Documentation:Intellectual Property Office/IPO Filemaker Records

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Filemaker records

Filemaker is the database that ties together our use of third party material and its location in our courses. Through the Filemaker export utility, copyright reports are created which are used by Curriculum Services and Production to verify course content and insert credit lines. Filemaker is used to track the expiry date for permissions.

Filemaker records are created for any third party material used by way of a permission, a license, an exception under the Copyright Act, or under TRU’s Fair Dealing policy (NOT for third party material that is linked).

Filemaker records give us a history of permissions in the course. If the material is no longer in use the record is changed to Not in Use and a comment is added in the comments box as to why it has been put to not in use. Any search completed under the course acronym should bring up a complete history of permissions both Current and Not in Use.

A separate Filemaker record is created for each source/copyright holder from which third party material is obtained. If all the material used is from one text then it will have one IPO File Number and the Comments Field or Material Excerpt Title Field is used to identify the parts of the text used. Articles from different journals would each have a separate IPO File number. An exception to this rule would be when using images from sources such as Flickr,, Morguefile etc because each image has a different author/copyright holder so even though the “source” is the same you would create individual records in this instance. A separate credit line for each item from the source is created in the Copyright Credits box.

A new Filemaker record (with a new IPO number, as detailed below) should be created whenever a permission is renewed or a new permission obtained. Previous permissions replaced or no longer relied upon should then be put to "Not in Use".

Details of what information should be recorded in each of the fields is set out later in this document.

All Filemaker records should be completed with as much detail as possible.

Copyright Reports

A copyright report is created by filtering the database by course acronym and the “Current” option for Materials in use. Records will be shown in the IPODB Main Form Layout which is displayed in the upper left hand corner tool bar. To generate a copyright report:

  • Select IPODB Editing/Production Report
  • From the File menu select Export Records
  • Assign the file to its proper course Acronym in O drive and Save as Type: Excel 95-2004 Workbooks(*.xls). Tick the box for Automatically Opening the File
  • Click continue when the Excel Options box opens
  • When the Specify Field Order for Export box opens, Select Move All and tick Apply current layout’s data formatting to exported data, then select Export
  • The Excel sheet should open. You will have to format the columns so that text wraps, etc. Once that is done the exported format should be saved as the final copyright report. Copyright reports are saved with the course acronym and the date they were generated such as: MATH 1111 Copyright report 28 02 2014.xls
  • Confirm that titles that should be in italics have all translated properly in the report before senting it to : OLProduction, OLEditing, Curriculum Services

Sample Filemaker Record Form


Filemaker records MUST contain:

1) IPO file number

a) a new file number should be created where the method of clearing is changed, or
b) the permission/license is renewed

2) Material in Use status-

a) Current – selected when a permission is obtained
b) Not in Use- selected when a permission is no longer being used or the status of the permission has changed such as when a license is converted to fair dealing or access copyright

3) Material Copyright Holder

4) Copies Granted Amount (where there is a fixed number of students or copies licensed)

5) Copies Used Amount - This field will always have to be filled out based on historical data, but will ONLY need to be filled out when there are fees payable for a permission. In the case of a new course or new material, this field will be left as zero and will need to be filled out at six-month intervals (on or around January 31 and June 30 each year) using material sales data (if available) or enrolment data from Tableau.

6) Copies Used From Date and Copies Used To Date - When data is added to the Copies Used Amount field, dates must be entered in these fields so that we can determine over what period of time the copies were used. The "From" field should always contain the date when the permission started or the first month where there was enrolment in the course. The "To" field will contain the date of the last enrolment data available when reviewed.

7) Contract Expiry Date

a) This is the date specified in the license
b) This may be the date the subscription expires in the case of a library subscription
c) *insert date 3 years hence where no expiry date is applicable

8) Permission Fees Payable

a) Remember to indicate the currency type because there will be exchange rates to consider on renewal. Choices are selected from the drop down box.
b) Include zero amounts where a permission is sought and we receive the permission free of charge.

