https://kumu.tru.ca/api.php?action=feedcontributions&user=Sblackford&feedformat=atom
Kumu Wiki - TRU - User contributions [en]
2024-03-29T11:00:28Z
User contributions
MediaWiki 1.35.8
https://kumu.tru.ca/index.php?title=Documentation:Intellectual_Property_Office/Access_Copyright_Process&diff=6953
Documentation:Intellectual Property Office/Access Copyright Process
2014-10-30T22:37:28Z
<p>Sblackford: /* Access Copyright Process */</p>
<hr />
<div>[[File:Copyright icon.svg|thumbnail|right|frame|© 2008 Jeblad. Retrieved from http://commons.wikimedia.org/wiki/File:Copyright_icon.svg]]<br />
<br />
<br />
== Access Copyright Process ==<br />
Materials exceeding the TRU Fair Dealing Policy may be cleared under the Access Copyright License up to 20% of a text or journal provided the material is not on the exclusions list of publishers who do not want their royalties collected by Access Copyright. Materials between 20 and 25% of a text may be cleared by means of obtaining special permission and recording this on the Access Copyright Transactional spreadsheet. Permission can also be obtained to copy an entire text where it is out of print and there are no newer editions available. These also are recorded on the Transactional spreadsheet.<br />
<br />
'''Things to know about clearing course packs for campus with Access Copyright:'''<br />
<br />
:When a course pack has been received from the Printshop for a campus based course, the person assigned to it goes through it for third party materials and assesses whether they can be deemed fair dealing , require a permission or whether they need to be logged on the Access Elog.<br />
<br />
:If there are no materials being elogged, the Printshop is notified that the course pack has been cleared and a copy of that notification is sent to the Bookstore so that they know the course pack is coming.<br />
<br />
:If there are materials which are logged on the Elog, then a separate email should be sent to the Bookstore advising them of the number of pages that are being copied under the Access License. If the amount exceeds 20% of the text and an Access Transactional License is also required, the amount charged for the Transactional License must also be reported to the Bookstore.<br />
:<br />
=== Procedure for materials under 20% of a text or book ===<br />
1) In order to clear materials under the Access Copyright license, you require the ISBN (books)or ISSN number (journals) and the publisher’s name. These are entered into the Access Copyright Repertoire Look up Tool https://rms.accesscopyright.ca/rplookup/repertoire/RepertoireLookup.aspx <br />
which will provide you with information as to whether it is permissible to use the Access Copyright License to duplicate the requested materials.<br />
2) If the material is available in the Access Repertoire, the information for the third party material you are clearing is entered into the appropriate Elog Master form (located on the O drive): Campus or OL.<br />
<br />
<br />
<br />
=== Transactional License -Procedure for materials in excess of 20% but less than 25% of a text or an out of print text ===<br />
<br />
1) Use the Access copyright look up tool to make sure the material is available for duplication. <br />
<br />
2) Use the request form https://rms.accesscopyright.ca/rplookup/repertoire/prequest.aspx to request permission for a transactional license. Separate transactional licenses are generated for Campus and OL. '''For OL requests, in the box for Licensee add the letters "OL" behind Thompson Rivers University''' so that Access Copyright is clear that the request will go on the OL transactional license. Comments box might indicate that the entire text is required as it is out of print or "This request is for 21% of the text and requires a transactional license". <br />
<br />
3) Access copyright will acknowledge the request immediately by automated email. It may take 2-5 business days for them to provide a return email which authorizes the use. The permission must then be entered on both the Access Elog for that portion under 20% and on the Transactional License log for that portion over 20%.<br />
<br />
<br />
=== Methods of Reporting Access Copyright usage ===<br />
<br />
<br />
==== Access ELog ====<br />
<br />
When entering materials on the elog, it is important to include both the course code and the instructor name for campus courses as there may be several sections of the course offered each with their own unique course pack. All columns are filled except for the Number of sets made.<br />
<br />
:a) In the case of OL print materials the number of sets made is filled in based on the reported enrolments in tableau before the log is submitted to Access Copyright <br />
<br />
:b) In the case of Campus, this will be filled in later when we go to submit the elog. A sales report is obtained from the Bookstore which provides the number of copies for each course and section.<br />
Where a transactional license permission is required, the first 20% of the material is placed on the E-log.<br />
<br />
<br />
'''Sample Elog'''<br />
