This article covers the following:
- Searching for a book
- Searching: Records
- What to do if the search result includes incorrect information
- Searching: Permissions
- Page ranges
- Adding extract details to your request
Searching for a book
When searching for book titles in the DCS, the DCS will search OCLC 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/OCLC?
When using the DCS to search for book records and permissions, we would recommend that you use the ISBN in the first instance, as this makes it more likely to find the correct record.
If the result is Not Found (for the bibliographic record rather that the CLA Permission) you can add the title in to the search as this will occasionally help find the correct result. Please also note that if you have a space in your search after the ISBN ("9781138192782 "), this will occasionally give a 'not found' result. Please remove this and try to search again if you found that a space has been included in your search.
You can also search for a title and use the Quick Filter to find the correct result using any of the headers in the search results (ISN, Title, Author, Publisher).
If the Book is not available you can add it using the Add New Record function.
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 ISBN is correct, and if it is, progress with your request. You should also email us at firstname.lastname@example.org and let us know what needs to be corrected, and the DCS support team will get this sorted for you.
If the ISBN is incorrect, please add a new record for the title. The DCS support team cannot amend ISBNs in book records, so if you progress with a request using a record with the wrong ISBN you will need to start over to use the correct ISBN.
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 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).
Adding extract details to your request
Once in the Active Request, book requests will have an extract detail section. This is where you have the option of adding extract details to your request (which will populate the automatically generated Copyright Notice for CLA licensed content).
These can be updated at any time by clicking 'Update Chapter Information'.
These details will auto-populate if you are processing an academic request which included these details.
You can also try to source details from the DCS by clicking the 'Source Chapter Information' button.
A popup will appear detailing all the extract details held in the DCS. You can select these individually by simply clicking in the relevant cell, or else you can 'Select All' to select all items in that row.
If you do not see any results after clicking this button, we recommend completing your request first, as there might be an extract under Source Content that has slightly different page range than what you're searching for, and this feature needs an exact page range to work. Once you have selected an item under Source Content with a different page range, your request page range will automatically update and you can try sourcing the extract details again.