Custom Coursepack Centre INFORMATION PACKAGE (2011)

Custom Coursepack Centre INFORMATION PACKAGE (2011)

What is the Custom Coursepack Centre? A department of the Bookstore, partnered with Printing Services. We produce high quality customized coursepacks (at no cost to the professor), and distribute them to students via the bookstore at the lowest possible price. Coursepacks may be comprised of course notes, lab notes, copies of transparencies, handouts, a compilation of material from various books and journals, and/or complete outof-print books. We will secure all copyright permissions and handle all royalty payments to comply with Canadian copyright regulations and the U of L s license with Access Copyright. Why use a custom-published coursepack? The professor determines the content so that the coursepack is 100% relevant to the course. Texts that are out-of-print can be reproduced in their entirety. Your coursepack will never be out-of-stock or out-of-print. Additional copies may be printed on demand as required. Coursepacks can be easily revised and updated to suit the needs of the course. What do students think? Over the years the Custom Coursepack Centre has conducted several student surveys by including evaluation forms in each coursepack. Overall the results have been favourable and constructive criticisms are continually being addressed. Print Quality and Coursepack Appearance Most students who have participated in our surveys rate the appearance and print quality of our coursepacks as good or excellent. Updated technology now allows the copy centre to clean pages by eliminating any superfluous markings attributed to photocopying. They are also able to straighten and enlarge lettering if necessary. This allows us to produce a professional coursepack. Coursepack Format Again, most students who participated in our surveys agree that the format of their coursepacks is either good or excellent. Coursepack format is determined by each professor to suit the needs of his/her individual teaching style. All suggestions brought to our attention by the students are passed along to the professors so that they can modify their coursepacks for subsequent semesters, if they choose. Price and Value Most students who participated in our survey rate their coursepacks as being more valuable than traditional textbooks because they are 100% relevant to a course. However, when it comes to price, students are far more vocal about their limited budgets! The CCC and Bookstore staff have been working hard to educate students on the quality and value of course coursepacks and also to keep them informed of royalty costs. New technologies have allowed us to produce coursepacks of much higher quality than in the past. We also work closely with professors to ensure that they are aware of the many ways in which they can keep the cost of their coursepacks as low as possible. 2

How is the price of the coursepack determined? The retail price of a coursepack is determined by: Production costs (printing, binding, etc.) Royalties (copyright permission fees) Desk copies for professor/ TA Administrative costs Average Breakdown of Retail Price of Coursepacks 42% 37% 4% 17% Royalties Administrative costs Desk copies for Professor/TA Production costs Factors to remember: Copyright fees can vary from free to $0.25 per copyright page and sometimes even higher depending on the publisher/copyright holder. Our license with Access Copyright allows us to reprint most works for a set fee per page. The current rate is $0.10/page. Please note: Neither the Custom Coursepack Centre nor the Bookstore have any control on royalty increases. Access Copyright determines the rates on a contractual basis with the University of Lethbridge. How to Keep the Price of a Coursepack Low These are suggestions only. We would be happy to do any additional legwork for the professor if required. If too much of the preliminary research is left to the Custom Coursepack Centre, however, additional charges and delays in printing may result. Prov ide quality photocopies of the material to be included in the coursepack. Extra charges may be incurred if we make the copies directly from books, if page clean-up is required, or if we must obtain books from the library. 3

Include all bibliographic information on ev ery article to be included in the coursepack: - Title of the source book or journal - Author and/or editor of article and book - Publisher and place of publication - Year of publication (also Volume and Number for periodicals) - Copyright holder (if different from the publisher) - Total number of pages in the book - Page numbers used - ISBN/ISSN number - Website address (if applicable) Please e-mail a copy of the bibliographic information and/or table of contents to the Custom Coursepack Centre. This allows us to easily make adjustments if necessary. Reuse coursepacks that hav e been used in the prev ious semesters. Professors can still make additions/deletions to these coursepacks, but it can be far more cost effective to reuse past coursepacks than to start a new one from scratch since many production costs are only charged for the first print run. Use perfect binding. Perfect binding is the most economical binding for your coursepack. Consider class siz e. If there are fewer than 20 students in the class a coursepack can be very expensive if price-reducing guidelines are not followed. Production costs are divided by the number of coursepacks ordered, so the fewer students in a class the more each individual student will have to pay for production costs. Include articles/materials that are roy alty free. Royalty-free materials may include worksheets, question sets, essays, or any other unpublished works that have been compiled by you, a colleague, or even a student. In addition, articles published by the ATA, the Government of Canada, Statistics Canada, and the Government of Alberta are usually royalty free. Some professors are even going so far as to write their entire coursepacks themselves to avoid having to charge their students royalties! Please note that if any unpublished material is being considered for publication, permission must still be obtained from the potential publisher to reproduce the material in a coursepack. Ensure that all of the material that y ou w ish to use in the coursepack is 100% relev ant to y our course. Students appreciate the value of coursepacks when they realize that it is 100% relevant to the course. Be concise in your article choices to avoid increased royalty fees for articles that are supplemental and not required. K eep a price point in mind w hen compiling y our coursepack. Consider the total cost of all texts that will be required for your course and adjust your coursepack price accordingly. Stay within this budget by limiting the number of pages that require royalties 4