[[File:ELOG_Screen_Shot.jpg |1100px|frameless|center|]]<br />
<br />
==== Transactional License Spreadsheet ====<br />
<br />
(Open Learning and Campus Transactional License Trimesterly Reporting Sheet)<br />
<br />
:a) It requires the intellectual property officer to fill in the date the permission was requested, the date the permission was granted Access Copyright, and the requesting officer’s name. <br />
<br />
:b) The course code is entered, without the professor’s name. <br />
<br />
:c) Use of the material, print or digital, needs to be specified.<br />
<br />
:d) The total pages in the text must be specified.<br />
<br />
:e) The Specific Page Range requested includes all of the pages requested.<br />
<br />
:f) The 20% portion is calculated automatically for you as are the additional pages available under the Transactional license.<br />
<br />
:::The transactional license spreadsheet will also calculate the number of pages which exceed the license limit ( exceeds 25%) – which cannot be duplicated under Access Copyright permission.<br />
<br />
:h) Fill in the number of permissions requested. <br />
<br />
::i) OL Print materials procedure: before submitting the Transactional License to Access, the number of copies "sold" to students during the period should be verified with the OL Materials coordinator (OLbookbuyer@tru.ca), and the number of permissions requested should be amended accordingly. A copy of the spreadsheet showing materials used should be saved in the O:drive in the Access Copyright folder.<br />
<br />
<br />
::ii) For OL materials that are in digital format, the requested number should be verified based on enrolments, again before submitting to Access. Enrolment information is found course by course in Tableau.<br />
<br />
::iii) For Campus (Face to Face) course pack material, the requested number should be verified based on course packs sold for the course in question during the period. This information will be provided by the Bookstore upon request, and a copy of the spreadsheet should be saved in the O:drive in the Access Copyright folder.<br />
<br />
=== Reporting to Access Copyright ===<br />
'''Access Elog''' is reported at the end of each semester. The reporting periods are:<br />
:1. September 1 to December 31 (Fall Term) due February 28<br />
:2. January 1 to May 30 (Winter Term) due July 30<br />
:3. June 1 to August 31 (Summer Term) due October 31<br />
<br />
<br />
'''Transactional License''' reporting periods are:<br />
:1. September 1 to December 31 ( Sent out on January 15th)<br />
:2. January 1 – May 30th ( Sent out on June 15th)<br />
:3. June 1 to August 31 (Sent out on September 15th)<br />
Access Copyright sends out the Transaction Spreadsheet based on the requests we have made during the period and asks us to confirm our usage. Once we have checked the Transactional License against our copy to confirm the materials used and have confirmed the number of users, we email a confirmation back to Access Copyright who then issue an invoice for the materials used. This invoice is paid by the Intellectual Property Supervisor.<br />
<br />
'''The Intellectual Property Supervisor reviews all elogs and Transactional License Reporting before they are sent to Access Copyright.'''</div>
Sblackford
https://kumu.tru.ca/index.php?title=Documentation:Intellectual_Property_Office/Access_Copyright_Process&diff=6952
Documentation:Intellectual Property Office/Access Copyright Process
2014-10-30T22:32:11Z
<p>Sblackford: /* Transactional License Spreadsheet */</p>
<hr />
<div>[[File:Copyright icon.svg|thumbnail|right|frame|© 2008 Jeblad. Retrieved from http://commons.wikimedia.org/wiki/File:Copyright_icon.svg]]<br />
<br />
<br />
== Access Copyright Process ==<br />
Materials exceeding the TRU Fair Dealing Policy may be cleared under the Access Copyright License up to 20% of a text or journal provided the material is not on the exclusions list of publishers who do not want their royalties collected by Access Copyright. Materials between 20 and 25% of a text may be cleared by means of obtaining special permission and recording this on the Access Copyright Transactional spreadsheet. Permission can also be obtained to copy an entire text where it is out of print and there are no newer editions available. These also are recorded on the Transactional spreadsheet.<br />
<br />
'''Things to know about clearing course packs for campus with Access Copyright:'''<br />
<br />
:When a course pack has been received from the Printshop for a campus based course, the person assigned to it goes through it for third party materials and assesses whether they can be deemed fair dealing , require a permission or whether they need to be logged on the Access Elog.<br />
<br />
:If there are no materials being elogged, the Printshop is notified that the course pack has been cleared and a copy of that notification is sent to the Bookstore so that they know the course pack is coming.<br />
<br />
