[Physstaff] FW: Formal Copyright Reminder 2016

Wed Sep 14 08:08:11 BST 2016

FYI
Erling

===============================================================
Professor Erling Riis
Head of Department
Department of Physics,               tel: 0141-5483490
Strathclyde University,
John Anderson Building,             e-mail: e.riis at strath.ac.uk<mailto:e.riis at strath.ac.uk>
Glasgow, G4 0NG
UK

The Department is a partner in SUPA, the Scottish Universities Physics Alliance
The University of Strathclyde is a charitable body, registered in Scotland, number SC015263

From: acaheads-bounces at lists.strath.ac.uk [mailto:acaheads-bounces at lists.strath.ac.uk] On Behalf Of ICT Legal Compliance
Sent: 13 September 2016 10:22
To: acaheads at lists.strath.ac.uk; directors at lists.strath.ac.uk; admheads at lists.strath.ac.uk
Cc: deans at lists.strath.ac.uk; vice-deans at lists.strath.ac.uk
Subject: [acaheads] Formal Copyright Reminder 2016

Memorandum

To:             Heads of Department (Academic and Professional Services).
Cc:             Deans, Vice-Deans.
From:       Ralph Weedon, Information Governance & Compliance Manager (Information Services)
Date:        13 September 2016
Subject:   Formal Copyright Reminder

Copyright is a key part of University life with staff and students creating or using other people’s work as part of their teaching, learning and research experience. Compliance with copyright is important to manage the risk of infringement, which can lead to loss of access to resources and financial/reputational damage to the University.
The University Regulations<http://www.strath.ac.uk/governance/> (6.13) set out the University position on copyright and your responsibility as a Head of Department. This memo sets out some of the key points you should be aware of.
Copyright protects literary, dramatic, musical and artistic works as well as films, sound recordings and broadcasts. If you want to use a copyright protected work then you usually have to get permission from the copyright owner or rely on a licence or statutory copyright exception.
There is no blanket exception for 'educational use' in the UK; however there are a few specific exceptions<http://www.strath.ac.uk/is/compliance/copyrightexceptionsandlegalinfo/> that allow you to copy or use a copyright work without seeking the permission of the copyright owner. These should be used with care.
Licences
The University has a range of licenses<http://www.strath.ac.uk/is/compliance/licencesavailable/> in place to allow staff and students to reuse copyright protected work without having to obtain permission.
A key licence is the CLA (Copyright Licensing Agency<http://he.cla.co.uk/>) which allows the photocopying, scanning and re-use of digital content from books, journals and electronic publications for educational purposes.

It allows digital content to be made available within Myplace for use by students, including extracts from digital content such as e-books and online journals.

The CLA have recently amended<http://he.cla.co.uk/news-and-blog/cla-and-universities-ukguildhe-reach-agreement-on-enhanced-higher-education-licence/> the extent limits on how much can be copied under the licence. It is now one chapter or one article etc., or 10% of the whole, whichever is the greater (up from 5%).

