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CLA - Collection of Royalties Data - Monday 13th January to Friday 21st February

The Copyright Licensing Agency Ltd

Higher Education - Collection of Royalties Data - A Brief Overview

The University of Warwick wishes to notify you of a collection of royalty data, conducted by the Copyright Licensing Agency (CLA) for thirty working days from Monday 13th January to Friday 21st February.

This exercise pertains to the use of published material which is being photocopied or re-used in our institution under the terms of our copyright licence. Your co-operation and compliance with all elements is requested in order to fully assist CLA with their royalty distributions.

The licence fee paid by this Institution is held by the CLA until indications of copying, or re-use, enable appropriate payments to be made to the rights holders. A fair balance in the world of intellectual property is important because the rights’ holders need users as much as users need the creators of copyright works. This exercise helps to complete the cycle and reward the authors, publishers and visual creators accordingly.

If you are photocopying from books, journals, magazines or any other printed resource which includes copyright content please take a few moments to read the instruction poster located by the appropriate photocopier(s) /Multifunction Devices (MFDs). All that is required is a single copy of the identifying page of the publication (title or verso page) including the ISBN/ISSN, where available.

Please affix a CLA data label to the copy, indicate quantities and place it in the yellow collection box that will be distributed to departments as needed.


Collection Period:

Monday 13th January to Friday 21st February (Site surveys and setups of the yellow collection boxes and associated posters may occur slightly in advance of this period)

Memo from Head of IT Print Services

NB. Please note that not all departments and colleagues will be involved in this exercise.

Your department will be contacted explicitly if your support is needed.

The latest list of locations and departments are now available. (Updated as of COB: 14/01/2020)


Any questions?

If you would like to contact us directly, please email: enquiries@warwickprint.co.uk or alternatively scroll down to view the FAQs.


Methodology:

The exercise captures re-use of data from copyright publications such as books, journals, magazines, or extracts thereof. Copyright content transcribed from a hard copy publication or online source and used in a presentation with supporting handout, but not scanned to the VLE, should also be captured by providing a paper copy of the slide(s) in question.

Paper printouts from digital material made under the CLA licence are subject to the same terms and conditions as a photocopy and should be included in the Data Collection. Copies of copies are included, as are open resources and material from hybrid publications (where a mix of copyright and open access content is included, particularly in journals).

CLA will set up yellow collection boxes with data labels and instruction posters at each relevant copier/MFD to enable the reporting of copyright photocopying.

At the final collection of data, the equipment will be cleared away.

Please note that "copying" for the purposes of the Data Collection includes photocopying and print copies made from scans when this is done as an alternative to making photocopies.


Course Packs - For Reprographics and Academic Departments

CLA Royalties data collection commences next term but the capture of course packs or compilations of extracts, for use during the current academic year, commences Monday 13th January for six weeks ending Friday 21st February. (Course packs may also be known as module handbooks, reader packs, lecture notes, etc.)

In respect of Course Packs (module handbooks, reader packs, lecture notes, etc), we would like to collect copies of packs that are used during the current academic year - irrespective of when they were initially produced.

The collection of Course Packs commenced at the date of initial contact – that is 9th October 2019 – and continues until the end of the collection on Friday 21st February.

Accordingly, CLA requests a full replica copy of any such packs which may contain copyright material.

Where possible, please use the labels supplied to the University to inform CLA of the quantity produced of each course pack. Please also provide a copy of any packs already produced. In the absence of a label please write the number of copies made on the front cover, along with the course name or department.

Packs should be passed to the local departmental yellow collection box or Warwick Print for collection.

If you are uploading digital files to print and the files contain copyright material a full copy will be required for submission attaching the label as per the sample below.

CLA Notice

Day to day photocopying from books, journals, magazines or other published material, during the collection period, should be reported following the instructions displayed by the photocopier(s) /Multifunction Devices (MFDs) and using the data labels contained in the top of the yellow collection box.


Supporting Information/Guidance Documentation:

Memo from Head of IT Print Services

Course Packs/Print Room Collection Guidance PDF

Guidelines for HE PDF

Higher Education Poster PDF

Tell us what you copy Poster PDF

Key Comms Bullet Points PDF

Existing Warwick CLA Notice PDF - For display next to all copy capable devices onsite (Valid Aug 30th, 2019 to 2022)

List of departments and locations PDF


Frequently Asked Questions (FAQs)

What locations are to be included as a part of this data collection exercise?

The following departments and locations have been selected to ensure a diverse, broad and representative list.

Will all the departments contacted have a yellow box already installed or will this happen in early January before the visit?

The CLA Royalties Officer will set up yellow collection boxes with data labels and instruction posters at each relevant copier/MFD to enable the reporting of copyright photocopying. This should occur in January during the first week of the collection exercise.

A5 flyers will also be attached to the MFDs identifying them as being included as a part of the Data Collection Exercise.

CLA staff will bring all required items with them and will visit each customer individually to set them up, display the posters and answer any questions or concerns on the day. Common and repeat questions will then be added to the FAQs to support colleagues on an ongoing basis.

What happens if we need additional boxes, data labels, posters or if our yellow collection boxes are full?

