Your CLA Data Collection - Guidelines for Higher Education

Your CLA Data Collection - Guidelines for Higher Education

Introduction The CLA data collection captures photocopying* of copyright material from published sources such as books, magazines, journals, digital originals or extracts thereof. It is not a policing exercise. Analysis of the data collected is used to help distribute royalty payments to the authors, publishers and visual artists whose work is being used. During the last financial year CLA distributed more than 60m so the University s role is an integral and much valued part of this process. Published staff who are members of ALCS are potential beneficiaries (see back of Guidelines). Participating Areas The collection focuses on all academic departments and the library, as well as reprographics or any type of print service, whether in-house or outsourced. 1. For academic departments we anticipate that data will come from lecturers or anyone copying on their behalf. Administrative departments, such as HR, are generally excluded unless their facilities are used to copy teaching resources. 2. Reprographics will be required to notify us of all copying of copyright material, using the same method as the academic departments. 3. Data is also collected from the library but only when generated by staff or visiting academics. Students are excluded unless copying on behalf of a member of staff. 4. Printed course packs containing copyright material are also captured, either by the producing department or reprographics. Staff should check with their Licensing Co-ordinator if unsure where packs are to be collected from. Duration The data collection will run over a six week or thirty working day period, during either the autumn or spring term as advised by CLA. How Data is Collected We have different ways of collecting data but the main photocopying methodology involves locating the ISBN/ISSN (International Standard Book or Serial Number) and making a copy of this page, to create an identifier page. Using a CLA data label, simply enter how many pages were copied and how many sets were made. The identifier page is then posted in the collection box provided. If the IS number is missing, then a copy of the title page, with author & publisher details, will suffice (see data examples on pages 2-3). Course packs are collected using a similar methodology except a copy of the entire pack will be required, along with the number of copies made (see page 4). *Copyright content transcribed from a hard copy publication and used in a presentation, but not scanned to the VLE, should also be captured by providing a paper copy of the slide(s) in question, with relevant accreditation. Creating Awareness of the Data Collection Documents marked with a paperclip have been included to help with the dissemination of information and can be used independently of the full Guidelines. 1

PHOTOCOPYING EXAMPLES OF DATA WITH IDENTIFIER PAGE Identifier Page + Data Label, with ISBN (book) Front Cover + Data Label, without ISBN (book) 2

Identifier Page + Data Label, with ISSN (journal/periodical) Title Page + Data Label, without ISSN and when copying from a digital original (journal/periodical) 3

Collecting Course Pack Data (or lecture notes/module handbooks, etc.) Course packs containing copyright material are also collected but we require a full replica copy of each pack distributed, rather than just an identifier page. This is because packs may contain material from different sources, often in the form of extracts from learned/research journals/monographs as well as chapters from student textbooks. Packs are collected from all departments from the date of the initial briefing meeting and should pertain to the term/semester of the main data collection. Those produced in previous years but still in current use should be included. If course pack data labels are available, place one on the front of the pack noting the number of copies made and the course/department. If no label is available simply note number of copies and course on the front. Arrangements for course pack collection will be confirmed during the briefing but will usually either be passed to Reprographics or the Licence Co-ordinator. During the six week data collection you may also place course packs in your nearest yellow box. Course Pack Example 4

Photocopying Data Collection Point Including: Collection Box Data Labels Instruction Posters Copier Included Sticker 5

