Uploading PDFs to the VLE

We get it – many staff upload PDFs to the VLE. It often feels like the fastest and most reliable option, especially when:

• It seems quicker than finding and copying a link
• You’re concerned students might hit access barriers (e.g. login issues)
• You’ve already got a copy of a book chapter or journal article from a colleague, your bookshelf, or online
• You found the article on ResearchGate or in a professional mailing list

These reasons are completely understandable — especially when you're short on time and trying to help students access materials. But unfortunately, uploading PDFs can lead to unexpected problems.

Why it’s an issue (in brief):

• Uploading PDFs can breach copyright and licence terms
• They often lose accessibility features
• Their use isn’t tracked, which affects resource renewals

These issues apply specifically to PDFs of published academic content — such as scanned book chapters or downloaded journal articles: 

Copyright and Licensing Risks: Most publishers don’t allow PDFs to be uploaded directly to VLEs – even for teaching. If licence terms are broken, they can restrict or remove access to entire platforms. The good news? Our subscriptions already allow students to access the same content legally, through authenticated links.

The Hidden Cost of Uploading PDFs: PDFs don’t count toward usage statistics. Low usage data makes it harder to renew essential resources. Linking via Leganto or authenticated publisher links helps us track usage and support continued access.

Accessibility – Why Linking Is Better for All Students: Re-uploaded PDFs often lose essential accessibility features such as screen reader compatibility, text resizing and reflow, and proper tagging and headings.

Research Integrity and Up-to-Date Content: Articles can be corrected or retracted after publication. A re-uploaded PDF is a static snapshot – students may miss those updates.

Our Golden Rule: Link, Don’t Upload.

Using Leganto in your reading list helps you share resources the right way. When you add an item from your list in LibrarySearch, Leganto creates a legal, accessible, authenticated link for your students — no need to upload PDFs.

It helps you:

• Provide the latest, legal version of each reading
• Support students with built-in accessibility tools
• Track usage and student engagement
• Give you a more consistent way to manage and update across modules

Not sure how to link a resource? Our reading list guide walks you through it:

How to use the Reading List system (Leganto).

If a book chapter or journal article isn’t available through our library subscriptions or as an Open Access version, you can request a digitised extract – typically a chapter or article – through the Library’s Digitisation Service.

To request a scan of a book chapter or journal article not held electronically by the university, use the online request form. New users should click on ‘New User’ and complete the registration using their Abertay email address.

If you have any questions or problems with using the form, please email library@abertay.ac.uk.

Please allow up to 5 working days for your request to be processed, as scanning is outsourced to the British Library.

The Digitisation Service ensures materials are:

• Stored securely
• Legal and compliant
• Easy for students to access via authenticated links

If you’ve already uploaded a PDF to MyLearningSpace or Canvas:

1. Remove the PDF
2. Replace it with a link from your Leganto reading list.
   Adding the item via LibrarySearch creates an authenticated link automatically. Alternatively, use a direct publisher link if available.
3. If the book chapter or journal article isn’t available online, request a digitised extract through the Library using Leganto
4. Contact the Library if you’re unsure what to use instead

Why it matters:
Uploading PDFs can breach licence terms and jeopardise access for everyone. By linking instead, we ensure students get the most accessible—and legal—version of each resource.

You can’t upload PDFs — even in these common situations:

This includes most PDFs of book chapters or journal articles, even if they’re easily found or previously shared.

• You have a saved or scanned copy
• You got it from a colleague or mailing list
• You found it on ResearchGate or elsewhere online
• You know it’s Open Access but there’s no clear reuse licence

Use Leganto or request a digitised extract from the Library instead — it’s the best way to stay compliant and ensure fair access for all students.

If something isn't available digitally, we can usually help with a digitisation (typically a chapter or article) or suggest an alternative.