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Teaching materials and COPYDAN

Main types of teaching materials

The university uses various forms of teaching materials, a large part of which is copyrighted:

  • Naturally, the university primarily uses books, which the students can purchase in the bookshop or online.
  • References to journals and e-books are also increasingly used. The students can download these by accessing subscription-based databases, e.g. via Aarhus University’s campus license.
  • Additionally, excerpts of books can also be copied, printed and sold to the students. However, this method is currently being phased out.
  • Finally, excerpts of books or articles can to a limited extent be scanned and posted on Blackboard, which the students can access using their password.
  • Stand-alone pictures from print and digital media can be used in e.g. PowerPoint presentations.

As most of the teaching material is copyrighted, you must carefully follow the rules for using teaching materials determined by the agreement on copying copyrighted material between Aarhus University and Copydan (in Danish only).

As a lecturer, if you need further clarity on copyright issues, you can find more information in the AU Library’s guidelines on copyright.

See also Copydan’s website www.copydan.dk.

Referring to digital books and articles under the campus license

Lecturers who wish to refer students to digital articles or books accessible under the university’s campus license must observe the following instructions:

  • Materials of this type may not be downloaded, become part of the scanned material or be posted on Blackboard in any other way.
  • In some instances, the lecturer may include direct links in his/her bibliography to the article or to the journal in which the article appears - but only if the institution’s agreement with Copydan expressly permits this (ask the library).
  • If the lecturer wants to include a direct link to the article or journal, he/she must ensure that the students can access the article both from a computer on campus and from home. This is best achieved if the lecturer prepares his/her literature links at home. In this way, the system will ensure that the entered or copied links are automatically adapted (using a complex coding system) so that they work both on and off campus.
  • To ensure a faster and more secure procedure, the lecturer should, however, instead include a note in the bibliography on Blackboard clarifying which of the listed journals are available in electronic form on campus, allowing the students to proceed from there.
  • However, the best and most future-proof method is to make sure that the students can find articles in e-journals via the library database by themselves. For this reason, all first semester students now receive an introduction to how to use the library database, including how to find articles when you know the title. The teaching in literature searching takes place at AU Library, Bartholins Allé.
  • Read more about linking at AU Library's website

Copying and printing

As a lecturer, you may need to copy texts for educational use, e.g. excerpts from book, with a view to publishing the material in a so-called printed compendium. In practise, this is done by contacting Helle Bundgaard, who makes sure that the relevant chapters are copied. It is a good idea to place the texts in chronological order in relation to the timetable. The compendiums are subsequently sold via Politologisk Bogformidling (an association which supplies books and compendiums for students).  

This method should only be used sparingly and primarily on the Bachelor’s degree programme (teaching of whole year groups). Please note that articles and books that the students can access on campus via subscription-based databases may not be downloaded or included in a printed compendium.

In general, special rules apply if you use this method, cf. the framework agreement between Danish universities and Copydan.

Scanning and storing

Another way of making texts available to students is to scan and subsequently store the material on an intranet such as Blackboard. If you use this method, your Blackboard page must be password-protected so that only the course participants can access the material. The material must be scanned in a format that prevents making changes to the text (e.g. an image-only .pdf file). If you want to scan material, please contact Secretary Helle Bundgaard  (or your own secretary). When the material has been scanned, you must print and submit a copy of the material with corresponding cover forms to Secretary Helle Bundgaard (to be used for reporting to Copydan). You can then upload the texts to the relevant Blackboard pages.   

Please note that articles and books that the students can access on campus via subscription-based databases may not be downloaded, become part of the scanned material or be posted on Blackboard in any other way. Such materials are subject to the rules in the above section on “Referring to digital books and articles under the campus license.” This also applies to all files on the internet - including text and image files - unless otherwise expressly stated.

Special rules also apply to scanned materials, cf. the framework agreement between Danish universities and Copydan.

The most important rules are summarised here: Copydan guidelines for copying, printing, displaying and scanning (in Danish only).

Read more about copying, printing and scanning on AU Library's website

Using pictures

An agreement between Aarhus University and Copydan Billedkunst makes it legal for lecturers to use stand-alone printed and digital pictures in their teaching materials, e.g. in PowerPoint presentations. This also applies to pictures found via e.g. Google.

‘Stand-alone pictures’ means pictures that have no accompanying text or that are reproduced without the text that originally accompanied the picture.

Legal use of pictures 
It is legal to download pictures from the internet, make digital copies of pictures, transfer the pictures to other media - such as PowerPoint, overheads, slides, internal digital networks (Blackboard), CD-ROM and other digital media - for use in teaching activities - and include the pictures in material produced by lecturers or students, e.g. in study assignments, compendiums and projects. You are also allowed to use printed pictures in your teaching.

Please note the following 
This agreement is subordinate to agreements made by the university with publishers and information providers. For this reason, you may not use pictures from e.g. Infomedia.

Remember that the artist’s/photographer’s name must be clearly stated in connection with the reproduction of their work, and that the picture may not be extensively altered.

You must ensure that only lecturers and students associated with Aarhus University can access the pictures. This is done via password protection in Blackboard.

See the agreement with Copydan Billedkunst (in Danish only) www.au.dk/fileadmin/www.au.dk/Regelsamlingen/Billedkunst_aftale_underskrevet.pdf.

Read more about images and copyright at AU Library's website


Completing the Copydan cover form - what does it contain?

As a lecturer, you must fill in a special cover form for each text with information for use by Copydan - regardless of whether you are copying or scanning texts.

You must provide information about the work’s title, author, publisher, ISBN no., possible website, number of pages used, number of copies and total number of taxable pages. Fill in the form and place it in front of the corresponding text.

You can find the Copydan cover form here.

  • Hard copy form: This form is available at the secretaries in hard copy form, incl. the current rules for copying.

The next steps in the procedure

When all texts have a cover form, the procedure is as follows:

  • Material that has been copied with a view to printing is sent to an external printing house - via Helle Bundgaard. It is a good idea to place the texts in chronological order in relation to the timetable. The compendiums are subsequently sold via Politologisk Bogformidling.
  • Material that is scanned with a view to storing it on the intranet (Blackboard): The lecturer must first submit a copy of the material with corresponding cover forms to Secretary Helle Bundgaard (to be used for reporting to Copydan). The lecturer then uploads the texts along with the corresponding cover forms to the relevant Blackboard course pages.

What is Copydan?

Copydan is an association that manages copyrights for a number of rights holders. This implies collecting and distributing compensation for the use of copyrights as pertaining to license agreements. Read more at www.copydan.dk

Framework agreement

The agreement is an expanded agreement, i.e. it includes options to scan and store material as well as produce compendiums.

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