A3 Information & Instruction Posters 6

Data Collection Schedule Before University ensures all staff are aware of their role in the coming data collection, including the provision of course pack data. CLA Field Officer available for additional staff briefing if required. Field Officer makes preliminary visit (recce) to review logistics (large institutions only). This includes copier locations, delivery of materials, parking and any special requirements such as security passes. Also collects any course pack data. Prior to the start date the Field Officer returns to set up collection points at all relevant locations and collect any course pack data. During After Weeks 1 6 All photocopying of published material is recorded by staff using the appropriate data capture process. Weeks 2 & 4 Interim collections. Field Officer removes data from collection boxes, replenishes data labels and collects any course pack data. Weeks 3 & 5 University issues reminder notice to all staff. Once the collection has finished, the Field Officer returns to collect the final data, clear all equipment from campus and return any security or parking passes. Communication It is important that staff be made aware of the forthcoming data collection well in advance of the start date, ideally during the preceding term. As the start date nears we would ask that the message is reiterated through as many channels as possible so that all those involved are aware of their responsibilities. The following have proven to be successful in past exercises: Faculty/departmental/staff meetings Newsletter/bulletin/splash screens Intranet (university and/or departmental) Data Collection Quick Guide FAQ (Page 8) Memo from the Vice Chancellor s office (page 9) Memo for Course Packs (page 10) Once again, a reminder email/memorandum should also be distributed to all participating staff, at the beginning of the third and fifth week of the collection. Useful Contacts Tracy Austin-Brydon, Sector Co-ordinator for HE (field based) Tracy.Austin-Brydon@cla.co.uk Tel: 07943 867323 Jo Crocker, Senior Data Collection Co-ordinator for HE (based at Saffron House) Joanne.Crocker@cla.co.uk Tel: 0207 400 3181 Your local Field Officer, details as provided by the Sector Co-ordinator. The CLA Data Collection team is grateful for the support and assistance provided by University during the course of this exercise. 7

Data Collection Quick Guide FAQs What do I need to do for the data collection? Before the exercise starts a CLA Field Officer will set up a collection box next to relevant photocopiers, along with instruction posters & adhesive data labels. During the data collection, whenever you copy from a published source you are required to let us know. However, if you copied twenty pages from a book, 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 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 collection box. What if a publication doesn t have an ISBN? 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 a number of tools which can help to identify a publication so it s still important to include data from unknown sources. 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 they should be paid. Academic staff often publish material so, potentially, you could be helping University 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 http://he.cla.co.uk/complying-with-your-licence/what-can-be-copied/ I seldom photocopy published material - do I really need to take part? Yes! During the data collection period, 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 becomes 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 Section C of the HE Licence User Guidelines for details. Are exam papers which include copyright content collected? 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 data collection. Further information, including title search and excluded works, can be found at www.cla.co.uk. 8

SAMPLE MEMO FROM VCs OFFICE University of... CLA DATA COLLECTION The Vice-Chancellor wishes me to request your co-operation and compliance with the forthcoming data collection of copyright material being photocopied or re-used in the University. The collection will be conducted by the Copyright Licensing Agency (CLA) from <insert date> for thirty working days. 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 digital originals please take a few moments to read the red instruction poster located by relevant copiers. 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 box. Thank you for your cooperation. Name: Position: Tel: 9

SAMPLE MEMO FOR COURSE PACKS Date: Copyright Data Collection within Higher Education Course Packs (For Reprographics and all Academic Departments) The copyright data collection commences next term but the capture of course packs or compilations of extracts from the entire University, for use next term, commences henceforth. (Course packs may also be known as module handbooks, reader packs, lecture notes, etc.) 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 for use during the coming term. 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 Reprographics/Licence Co-ordinator/yellow box for collection <HEI to delete as appropriate> Day to day photocopying from books, journals, magazines or digital originals during the collection period, should be reported following the instructions displayed by the photocopier(s) and using the labels contained in the top of the yellow collection box. Thank you for your help and please address any queries to: (UNIVERSITY CONTACT OR) Tracy.Austin-Brydon@cla.co.uk Label format for course-packs/compilations (only) CLA SURVEY Reprographics/Print Dept How many copies did you make of this course-pack/compilation of extracts? This memo is disseminated to all staff who may produce and photocopy course packs within their department or through a centralised print service. Suitable provision should be made to ensure any replica copies are held pending collection by CLA. 10

SAMPLE MEMO FOR PRELIMINARY CLA VISIT As part of preparations for the forthcoming CLA data collection, representatives from CLA will be visiting the University on <insert date>. This is simply to identify the location of selected copying devices within the relevant departments and to assess how best to roll out the exercise, which is due to start on <insert date>. This floor-walking visit is low key but occasionally the Field Officers may have a query, for example, if access to a device is restricted or whether any other departments use your copier. However, please be assured that the time spent in each department or area will be minimal and the Field Officers will be happy to answer any questions you might have about the data collection. Thank you for your co-operation. 11

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