Uploading a PDF to MyLearningSpace might feel like the quickest and easiest way to share readings with your students. But in many cases it creates avoidable problems with copyright, licensing, accessibility, and resource management.
In most cases, the better approach is simple: link to the reading through Leganto or, if no online version is available, request a digitised extract through Library Services. This page explains why.
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 know why this happens. It often feels like the fastest and most reliable option, especially when:
These reasons are understandable, especially when you are trying to make access easy for students. But uploading PDFs of published academic content can create problems that are often avoidable.
These issues apply specifically to PDFs of published academic content — such as scanned book chapters or downloaded journal articles:
For published academic content such as scanned book chapters and downloaded journal articles, direct uploading is often not the best route.
Copyright and licence risk
Access to a publisher PDF through Abertay's subscriptions does not automatically mean it can be uploaded to MyLearningSpace. Some publisher licences permit extracts to be included in VLE teaching materials, while others permit linking only. The CLA Higher Education Licence may also allow digital copying from covered publications, subject to its conditions. Linking through Leganto is usually the simpler approach.
Accessibility
Re-uploaded PDFs may not preserve the accessibility features available through the original publisher or platform version.
Usage evidence
Re-uploaded PDFs usually do not contribute to publisher or platform usage statistics in the same way as authenticated links. That matters when resource value and renewals are reviewed.
Version control
A static PDF may not reflect later corrections, updates, or retractions.
Use Leganto to share readings.
When you add a Library resource to your Leganto reading list using an appropriate link, students can normally access it through Abertay's subscriptions, with authentication where required. This is usually the best option for journal articles, ebook chapters, and other Library content.
Using Leganto helps you:
If you are not sure how to do this, use the reading list guidance or contact Library Services.
If a book chapter or journal article is not available through Abertay’s subscriptions or as material with clear reuse permission, request a digitised extract through the Library’s Digitisation Service.
At Abertay, staff must not scan teaching extracts or upload those PDFs themselves. Library Services manages this process so that licence coverage, copying limits, source-copy rules, and sharing arrangements are checked properly.
To request a scan, use the online request form or contact library@abertay.ac.uk.
See also: Scanning for teaching
Do not assume that “open access” means you can upload a PDF wherever you like.
Some open-access material can be uploaded or reused for teaching where its licence permits this. Limited copying may also be allowed under a copyright exception, or where the material is no longer protected by copyright. However, being free to read does not, on its own, mean you can upload the whole PDF.
Check for:
If there is no clear reuse permission, linking to the source is usually the simplest option. If you want to upload a copy, ask Library Services to check whether another lawful route applies.
If you have already uploaded a PDF to MyLearningSpace and you are not sure whether it was shared lawfully, the safest step is usually to remove it and replace it with the correct route.
In most cases, that means:
If you are unsure what to do with something already on your module, ask us at library@abertay.ac.uk
Not sure what’s allowed? Contact us at library@abertay.ac.uk— we’re here to help.
Do not assume a PDF is safe to upload just because:
In these situations, the right answer is usually still to link instead, or to ask the Library to provide the compliant route.
Contact library@abertay.ac.uk if you want help with:
See also: Copyright Guide for Teaching and Scanning for teaching.
Last modified by Library Services