Information Services
Copyright Clearance Service FAQ's

Materials that are owned or licensed by the Connecticut College libraries may not need copyright permission to be placed on print or electronic reserves. See the Course Reserves Policy and Procedure for complete information. The Copyright Clearance Center can help faculty obrain permissions to reporduce materials not owned or licensed by Connecticut College libraries or for reporductions of materials that fall outside fair use.

What is the Copyright Clearance Service (CCS)?

The Copyright Clearance Service (CCS) at the Circulation Desk in Shain Library has been established to assist faculty at Connecticut College in obtaining permission to reproduce copyrighted content such as articles and book chapters in materials not owned or licensed by the Connecticut College libraries for library print reserves and WebCT/e-Reserves.  The CCS uses the Copyright Clearance Center (CCC) to submit requests for permission electronically on behalf of the faculty and their department. 

How does the Copyright Clearance Service at Shain Library benefit me?

By requesting copyright permissions through the Libraries’ CCS faculty are relieved of the work of placing and tracking permission requests on their own.  The Service also retains files on previous permission requests making subsequent requests even easier. The Copyright Clearance Service also maintains financial information and charges back to the departments the cost of copyright permission at the end of each semester.     

How soon should I submit an order before I need permission?

Four to six weeks prior to the start of term in which the material is needed. Many permissions are pre-authorized, so they are granted instantly. However, in other cases, CCC may have to contact the copyright holder on your behalf; a reply is not always immediate. If your request is denied, you may want to request alternate materials. 

What does it cost?

The cost of obtaining permissions varies with each article or book chapter. The CCC has set formulas for service charges in obtaining permissions for electronic and print permissions.  These formulas usually take into account the number of pages and number of copies to be used.  This service charge is then added to the publisher’s royalty fees for a total cost.  Although individuals can use the services of the CCC, there is no significant cost saving when compared to using the Libraries’ Copyright Clearance Service. 

Can I check to see if I can get permission before I place an order?

The Copyright Clearance Center (CCC) web site (http://www.copyright.com) allows you to obtain a “quick price check feature”.  You do not need to register in order to use this feature.  From their homepage select “Search”, then “Academic Permission Service (ASP), enter the ISSN, title and/or publisher in the appropriate boxes and then select “submit”.  To indicate the correct title entry select “quick price” and enter the year, number of pages and number of copies.  You will then be told whether this item can be instantly permissioned, the royalty fee, and any special conditions that may apply to your request.  Cost varies between print and electronic and may vary from semester to semester depending on the publishers’ royalty fees.

What is the average royalty cost per work?

Practically speaking, there is no "average cost." Because copyright holders set their own royalty fees, costs vary. 

What is the processing fee for charged by the Copyright Clearance Center ?

The processing fee for photocopies and electronic materials is calculated differently.  When using the Libraries’ Copyright Clearance Service the CCC applies a service charge per item using the following formula: ($ .030 per item) x (# of copies) for photocopy materials.  For electronic materials the charge per item is determined using the formula ($.025 per page) x (# of pages) x (# of students), with a minimum service charge of $2.50; the maximum service charge per item is $6.50.  In addition to the service charge, you pay a royalty fee set by the copyright holder, which is then paid to the copyright holder. The Libraries’ CCC account offers a 20% discount on CCC’s service charge for submitting its permission requests electronically.

How will I know when permission is granted?

Some permissions are “pre-approved” through the Copyright Clearance Center.  Others require that the CCC contact the publisher.  This may take from four to six weeks depending on the how quickly the publisher responds.  The Libraries’ Copyright Clearance Service will notify you when permission has been received.

What information do I need to provide to request permission?

When you submit an order for photocopy permission, it is important to include all required information. This data is essential should CCC need to solicit a copyright holder on your behalf. On the APS order form, we flag required fields with black diamonds; on copyright.com these items are required fields. They include:

Book/Journal
Title
Author
Publisher
Publication Year
Page Numbers

If you are requesting a journal article, please submit the title of the article in the chapter/article field and the date of issue or volume/edition. Even though the standard number is not a required field, it is essential to the permissions process. If you do not provide the standard number (ISSN/ISBN), a request may be delayed by the need for research.