Contact us via the: enquiries@warwickprint.co.uk resource account and supply as much information as possible about the nature of your requirements and a member of the Warwick Print or ITS Printing Services team will visit and support you as needed.

Who are the CLA Royalties Officers at Warwick?

David Dunlea david dot dunlea at cla dot co dot uk is our allocated CLA Royalties Officer at Warwick and is supporting us with the preparation, setup and delivery of this exercise.

We anticipate that David will bring additional specialist colleagues with him during the first week to support the initial setup and deployment of the data collection exercise and will also be available to answer customer queries or concerns.

Are departments required to have a licensing coordinator? Do you have a list of people?

No, Warwick Print will liaise with CLA in relation to the coordination of this exercise whilst the current CLA Notice is signed on behalf of the University by the following named contact: Miriam Hounsell, Legal and Compliance Services, PA to the Director of Legal and Compliance Services.

Could you clarify if the exercise relates to printing or scanning – or is it just photocopying?

Paper printouts from digital material made under the CLA licence are subject to the same terms and conditions as a photocopy and should be included in the Data Collection. Copies of copies are included, as are open resources and material from hybrid publications (where a mix of copyright and open access content is included, particularly in journals).

Are Students or the Student Print Estate included in the scope of this exercise?

The CLA has no specific interest in the Student Print Estate which for these purposes will be out of the scope of the data collection exercise.

We are not interested in collecting information on any print being conducted by students themselves.

For course packs and other materials copied in the autumn term. From what date are departments retrospectively recording the data and for what period?

In respect of Course Packs, we would like to collect copies of packs that are used during the current academic year - irrespective of when they were initially produced. The collection of Course Packs commenced at the date of initial contact – that is 9th October – and continues until the end of the collection on Friday 21st February.

Regarding the uploading of digital files to websites or other VLE's. How do we evidence the copies being printed?

We do not require the submission of material that is “born” digital.

However, if published material that has been uploaded to the VLE or website is subsequently downloaded, on-copied and reused, then it should be treated as a “normal” paper publication.

That is to say; a copy of the page that identifies the publication - usually the page that shows the ISBN/Barcode - should be copied, one of the sticky labels (provided in the top of the yellow collection box) completed to show which pages were copied and the number of copied sets made entered on the label.

The label is placed on the single copy which should then be put in the yellow collection box, which will be found near various selected photocopiers around the University.

What do I need to do for the royalties data collection?

Before the exercise starts your CLA Royalties Officer will set up a yellow collection box next to relevant photocopiers, along with instruction posters & adhesive data labels. During the collection, whenever you copy from a published source (original or copy of a copy) you are required to let us know. However, if you copied twenty pages from a book for example, we don’t need those twenty pages; we just need to know what book they came from.

This is done by taking a copy of the identifier page – ideally, that’s the page with the ISBN/ISSN on it or the front cover with title, author and publisher details – fill in a data label, fix it to the identifier page and then simply post the identifier page into the yellow collection box.

What if a publication doesn’t have an ISBN/ISSN?

If there is no clear identifier page you can simply write the name and any other details on the sheet you are copying from. The more detail you can give us the better, so we can identify the source, even if copying from another photocopy. We also have several tools which can help to identify a publication - so it’s still important to include data from unknown sources.

If there is any difficulty in identifying the publication, we would suggest that a copy of the whole document with a completed label is placed in the yellow collection box CLA have trained staff who are very good at identifying published material. Similarly if there is a doubt as to whether material should be included please place it in the yellow collection box anyway – we can always filter it out later.

Why does CLA need this information?

Most of the revenue we get from our licence holders is redistributed as royalty payments. Only by collecting data can we ascertain whose work is being copied and how much the rights’ holders should be paid. Academic staff often publish material so, potentially, you could be helping higher education colleagues as well as authors and publishers outside the sector.

Are there any cost implications for my department?

No; there are no penalties for high volume copying of copyright material though it’s important to be aware of what the licence allows you to copy legitimately. Details can be found at https://cla.co.uk/higher-education-licence-docs.

I seldom photocopy published material - do I really need to take part?

Yes! During the exercise even if you copy something just once you still need to let us know. A one-off copying event may seem inconsequential but when aggregated with data from other institutions or sectors, its value can become very significant.

All my print copies come from digital material – do I need to include it?

Once a paper printout has been made under the CLA licence, it is subject to the same terms and conditions as a photocopy and should be recorded as such as part of the data collection exercise. Please see HE Licence User Guidelines for details.

Why do you include open access and crown copyright content?

Whilst usually beyond the scope of your CLA licence, there are occasions when we can make a distribution [payment] for these types of content. Rather than ask colleagues to check qualifying criteria it is easier to include all relevant material and anything which is not payable will simply be filtered out when the data is processed.

Are exam papers which include copyright extracts collected?

Copying of papers for examination use are excluded. However, if any other use is involved, for example using a paper after the examination in a lecture or course pack, it will need to be included in the collection.

Further information, including title search and excluded works, can be found at: www.cla.co.uk

The CLA Royalties Data team is grateful for the support and assistance provided by the University during this exercise