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Library and Information Services
Library and Information Services
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LIS Copyright Procedures


ACADEMIC COMPUTING

  • Provide online access to AC copying policies and procedures on the LIS Web site.
  • Accept a project/work request involving copyrighted material only from the faculty member (not TA's or GA's).
  • Check request to determine if it falls within copyright guidelines of fair use for educational purposes.
  • If the item falls within fair use:
    • Proceed to make a copy.
    • Label the physical copy (if made) with "copyright statement."
    • Label, if possible, the digital copy with a "copyright statement."
    • Confirm that the digital copy is linked or within a "wrapper" (i.e. a secure course) that includes a copyright statement.
  • If the item does not fall within fair use:
    • Ask the user to present written documentation granting copyright clearance permission.
    • Or provide assistance in seeking permission from Reserves or by suggesting a request form and providing a list of Websites related to copyright and the granting of permissions.

Online and Web-Enhanced Course Development

  • Provide online access to FTC and Blackboard policies and procedures available online from the LIS Web page.
  • When working with teaching faculty, FTC staff will encourage them to include their subject librarians in the development of online resources
  • Subject librarians:
    • Work with instructors to determine information resources that might be appropriate for the course, particularly those resources that might be licensed or purchased by the University.
    • Work with instructors and department chairs to determine what library materials and access funds might be used, or if the costs should be shared by the department or school.
    • Are included when addressing any cases involving the misuse of information resources, such as copyright infringement.
    • Accept responsibility for trying to better understand instructor and student needs in creating and using online or Web-enhanced courses, by using the User Services Department Blackboard "course."

Streaming Media

  • Provide online access to streaming media policies and procedures available online from the LIS Web page.
  • Manage, with the Office of Information Technology (OIT), all streamed media on LIS and OIT servers.
  • Create an archival copy of each streamed file for back-up purposes.
  • Remove all course-related streamed media at the end of each semester.
  • Examine and remove by June 30, 2004, all current streamed material that is not being used for a summer course.
  • Use a security protocol that allows users to access appropriate streamed media files.

AUDIO VISUAL SERVICES

  • Accept a project/work request involving copyrighted material only if submitted in person.
  • Check request to determine if it falls within copyright guidelines of fair use for educational purposes.
  • If the item falls within fair use:
    • Proceed to make a copy.
    • Label the physical copy (if made) with "copyright statement."
    • Label, if possible, the digital copy with a "copyright statement."
  • If the item does not fall within fair use:
    • If not, faculty requesting more than the legally permissible amount will have their request(s) directed to the Reserves Supervisor. In consultation with the subject/format expert, the Reserves Supervisor will seek permission from Copyright Clearing Center. Because of the lengthy time lag, orders will be processed under the assumption that copyright permission will be received. In the event that permission is denied, the faculty member will be contracted and asked to destroy the material.

CUSTOM COPYING

  • Only accept requests from users who have completed the appropriate print request form to copy from SIUE-owned print or microform library resources.
  • Confirm copy request falls within acceptable fair use and educational copying guidelines.
  • If so, make copy and stamp or attach "copyright statement."
  • If not, return request to patron indicating that request needs copyright clearance.

I NTERLIBRARY LOAN

Requests from SIUE users (received in print or online):

  • Check for ownership of item being requested, using ILLINET Online and/or TDNet.
  • If item is shown as owned in print, microform, media or electronic format, confirm that it is available (on the shelf, in the file cabinet or fully accessible and legible online), and notify the patron that it is available locally.
  • If item is shown as held by another ILLINET Online library, make a direct request for the patron.
  • If item is not owned by SIUE or an ILLINET Online library, check WorldCatmn to determine which libraries own the item. Submit the request, using CLIO.
  • Each month have CLIO generate a Copyright Compliance Report.
    • The report lists journal titles and the number of articles and pages requested over the 5 articles allowed by copyright law.
    • Confirm that these titles were not requested from another SIU library?
    • Submit request copyright clearance rights for those over 5-copy limit.
    • If CCC is not able to clear rights, check Ulrich's Periodicals Directory to see if CCC is listed.
    • If so, consider approved, if not, order from a document supplier, paying for copy and right

Funding/tracking/statistics:

  • In January, generate a CLIO Copyright Compliance report of the entire previous year.
  • Use the CCC to generate a report on the cost for copyright clearance of all ILL items.
  • Confirm that there are enough funds in the deposit account to cover the invoice.
  • Pay the CCC invoice with funds from deposit account X-IL-E-CCC, adding more money as needed to meet request.
  • If the Library has exceeded its copyright limitations for a title according to CONTU guidelines, a notice to this effect is sent to the user saying the request is being rejected.