to be paid and work closely with the Custom Coursepack Centre to reduce costs wherever possible. Copyright Issues to be Aware of: Permission must be secured before using articles from published works, web sites, or works that are under negotiation for publication. Permission is granted on a one-time basis and must be secured for ev ery semester the material is used. Access Copyright allows us to copy the following for use in a coursepack: - 15% of a trade book (although the Custom Coursepack Centre can usually obtain special permission for up to 20%) - 5% of a textbook (although the Custom Coursepack Centre can now obtain special permission for up to 20%) Access uses the following guidelines to determine what may be a textbook: - Titles that include multiple editions - Titles that clearly identify a specific course (e.g. Geography: An Introduction; The Fundamentals of ) - Books that contain pedagogical features such as exercises and question sets - Oxford University Press has designated all of their titles as textbooks - No more than 50% of the pages in the coursepack can be taken from textbooks. We may copy any single article from a journal regardless of its length. If more than one article from a single journal is requested, the 25% rule applies. Out-of print books may be copied with the permission of Access or the publisher. The royalties for out-of-print books are paid at the regular Access rate to a maximum of $10.00. An entire play from a book containing other works may be copied regardless of length. Some publishers are not covered by the Access Copyright license and permission must be sought directly from these publishers. These permissions may take 2-8 weeks to secure. The Production and Reprint Process The Bookstore determines the initial quantity of coursepacks to be ordered based on: the estimated enrolment past enrolment sales figures from previous years if the coursepack was used previously By minimizing the leftover stock at the end of a semester, we are able to offer Custom Coursepacks at a more reasonable price. 5

After the initial inventory is sold out, students can purchase reprints on demand. They will be notified by e-mail within 48 hours when the coursepack is ready and they can pick it up at the Bookstore. Desk Copies Instructors may receive up to two complimentary desk copies as per our license with Access Copyright. If there are no Access Copyright, additional desk copies are available. The cost of these desk copies can be included in the retail price to the students, or the department may purchase the copies. If additional desk copies are required, please submit an internal requisition to the bookstore. Semester GUARANTEE DATES Guarantee Date First Day of Class Summer I 2011 March 28, 2011 May 9, 2011 Summer II/III 2011 May 30, 2011 July 4, 2011 Fall 2011 July 4, 2011 September 7, 2011 Spring 2012 October 3, 2011 January 9, 2012 ACCESS COPYRIGHT ROYALTY Current fee 10 cents per page Custom Coursepack on-the-shelf-or-free Guarantee The Custom Coursepack Centre offers a guarantee that Fall and Spring semester coursepacks will be available on the bookstore shelves, provided complete bibliographic information and originals are received by the Custom Coursepack coordinator by the guarantee date. If all necessary materials are received and the coursepack is not available to students on the first day of classes, all students registered in the course at that time will receive their coursepack free of charge. The guarantee date is necessary to ensure that all copyright permissions can be secured, and that pre-production can be completed before the first day of classes. If, within that period, certain copyright permissions are denied, or other factors beyond the control of the Custom Coursepack Centre delay the production of the package, the guarantee may be rendered void at the discretion of the Custom Coursepack coordinator. The coordinator will exercise due diligence, in cooperation with the instructor, to ensure that the guarantee remains in effect. The number of copies of the coursepack required on the shelf will be determined by the bookstore s textbook buyer. If the coursepack is on the shelf on the first day in the quantity set by 6

