This article covers the following:
- Searching for a journal article
- Searching: Records
- What to do if the search result includes incorrect information
- Searching: Permissions
- Page ranges
Searching for a journal article
When searching for journal articles in the DCS, the DCS will search Crossref and the DCS itself, where other users have created records manually. The first part of your request is twofold:
- Checking if there's already a record for the title in the DCS
- Checking if the title is covered for use under the CLA HE Licence
These are both done in the same search.
1. Search: Is there a record for this title in the DCS/Crossref?
When using the DCS to search for journal article permissions, we would recommend that you use the article title, as opposed to the journal title, in your initial search. Alternatively you can use the ISSN if and search for the article name in the Quick Filter search bar.
If the article is not available you can add it using the Add New Record function.
Note: CLA can amend most of this metadata for you later if needed. The ISSN cannot be added or amended later so make sure this is correctly entered.
What to do if the search result includes incorrect information
Occasionally you will see that the title in your search results includes incorrect metadata. Please double check whether the ISSN is correct, and if it is, progress with your request. You should also email us at email@example.com and let us know what needs to be corrected, and the DCS support team will get this sorted for you.
If the ISSN is incorrect, please add a new record for the title. The DCS support team cannot amend ISSNs in the records, so if you progress with a request using a record with the wrong ISSN you will need to start over to use the correct one.
2. Search: Permissions
Once you've found the correct record, or added one manually, you should check whether you've permitted to use this under your CLA HE Licence. Below the title metadata you can see the Licence Verification. The information displayed here is the same as in the Check Permissions tool on the CLA website, without the permissions for photocopying which is not relevant when using the DCS.
A green tick indicates that the title is covered for scanning and/or digital copying, and a red cross means the title is excluded and cannot be used under the Licence. An amber search result means that the title has not been found in the Check Permissions database. For more information about checking permissions in the DCS, go to this article.
Click the 'view details' button to get some more information about the permissions for this title:
Note: If the title is excluded from the licence you might want to contact the publisher directly to request permissions to use it. You can still progress with your request, as it is permitted to use the DCS also for non-CLA licenced material so long as you've ensured you're permitted to use the content in another way. If you believe a title has been wrongfully excluded, or you get an amber search result and you're not sure if you can use the title, you can contact the CLA Education team to check.
Once you have found the record, if not already available or correct, you can then add pagination to the search to look for the extract in question. This should be in the following method: 1-10, 25, 32, 35-37
So consecutive page ranges are separated with a dash and non-consecutive page ranges separated with a comma.
You can also add Roman Numeral entries, but remember that these have to always be non-consecutive from Arabic numbering (for example you should never add vii-10 even if this is the consecutive page range you used) as we will be unable to work out what the number of pages are as we will not know how many Roman Numeral pages are in the book (for the example before enter vii-xxi, 1-10).
Please be aware that the DCS is currently only able to search the repository for journal articles based on ISSN and page range and therefore, in rare circumstances, you may find articles that are incorrect for your search (these would be articles from another issue of the same journal that happen to have the exact same page-range).
Therefore please preview the scans before selecting them. CLA would advise HEIs to always previews scans anyway, to ensure the information is correct and that the quality is good enough for your use.