What is an ISBN/ISSN and why is it important?

All books have an International Standard Book Number (ISBN); magazines carry an International Standard Serial Number (ISSN). These numbers are unique identifiers. An ISBN is always ten digits; an ISSN is always eight digits. You will find both at the front of the work along with copyright information. You might also check the spine of a journal for its ISSN. If there is an ISSN/ISBN available, please note this number on your request form. CCC has an extensive title catalog, and often encounters different works with the same title. A standard number helps them to identify the correct work.

Can I cancel an order for permission?

You can cancel an order up to three days after the initial request for permission is placed. For a canceled order, you pay only the minimum processing charge of $1.00 per item. However, you may not cancel any order that has already been invoiced by the CCC.

Is a copyright holder the same as the publisher of the book?

The copyright holder is not always the same as the publisher. In the case of an anthology, publishers may solicit different copyright holders to print their material in a compilation. When you request to copy from an anthology, CCC often asks you to submit the original source. You will find that information in a footnote at the beginning of the requested chapter or in a separate section entitled "Acknowledgments."

If the copyright holder cannot be located, can I just copy the material?

Probably. If a good faith effort has been made to find the copyright owner and obtain permission for reproduction and that effort was unsuccessful, reproduction can be made. The factors of fair use should help guide the final decision.

Why do I need permission if I wrote the material I am requesting?

The author of a book is not always the copyright holder. If another individual or organization holds the rights by contract, the author of a work needs to go through the process of obtaining permission for use of that copyright holder's material.

If I received permission for a title last semester, won't I receive permission when I order that title again?

CCC cannot guarantee that permission will always be granted. For example, the copyright holder may have changed permissions policies. Also, copyright ownership can change very quickly. So, you may not always be able to get permission the second or even the tenth time around. If CCC can find the copyright holder, we can solicit for permission on your behalf.

If I received permission from the copyright holder in the past, why do you have to contact them again?

Many permissions are pre-authorized, so they are granted instantly. However, in other cases CCC needs to contact the copyright holder each time you request a title if the copyright holder has requested that process. CCC is bound by our contract to do so. Copyright holders have various contracts with authors that may change. So, the next time you request a title, the copyright holder from the last time around may no longer hold the right to grant permission.

Why does an item cost more than it did last semester?

CCC does not set the fees copyright holders charge for photocopying their works. Copyright holders set their own royalty fees. Therefore, a royalty fee can change from semester to semester.

What if I want to post something online for my students?

The Libraries’ Copyright Clearance Service uses the CCC’s Electronic Course Content Service (ECCS) to obtain quick and cost-effective solution to lawfully use digitized versions of copyrighted materials for electronic course materials, electronic reserves and distance learning. To post something electronically, please request permission 4 to 6 weeks prior to the semester.

How does the invoicing process work?

The Libraries’ Copyright Clearance Service receives an invoice from the CCC indicating the cost per individual item requested.  These fees are then charged back to the departments at the end of each semester. Note that the Libraries provide this as a service to the college community and does not gain financially from these transactions.  All charges collected are paid back directly to the CCC.

Whom can I contact for more information about the Libraries’ Copyright Clearance Service?

For additional information contact Carol Strang, Reserve Supervisor at x2663 or Beth Hansen, Director of Research Support & Instruction at x2681.

Can I make changes to my order?

The Libraries’ Copyright Clearance Service asks that you carefully verify all information before placing a request for permission.  Changes to an order are done on a case by case basis up to three days after the request for permission has been placed.

How can I check the status of my order?

You may inquire as to the status of your permission request by contacting Sean McKenna, Evening Circulation Supervisor, via e-mail (spmck@conncoll.edu) or at ext. 2621, who administers the Copyright Clearance process.

Do I need to complete the “Reserve Copyright Clearance” form each time I resubmit an item for copyright permission?

The Libraries’ Copyright Clearance Service will maintain a record of your previous requests. Contact Carol Strang to notify her if you are requesting permission for materials previously used on reserve. You must provide a quality copy of the item to the Libraries’ Copyright Clearance Service for each subsequent request unless other arrangements have been made with the Reserve Supervisor.