the bookstore, the guarantee will have been met. If the coursepack is subsequently sold out, the Custom Coursepack Centre s 24-48 hour reprint policy through the Copy Centre will be in effect. IF Y OU MISS THE GUA RA NTEE DA TE The guarantee date is not a deadline. The Custom Coursepack Centre will accept materials at any time but is unable to offer a guarantee on coursepacks received after the guarantee date. We recognize the importance of providing this material to your students and will make every effort to ensure that the coursepacks arrive in the bookstore as quickly as possible. Production times vary depending on how many coursepacks are in the queue at the copy centre. Coursepacks received after the guarantee date are completed on a first-come, first-served basis. CONTACT INFORMATION Betsy Greenlees Custom Coursepack Coordinator Custom Coursepack Centre Bookstore University of Lethbridge 4401 University Drive West Lethbridge, Alberta T1K 3M4 Telephone: (403) 382-7136 Fax: (403) 329-2595 E-mail: ccc@uleth.ca or betsy.greenlees@uleth.ca 7

DID YOU KNOW? We edit master copies in order to eliminate the common drawbacks associated with photocopying. Pages are cleaned to remove black margins or shadows, lettering can be straightened and enlarged, and superfluous markings, such as handwritten notes in the margins, can be removed. The copy centre can scan and print photographs, allowing the professors the option of including detailed images in their coursepacks. These images are sharp, clear, unlike a copy of a photocopy. Custom coursepack covers change every Fall semester to highlight a different image of the campus and to distinguish them from coursepacks used in previous years. SUMMARY OF PROCEDURE You must notify the bookstore and the Custom Coursepack Centre that you plan to use a Custom Coursepack. There is no obligation if you change your mind before the coursepack is printed just inform the Custom Coursepack Centre. Also, if you decide to use a custom coursepack after the textbook adoption deadline, you simply need to contact the Bookstore and the Custom Coursepack Centre. Supply the Custom Coursepack Centre with the material you wish to use along with a Coursepack Requisition form. This form can be found online at http://www.uleth.ca/bookstore/customcoursepack_request.html. Bibliographic information must be supplied. The Custom Coursepack office can acquire missing information, but this may delay production and add to the cost of the coursepack. Please provide an electronic copy of this information to the Custom Coursepack office. The Custom Coursepack Centre will secure copyright permission, format, produce and store the material for your course. Guaranteed delivery for first day of class if material is received by the guarantee date. Guaranteed material that is not available for the first day of class will be given to students at no charge. Material is accepted after the guarantee date and every effort will be made to have this coursepack available for the first day of classes. The original print-run is determined by the textbook buyer. Subsequent copies will be reprinted on a 48-hour demand basis. 8

FAQs 1. W hat do I need to prov ide the Custom Coursepack Centre in order to produce a coursepack? - Clean copies of all articles that you wish to include in the coursepack - Complete bibliographic information - A completed coursepack requisition form 2. W hat are the copy right limits for excerpts from In-print trade books: 15% or one chapter, whichever is greater, however the chapter may not exceed 20% of the total number of pages in the book. We may request permission for up to 25% of a book. Magaz ine/journal articles: The general rule regarding articles is that we may copy one article from a journal regardless of its length. If you wish to copy more than one article from the same journal, the 15-25% rule outlined above applies. Out-of-print books: Books that are out-of-print may be published at the current royalty rate-per-page to a maximum charge of $10.00. Permission must be granted by Access Copyright before printing. Please note, that if the publisher still carries leftover stock of an out-of-print book, or if a new edition of the book is available to be purchased, permission will be denied. Textbooks: The maximum amount that may be copied from a textbook is 5% or up to one complete chapter if less than 20% of the textbook. We may now request permission for up to 25% of a textbook. Coursepacks may not contain more than 50% textbook materials. Please note: What constitutes a textbook vs. a trade book? If the book contains pedagogical features such as question sets, or if the title contains words such as An Introduction to or Fundamentals of then it may be a textbook. Please consult the custom coursepack coordinator. Oxford University Press has designated all of their titles as textbooks. 3. W hat options do I hav e if I really w ant to copy more than the allow able limits? Access Copyright will grant permission for up to 25% of a work and occasionally more. If Access is unable to grant permission then we must submit a written request directly to the publisher. Publisher responses may take anywhere from 1 to 6 weeks. Publishers generally charge higher royalty fees that can range from $0.25/page or more. 4. Does copy right permission need to be granted ev ery time the material is used? Yes. Permissions are granted on a one-time basis, for the specific course and only for the duration of the current semester. 5. A re all publishers cov ered by the A ccess Copy right agreement? 9

