Uploading a PDF to MyLearningSpace or Canvas might feel like the quickest and easiest way to share readings with your students. But while that might seem convenient, it can cause unexpected problems with copyright, accessibility, and even your students’ learning experience.
This guide explains why uploading PDFs can cause issues, how to share readings effectively using links or digitised extracts, and how we can support you.
This guide focuses on PDFs of published academic content — such as book chapters or journal articles — where copyright or licensing restrictions usually apply. Other types of PDFs, such as your own materials or documents with clear reuse permission, are generally fine to upload.
We get it – many staff upload PDFs to the VLE. It often feels like the fastest and most reliable option, especially when:
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):
What to do instead: Use Leganto to share readings – it creates legal, accessible, and trackable links for students. You can also request digitised copies when no online version is available.
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.
Aways use your reading list (Leganto) to share resources the right way. When you add an item to your list from LibrarySearch, or a publisher platform via the Cite it Bookmarklet, Leganto creates a legal, accessible, authenticated link for your students — no need to upload PDFs.
It helps you:
Not sure how to link a resource? Our reading list guide walks you through it:
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:
Important: Staff must not scan or upload PDFs themselves. The CLA Licence requires all digitisations to be created and distributed by authorised Library staff.
See also: Scanning for teaching
Open Access materials are free to read and free to share for teaching — but only if the licence allows it.
Check for:
A Creative Commons (e.g. CC BY) licence
A clearly stated permission for reuse in teaching
If in doubt, don’t upload the PDF — link to the source instead using Leganto
If you've previously uploaded a PDF to MyLearningSpace — for example, a scanned book chapter or downloaded journal article — and you're unsure whether it was shared legally, we recommend removing it.
Even if the content came from a library database, direct uploading is often not allowed under the publisher’s licence. Instead:
Link to the article or chapter using the library’s authenticated link (Leganto makes this easy).
If the content isn't available online, request a digitised copy through the Library’s scanning service — we’ll handle copyright checks and provide a secure link you can share in MyLearningSpace.
See: How to request scans
Not sure what’s allowed? Contact us at library@abertay.ac.uk— we’re here to help.
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.
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.
See also Scanning for teaching
If you're unsure what's allowed, or want help using Leganto or requesting a digitisation, we're happy to support you.
Email: library@abertay.ac.uk
Last modified by Library Services