Requests from non-SIUE users (received electronically or on ALA forms):

  • Check to see if item owned by SIUE, using I-Share or WorldCat. (At this time, no electronic journals are being used for ILL purposes due to ambiguity of database license permissions and definition of acceptable borrowers.)
  • If the "returnable" (book, film, media) item is owned and available for lending to non-SIUE users, process and send it to the requesting library.
  • If the "non-returnable" (journal article) item is owned in print or microform, retrieve it, photocopy it, stamp the "copyright statement" on it, and either mail it or scan it for delivery using Ariel. Delete articles from Ariel each night. Discard the print copy (which is held in case of a bad transmission) for one week before discarding.

RESERVES AND ELECTRONIC RESERVES

  • Receive request from faculty or an SIUE unit in print or electronically.

Item is an instructor's personal copy or Textbook Services Copy:

  • If the item is a book:
    • Create a short catalog record.
    • Add to Reserve list in Voyager.
    • Notify requesting faculty member that item is available for use.
  • If the item is a journal, journal article or document:
    • Confirm copyrights
    • Copy item
    • Add copyright statement stamp to copy
    • Digitize the item
    • Create a Reserves catalog record in Voyager
    • File the copy until the item is removed from Reserves
    • Return the original to its owner
    • Notify requesting faculty member that item is available for use, including Access directions for E-Reserves
  • If item is a media format:
    • Refer media format reserve requests to Audio visual Services or Faculty Technology Center
Item is not a personal copy:
  • Check to see if item requested is available at Lovejoy Library, using I-Share and/or SFX .

Item is available at SIUE:

  • If the item is a book
    • Retrieve it.
    • Add Reserve Collection markings.
    • Add to Reserves list in Voyager.
    • Place it in the Reserves Collection.
    • Notify faculty member that item is available for use.
  • If the item is an article from a print journal:
    • Retrieve it.
    • Confirm copyrights
    • Photocopy it.
    • Add copyright statement stamp.
    • Digitize it.
    • Create Reserves catalog record in Voyager and add to Reserves list in Voyager.
    • Notify faculty member that item is available for use.
    • File the copy until item is removed from Reserves.
  • If the item is an article from an electronic journal:
    • Print it
    • Add the "copyright statement" stamp.
    • Digitize it.
    • Create a Reserves catalog record in Voyager and add to Reserves list in Voyager.
    • Consult Director of TAS or Acquisitions Librarian regarding licensing requirements.
    • File the copy until item is removed from Reserves.
    • Notify faculty member that item is available for use, including E-Reserves access directions.
  • If the item is a non-print format owned by the Library or SIUE:
    • Retrieve it.
    • Create a catalog record if needed.
    • Place it in the appropriate Reserve Collection.
  • If the item is to be copied and reformatted:
    • Check and clear copyright.
    • Copy in preferred format.
    • Create a catalog record.
    • Add it to the appropriate Reserve Collection.
    • Keep the original as a back-up until item is removed from Reserves.

Item is not available at SIUE:

  • If the item requested is a book or in a media format:
    • Complete a "Rush Reserve Item Order Card."
    • Get the appropriate librarian's approval and fund code information.
    • Forward the request to Acquisitions.
  • If the item requested is a journal article:
    • Send the request to ILL for RUSH processing.
    • Clear copyright for one copy only (if more than one copy needed, Reserves staff must do this).

Funding / Tracking / Statistics:

  • Copyright clearance costs are paid at the time of clearance from Reserve's CCC/TRS deposit account X-RE-E-CCC.
  • CCC notifies Reserves when funds are nearing depletion.
  • A CCC cost report is generated annually and included in the Reserves annual report.
  • Copyright clearance cost estimates will be obtained from the CCC for all advance Reserve request submissions. Estimates will be forwarded to subject librarians for review and approval.

SPECIAL COLLECTIONS

  • Provide access to special collections policies and procedures on the LIS Web site.
  • Accept copy requests in person or via email, telephone or fax.
  • Only accept copy requests for items for which SIUE clearly holds copyright.
  • Determine what, if any, fees should be assessed for making and sending the copy.
  • Determine if the copy may be kept or must be returned to SIUE after its use.