No. We must seek permission directly from certain excluded publishers if we wish to copy from these works. As this can be time consuming and usually costs more than the standard rates set by Access, you may wish to avoid these excluded publishers. 6. W hy are the guarantee dates so early? We require the time to secure permissions, which can take anywhere from a few days to a few months. Also, the number of coursepacks that we receive for the Fall and Spring semesters demand an early guarantee date to ensure completion. The copy centre requires lead time to ensure that the coursepack is on the shelves by the first day of classes. 7. Is there a cut-off date to submit a coursepack request? No. You may submit materials to the Custom Coursepack Centre at any time. We will do all we can to ensure that your coursepack is completed in a timely fashion, however, we cannot guarantee a production date for coursepacks received after the guarantee date. 8. How does the bookstore determine the number of coursepacks to order? The bookstore rarely orders a full complement of coursepacks for a course because they cannot return unsold coursepacks. The bookstore considers several factors before ordering coursepacks and textbooks including projected enrolment, selling history, and cost. If custom coursepacks are under-ordered and sell out, reprints can be prepared within 24 to 48 hours. Students simply pay for the coursepack at the bookstore and pick up the reprint when notified that it is available. 9. W ho gets credit for the coursepacks? You do. After all, you compiled the material. The Custom Coursepack Centre merely assists you and facilitates the availability of the material to your students. Therefore the Custom Coursepack Centre requests that you promote your product in class. Fewer unsold coursepacks allows us to keep coursepack prices as low as possible. 10. Can I put a coursepack on reserv e in the library? No, coursepacks may not be placed on reserve in the library. This practice is contrary to our agreement with Access Copyright to ensure that the integrity of copyright law is respected. In order to ensure a future for custom coursepack production, the Custom Coursepack Centre must do all it can to abide by the rules and regulations as set by Access, and to discourage the illegal photocopying of materials. 11. I understand that hav ing photocopies cleaned increases the price of a coursepack. Can I opt out of the cleaning process? It is the policy of the Custom Coursepack Centre to have all newly submitted materials cleaned and formatted before it goes to print. The copy centre may also increase the size of the font if necessary to ensure that all articles are legible and clearly printed. In an average coursepack, the increase in the final cost to the student is negligible. 10

Most production costs are recovered in the first print run. If you reuse a coursepack that has already been compiled, cleaned and formatted, these costs will not be charged again. 12. Sometimes I prov ide copies w here tw o pages hav e been reproduced onto a single page. W hy does the Custom Coursepack Centre separate these into single pages to be printed in the coursepack? W ouldn t it be less expensiv e to copy tw o pages per page? It is a common misconception that squeezing two pages onto one will significantly lower printing costs. However, the cost per student when all is said and done is, again, negligible. It is the Custom Coursepack Centre s policy to split such pages for two reasons: 1. Our agreement with Access requires royalties to be paid for each copy written page, not each printed page. Therefore, even if you copy two pages from a book onto one letter-sized page the student is still getting charged copyright fees on two pages. It is the number of copyrighted pages requested that greatly influences the price of the coursepack, not the number of printed pages. By dividing these pages into singles, the coursepack becomes more legible and user friendly to the student, allowing wider margins and less likelihood that pages will be cut off or words lost in the binding. 2. Publishers are becoming increasingly more wary about custom coursepack production and how they affect textbook sales. Basically, they are concerned about their bottom lines. They want to make sure that every page of their works copied for use in a Custom Coursepack Centre is accurately logged and paid for. If, at some point, publishers feel that they are not collecting adequate royalty fees, they may feel the need to eliminate custom coursepacks. By increasing the number of printed pages in a coursepack, we are not increasing the price of the coursepack considerably, but we are significantly increasing the cost for a single student to reproduce the coursepack illegally by photocopying it. 13. Do I hav e to submit a coursepack requisition form ev en if I am reusing a coursepack that I hav e used before? No, if you have used a coursepack before you may send an e-mail or a coursepack requisition. This form is available in the Custom Coursepack Centre (Bookstore SU210B), or you can find it online at http://www.uleth.ca/bookstore/customcoursepack_request.html. The e-mail or the requisition must be received before the guarantee date in order for the coursepack to be guaranteed for the first day of classes. An e-mail or requisition confirms that you have approved the production of a coursepack for that semester. Please indicate if you require a desk copy of the coursepack and if you wish to change any production instructions. 11

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