Policy and Guidelines on the Reproduction of Copyrighted Materials
for Teaching and Research
2. Obtaining Permission from the Copyright Owner
employees should obtain prior written permission from the copyright
owner to copy materials in those situations when the proposed copying
does not come within the doctrine of "fair use". Obtaining such
permission is usually not difficult and, in most cases for classroom
use, is granted with no royalty charge.
to Obtain Permission
a proposed use of photocopied material requires a faculty member
to request permission, communication of complete and accurate information
to the copyright owner will facilitate the request. The Association
of American Publishers suggests that the following information be
included to expedite the process:
Title, author and/or editor, and edition of materials to be duplicated;
2) Exact material to be used, giving amount, page numbers, chapters
and, if possible, a photocopy of the material;
3) Number of copies to be made;
4) Use to be made of duplicated materials (including time period
or duration if copying on an on-going basis is desired);
5) Form of distribution (classroom, newsletter, etc.);
6) Whether or not the material is to be sold; and
7) Type of reprint (ditto, photocopy, offset, typeset).
the copyright owner is the publisher of the work, the request should
be sent, together with a self-addressed return envelope, to the
permissions department of the publisher in question. If the address
of the publisher does not appear at the front of the material, it
may be obtained from The Literary Marketplace (for books) or Ulrich's
International Periodicals (for journals), both published by the
R.R. Bowker Company. When the copyright owner is the author, the
request should be directed to the author either in care of the publisher's
permissions department, as set forth above, or at the author's address.
For purposes of proof, and to define the scope of the permission,
it is important that the permission be in writing. Many publishers
have registered with the Copyright Clearance Center, 21 Congress
Street, Salem, MA 01970. This organization can facilitate obtaining
permission to copy. Check with your campus library about the use
of this service.
process of requesting permission directly from the publisher requires
time, as the publisher must check the status and ownership of rights
and related matters, and evaluate the request. It is advisable,
therefore, to allow sufficient lead time. In some instances the
publisher may assess a fee for permission, which may be passed on
to students who receive copies of the photocopied material.
following is a sample letter to a copyright owner (in this example
a publisher) requesting permission to copy:
Academic Book Company
200 Park Avenue
New York, New York 10016
would like permission to copy the following for use in my class
(name of class) (next semester) or (next semester and subsequent
semesters during which the course is offered.)
Ethics and the Law, Second Edition
Copyright: Academic Book Co., 1965, 1971.
Author: John Smith
Material to be duplicated: Chapter 9 (photocopy enclosed).
Number of Copies: 50
Distribution: The material will be distributed to students
in my class and they will pay only the cost of the photocopying.
Type of reprint: Photocopy
Use: The chapter will be used as supplementary teaching
have enclosed a self-addressed envelope for your convenience in
replying to this request.