Contact the Scanning Service<http://www.strath.ac.uk/library/eresources/elearning/scanningservicefore-learningatstrathclyde/> if you wish to scan/digitally copy extracts from a work. It is free and they make all the required checks to ensure the material can be scanned under the licence. The licence does not permit staff to scan or make their own digital copies. Where it is possible to provide a link to a digital version of an article or book chapter etc., this should normally be the preferred option.
Please ensure a copy of this CLA poster<http://www.strath.ac.uk/media/ps/isd/libraryinformationresources/CLA_Poster_2016.pdf> is displayed next to any departmental photocopiers (or multifunctional devices). This summarizes key elements of the CLA licence for photocopying.
Digital Content Store
The CLA have ‘developed an optional web-based platform that combines a searchable repository of digitised book and journal extracts with an online workflow management tool’, referred to as the DCS or Digital Content Store<http://he.cla.co.uk/your-he-licence/your-he-licence/digital-content-store/>. The University has opted to use this from the summer of 2016. Staff who currently have scanned or digital extracts in the VLE will be sent new links by the Scanning Service for placing in their Myplace class. The DCS hosts extracts in the cloud rather than locally. Amongst other advantages to the University, if an extract has already been scanned/digitally copied by another institution, it can be accessed in the DCS rather than having to be rescanned or copied here.
Second Extract Permissions Service (SEPS)
SEPS<http://he.cla.co.uk/your-he-licence/your-he-licence/second-extract-permissions-service/> ‘is a new service that offers universities the option to buy permission to copy and use an additional amount – a ‘second extract’ – e.g. another chapter from the book or another 10%.’ (See above for change in extent limits). Please note that the cost of any second extract will be charged to the Department concerned. No obligation quotations are available by contacting the Scanning Service as the costs are set by individual publishers on a page basis and they vary quite widely.
Other licences
The NLA licence<http://www.strath.ac.uk/is/compliance/licencesavailable/> (Newspaper Licensing Agency) permits photocopying of cuttings from certain newspapers<http://www.strath.ac.uk/is/compliance/licencesavailable/> for distribution to students. Cuttings can be scanned and placed into the VLE or copied from the online version of the newspaper. If the content is available online then a hyperlink is preferable.
The ERA (Educational Licensing Agency<http://www.strath.ac.uk/is/compliance/licencesavailable/>) licence allows staff to make off-air recordings of broadcasts from TV and radio for non-commercial use within the classroom or VLE. Staff are able to make recordings from most TV, on-demand and radio broadcasts via our video streaming service (eStream). The recording is automatically uploaded and made available to staff and students in line with the ERA licence requirements. Please contact Video Services<http://www.strath.ac.uk/it/videoservices/> for further information.
PRS and PPL issue licences to cover the use of live and recorded music.<http://www.prsformusic.com/users/businessesandliveevents/Pages/DifferencebetweenPRSforMusicandPPL.aspx> At present individual departments/directorates purchase licences for their particular activities, some annual, some for ad hoc events. From summer 2017 it is likely there will be one campus wide licence, but until then, departments should continue to make their own arrangements if they use live or recorded music. We will be in touch with further information when the changes are finalised.
Audits
We conduct an annual audit of the teaching material held within Myplace to check for compliance with the relevant licenses’ and copyright law. Where infringing material is found we work with the individual member of staff to resolve this.  The audit results are reported to senior management and Faculty staff.
The University is also subject to external audit by the CLA. The most recent such audit took place in November 2015 and whilst the University received a favourable report, the CLA made a number of recommendations which are being implemented.
Reading lists
Please remind your staff to supply class reading lists to the library in good time to ensure teaching and learning materials are ready for students, particularly where the students have declared a disability.
Electronic databases, e-books and e-journals
The Library subscribes to large number of electronic databases and access to e-books, journals etc. Access is subject to compliance with the provider’s terms and conditions. It is not permitted to copy and paste extracts or whole articles from these resources into the VLE but the Scanning Service may be able do this on request. Alternatively, staff should use links to the content rather than copying it.
Useful resources

•         We have designed a leaflet<https://dl.dropboxusercontent.com/u/110796764/guidetocopyright/index.html> to help staff gain an understanding of copyright.

•         Why not try our online copyright training module<http://www.strath.ac.uk/is/compliance/copyrighttraining/> including a short video and a quiz.

•         Our webpage<http://www.strath.ac.uk/is/compliance/>s offer a range of information on copyright including using an exception, the types of licences available and information on ownership.
Our contact details:

•         Email: ictlegalcompliance at strath.ac.uk<mailto:ictlegalcompliance at strath.ac.uk>

•         Telephone: 0141 548 3744/3216

•         Contacts: Ralph Weedon or Angela Dunlop, Information Governance and Compliance

•         Address: Andersonian Library, Level 2, 101 St James Road, Glasgow G4 0NS

Regards

Ralph Weedon
Information Governance and Compliance Manager
Information Management division, ISD

Tel: 0141 548 5705 (office)
Tel: 0141 548 3744 (direct)
Email: ralph.weedon at strath.ac.uk<mailto:ralph.weedon at strath.ac.uk>
The University of Strathclyde, a charitable body, is registered in Scotland, with registration number SC015263
[THE LOGO 2013]

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