CLA Data Collection - Guidelines Introduction The CLA data collection examines photocopying of copyright material from published sources such as books, magazines, journals, or extracts thereof. It is not a policing exercise! Analysis of the data collected is used to help distribute royalties 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. Participating Areas The collection will focus purely on staff copying not students, and only includes photocopying, not scanning or printing. (Other methods are used to gather data for scanning) Duration The data collection will run from Monday 14 th October to Friday 29 th November with a break in recording between Mon 28 th October and Fri 1 st Nov. How Data is Collected The CLA has different ways of collecting data but the principal one involves locating the ISBN/SN (International Standard Book or Serial Number) and making a copy of this page, to create an identifier page. Using a CLA data label (found on the yellow boxes by the photocopiers) simply enter how many pages were copied and how many sets were made. The identifier page is then posted in the yellow collection box. If there is no ISBN, then a copy of the title page, with author & publisher details, will suffice (see below).
Examples Identifier Page + Data Label, showing ISBN (book) 1
Identifier Page + Data Label, showing title, author & publisher but without ISBN (book) 2
Example of Identifier Page + Data Label, with ISSN (journal/periodical) 3
Identifier Page + Data Label, without ISSN and when photocopying from a printout of a digital original* (journal/periodical) *if allowed by license conditions The following notices have been placed by all relevant photocopiers to remind you what to do: 4
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Quick Guide FAQs What do I need to do for the data collection? Before the exercise starts one of our Field Officers will set up a collection box next to the photocopier, 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. For example, 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. You need to take 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 detail fill in a data label, fix it to the identifier page and then simply post the identifier page into the collection box. Why do you need this information? 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 elsewhere. 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. What s an ISBN and where can I find one? ISBN stands for International Standard Book Number, ISSN for International Standard Serial Number which is used for journals, magazines, etc. These are unique numbers which identify the publication. On older books ISBNs are usually found near the front, with all the publishing details. For more recent publications the ISBN is on the back. 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 it is aggregated with data collected from other institutions or sectors, its value becomes significant. What if a publication doesn t have an ISBN? Even if you are copying from another photocopy you still need to tell us. 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. What about newspapers? You don t need to include newspapers, Crown Copyright, maps (unless part of a book) and any internal correspondence. Further information, including details on limitations and excluded works, can be found at www.cla.co.uk. 7