Policies Index Comptroller Home UVA Documents Search

Policy: XV.F.7

Issued: February 28, 1992

Owner: University Comptroller

Latest Revision:



All copyright policies (XV.F.1-9) are considered by the University to be out-of-date and under revision. New policies on Copyright Compliance will be issued by the University Library in early 2009. For general guidance in the interim, consult the following resources: US Copyright Office: http://www.copyright.gov/ and http://www.copyright.gov/circs/circ1.pdf The Association of Research Libraries: http://www.knowyourcopyrights.org/

1.0 Purpose

This policy describes the general guidelines for obtaining permission to copy copyrighted material.

2.0 Policy [Top]

2.1 Uses of Photocopied Material Requiring Permission

Repetitive Copying

Classroom or reserve use of photocopied materials in multiple courses or subsequent years will normally require advance permission from the copyright owner.

Consumable Works

Copying of consumable works, e.g., workbooks, exercises, test booklets, etc., normally requires permission from the copyright owner.

Creation of Anthologies as Course Text Material

Creating collective works or anthologies, by photocopying a number of copyrighted articles and/or excerpts to be purchased and used together as a basic course text, will usually require the copyright owner's permission. Such photocopying is generally considered a substitute for book purchases, and is less likely deemed fair use.

2.2 How to Obtain Permission

All University Printing Services Copy Centers now offer a copyright approval service to obtain permission for material to be copied for educational purposes. Contact a copy center or the Printing Office for more information.

If you must request permission to photocopy copyrighted material, you should communicate complete and accurate information to the copyright owner. To expedite the process, the American Association of Publishers suggests the following information be included in the request letter:

The request should be sent, together with a self-addressed return envelope, to the permissions department of the publisher in question. If the address of the publisher does not appear at the front of the material, it may be readily obtained in a publication entitled THE LITERARY MARKETPLACE, published by the R. R. Bowker Company and available in all libraries.

The process of granting permission requires time for the publisher to check the status of the copyright and to evaluate the nature of the request. It is advisable, therefore, to allow enough lead time (4-6 weeks) to obtain permission before the materials are needed. In some instances, the publisher may assess a fee for the permission. It is not inappropriate to pass this fee on to the students who receive copies of the photocopied material.

The Copyright Clearance Center (CCC) also has the right to grant permission and collect fees for photocopying rights for certain publications. Libraries may copy from any journal which is registered with the CCC and report the copying beyond fair use to CCC and pay the set fee. A list of publications for which the CCC handles fees and permissions is available from the CCC, 310 Madison Avenue, New York, N. Y., 10017.

For a sample letter to copyright owner (publisher) requesting permission to copy, see Procedure 15-6, "Obtaining Permission to Copy."

3.0 Definitions [Top]

4.0 References [Top]

Policy XV.E.1, "Copyright Policy"
Policy XV.E.2, "Patent Policy"
Policy XV.F.1, "Copying of Copyrighted Materials: Introduction"
Policy XV.F.2, "Copying of Copyrighted Materials: Reproducing"
Policy XV.F.3, "Copying of Copyrighted Materials: Special Circumstances"
Policy XV.F.4, "Copying of Copyrighted Materials: Videotaping"
Policy XV.F.5, "Copying of Copyrighted Materials: Copying Works of Music"
Policy XV.F.6, "Copying of Copyrighted Materials: For Academic Purposes"
Policy XV.F.8, "Copying of Copyrighted Materials: Infringement"
Policy XV.F.9, "Copying of Copyrighted Materials: Licensed Computer Software"

5.0 Approvals and Revisions [Top]

Maintained by University Comptroller
© 2000 by the Rector and Visitors of the University of Virginia