please remember you cannot legally scan material yourself and upload this into Moodle. As well as breaching copyright law, scanning material yourself means print impaired students on your module will not benefit from the enhanced accessible version the Library now provides as standard.