9) Method of Clearing

a) Permission – rights holder has been contacted and provided permission by means of an email, letter or other documentation specifying the terms on which the permission is granted. This may be a formal document or informal document. It includes Publisher Blanket Licenses where there is an adopted text.
b) Site License –Information on the website or attached to an image file indicates the material can be used (Note of what terms the material can be used on should be included in the Comments or the Material Additional Notes)
c) Library Subscription
d) Fair Dealing – follow the TRU Fair Dealing Policy: up to 10% of a text, single chapter or journal article, etc.
e) Public Domain –work is generally in the public domain 50 years after the date of death of the creator
f) Educational Exception –egs: Section 30.04 of the Copyright Act; the exam exception under the Copyright Act.

10) General Comments – Each entry should be prefaced by the year, month, day and initials of the person making the comment (ie. 2013 12 19 MS:). These comments should give a brief (one or two line) snapshot of the state of the permission in the course. A new comment and the date should be added, even if it is only to indicate that the course has been reviewed and found to be current. Examples of the type of comments you might want to add:

a) Used under s. 30.04. No prohibition against download on site
b) Permission to reproduce is granted on document;
c) Site license - see Material Additional Notes
d) Two pages - 1% of text used, fair dealing.

11) Course Code – This is obtained from the Instructional designer or D4P2

12) Course Title - This is obtained from the Instructional designer or D4P2

13) Course Learning Environment (OL or Face to Face)

14) Course Delivery Method - This information can be obtained from D4P2 if it is not supplied by the program lead

15) Course Enrolment Type

16) Material Source ISBN/ISSN (where appropriate) - from the copyright credits page of the source material or the journal cover if a magazine.

17) Material Reproduction Use Type - Print, Post on Learning Management System or both

18) Material Excerpt Author

19) Material Excerpt Title - Title given to the material in the Source not the title given to it in the course. Ie Figure 12 in the source text might be figure 4 in the course and be given a different title.

20) Material Source Title - Title of the text or journal from which the material originated.

21) Material Type - the original source type. ie Print, Web, Audio CD,

22) Material Location - Where the material is located in our course content ie: Module 1 Topic 2; Assignment File (AF)

23) Material Total Pages in Source Text Amount

24) Material Pages Copied - Itemize the pages such as pages 113-115; 247-249

25) Material Total Pages Copied Amount

26) Material Credit Line Text-

a) For multiple entries from the same text such as several chapters, a separate Material Credit line is created for each entry.
b) For materials copied under the Access Copyright license be sure to add the following:
“Copied under Permission from Access Copyright. Further reproduction, distribution, or transmission is prohibited except as otherwise permitted by Law.”
c) Unless a credit line is supplied with the permission, the Material Credit Line is cited in APA format. References on how to cite in APA Format are: Single and Multiple Author citation Articles in Periodicals Books Electronic Sources Motion Picture or Video
d) A handy tool is Bibme found at . Enter the ISBN of the text you wish to cite, select the appropriate year and publication, add additional details such as chapter names and page number, then add to my Bibliography. The citation will appear in the right hand column. Then click on APA and it will be converted to APA format and can be copied and pasted into the copyright credit line box.

Filemaker records MAY contain:

1) Publisher Information: This should be filled out where a license or permission is obtained. As much contact information as possible should be provided in case it is necessary to contact the rights holder, publisher or distributor to renew, change or amend the license terms.

2) Publisher Reference Number: The invoice, license or confirmation number for easy reference.

3) Publisher Notes: Provide any important information regarding permission terms not captured elsewhere.

4) Publisher Restrictions: Conditions put on the use of the materials by the publisher such as no adaptations, changes or enhancements to the work and any other restrictions the publisher sets out when granting the permission. eg: Use only for this course. Image is to be used in its entirety without bleeding, cropping, or overprinting.

5) Material Additional Notes:: This box contains information about using the resource which may be important to the permission and the use to which the material might be put. It may include comments regarding the production run, use in coursepacks or electronic form. It may include information about making derivative works or adaptations. Material Additional Notes also is used when there are multiple entries from a single source ie multiple images from a text book which are scattered throughout the course.

Large files involving multiple records

Where you have a number of Filemaker Records to enter such as a large course to clear, it may be advantageous to use the Filemaker Records Upload Spreadsheet found in the O drive under Intellectual Property. If using an upload sheet be careful about entering the data because extra spaces or punctuation can result in errors in the uploaded material. Always proof read materials uploaded into Filemaker. This is particularly important around date functions as the drop down calendars will not work properly.