On 1 August (the beginning of the licence year), all the items in the DCS will be re-checked against the Check Permissions API; any items which have become excluded may be used for the remainder of the academic year, but will be flagged up in the dashboard for future planning. This article will take you through in detail what happens during the re-checking of permissions and what you need to do, to ensure you are prepared for this.
When will re-checking take place?
CLA will run the re-checking of Licence permissions during the 1st week of August, to comply with the Licence terms.
How long will re-checking take?
Re-checking will be dependent upon the number of content items you have uploaded into the DCS. The higher the number, the longer this will take. We are estimating it will take between 30 minutes for an institution with a low number of links, up to 2 hours for those with a high number of links.
What do I need to do for re-checking?
You do not need to do anything prior to re-checking to prepare for this process. However, once we have run the re-check of permissions on your institution’s content, you may need to reassess content that has been excluded from the Licence and either clear through alternative permissions, or delete it from the DCS. If content has become excluded from the Licence, the link will break in the DCS and the content will go back to a ‘Pending licence’ status. These will be flagged to you on the dashboard in the Licence section, as ‘CLA Licence Excluded’ (see screenshot below). You should keep an eye on this section during the first week of August to catch any content items that become unavailable due to being out of licence at this time.
If you believe the exclusion to be in error please email firstname.lastname@example.org.
What else do I need to do for re-checking?
You will also need to review Licence Status Unknown titles under the link on the Dashboard (see screenshot below). These will either be:
- Titles that were overridden too near to rechecks (see last FAQ below), which need to be overridden again.
- Titles with no ISN - you will need to check the website lists under 'View Details' to check these manually to ensure they are still covered.
- Queries for not found and excluded titles should be sent to email@example.com (the email address firstname.lastname@example.org can still be used)
Can students access content during re-checking?
Yes, the links will remain active for students during and after this process. The only exception to this will be where content has become excluded from the Licence. In this circumstance the link will break, meaning students won’t be able to access the content. This content will need to be re-assessed by your teams and will need clearing through other methods.
Can my team continue to work on the DCS during re-checking?
Yes, work will not be affected by the re-checking process.
What about EHESS orders?
It is fine to have pending orders during this process, they will be run through the process as well and should not disrupt it.
Will content that I’ve overridden to be ‘covered by the CLA Licence’ because it was either ‘Not Found’ by the CLA Check Permissions tool or ‘Excluded’, but which I’ve verified as included, be pulled up again and need re-assessing?
This shouldn't be the case for most titles as we have introduced a report that CLA runs that checks the DCS for items that have been overridden in the DCS to be covered by the CLA Licence when they were either ‘Not Found’ or ‘Excluded’ but subsequently verified as included. We provide this information to our Data team to update the Check Permissions database over the course of the year. This means that if you’ve overridden it previously, as long as we can confirm it is indeed covered by the Licence, we will take steps to update our Check Permissions tool to ensure it is not flagged during the re-checking process. However please note that titles overridden in the month leading up to rechecking (July) will need to be overridden again as we will not have been able to send this report to our Data Team to validate in time. If you want to override items in July you may wish to email email@example.com and the Data Team will add these to the system straight away during the month.
NOTE Remember that selecting 'Covered by CLA Licence' does not generate the link. You need to scroll to the bottom of the page and click 'Generate Link' whereby the same link as before will be regenerated.