:If there are materials which are logged on the Elog, then a separate email should be sent to the Bookstore advising them of the number of pages that are being copied under the Access License. If the amount exceeds 20% of the text and an Access Transactional License is also required, the amount charged for the Transactional License must also be reported to the Bookstore.<br />
:<br />
=== Procedure for materials under 20% of a text or book ===<br />
1) In order to clear materials under the Access Copyright license, you require the ISBN (books)or ISSN number (journals) and the publisher’s name. These are entered into the Access Copyright Repertoire Look up Tool https://rms.accesscopyright.ca/rplookup/repertoire/RepertoireLookup.aspx <br />
which will provide you with information as to whether it is permissible to use the Access Copyright License to duplicate the requested materials.<br />
2) If the material is available in the Access Repertoire, the information for the third party material you are clearing is entered into the appropriate Elog Master form (located on the O drive): Campus or OL.<br />
<br />
<br />
<br />
=== Transactional License -Procedure for materials in excess of 20% but less than 25% of a text or an out of print text ===<br />
<br />
1) Use the Access copyright look up tool to make sure the material is available for duplication. <br />
<br />
2) Use the request form https://rms.accesscopyright.ca/rplookup/repertoire/prequest.aspx to request permission for a transactional license. Separate transactional licenses are generated for Campus and OL. '''For OL requests, in the box for Licensee add the letters "OL" behind Thompson Rivers University''' so that Access Copyright is clear that the request will go on the OL transactional license. Comments box might indicate that the entire text is required as it is out of print or "This request is for 21% of the text and requires a transactional license". <br />
<br />
3) Access copyright will acknowledge the request immediately by automated email. It may take 2-5 business days for them to provide a return email which authorizes the use. The permission must then be entered on both the Access Elog for that portion under 20% and on the Transactional License log for that portion over 20%.<br />
<br />
<br />
=== Methods of Reporting Access Copyright usage ===<br />
<br />
<br />
==== Access ELog ====<br />
<br />
When entering materials on the elog, it is important to include both the course code and the instructor name for campus courses as there may be several sections of the course offered each with their own unique course pack. All columns are filled except for the Number of sets made.<br />
<br />
:a) In the case of OL print materials the number of sets made is filled in based on the reported enrolments in tableau before the log is submitted to Access Copyright <br />
<br />
:b) In the case of Campus, this will be filled in later when we go to submit the elog. A sales report is obtained from the Bookstore which provides the number of copies for each course and section.<br />
Where a transactional license permission is required, the first 20% of the material is placed on the E-log.<br />
<br />
<br />
'''Sample Elog'''<br />
[[File:ELOG_Screen_Shot.jpg |1100px|frameless|center|]]<br />
<br />
==== Transactional License Spreadsheet ====<br />
<br />
(Open Learning and Campus Transactional License Trimesterly Reporting Sheet)<br />
<br />
:a) It requires the intellectual property officer to fill in the date the permission was requested, the date the permission was granted Access Copyright, and the requesting officer’s name. <br />
<br />
:b) The course code is entered, without the professor’s name. <br />
<br />
:c) Use of the material, print or digital, needs to be specified.<br />
<br />
:d) The total pages in the text must be specified.<br />
<br />
:e) The Specific Page Range requested includes all of the pages requested.<br />
<br />
:f) The 20% portion is calculated automatically for you as are the additional pages available under the Transactional license.<br />
<br />
:::The transactional license spreadsheet will also calculate the number of pages which exceed the license limit ( exceeds 25%) – which cannot be duplicated under Access Copyright permission.<br />
<br />
:h) Fill in the number of permissions requested. <br />
<br />
::i) OL Print materials procedure: before submitting the Transactional License to Access, the number of copies "sold" to students during the period should be verified with the OL Materials coordinator, and the number of permissions requested should be amended accordingly.<br />
<br />
::ii) For OL materials that are in digital format, the requested number should be verified based on enrolments, again before submitting to Access. <br />
<br />
::iii) For Campus (Face to Face) course pack material, the requested number should be verified based on course packs sold for the course in question during the period.<br />
<br />
=== Reporting to Access Copyright ===<br />
'''Access Elog''' is reported at the end of each semester. The reporting periods are:<br />
:1. September 1 to December 31 (Fall Term) due February 28<br />
:2. January 1 to May 30 (Winter Term) due July 30<br />
:3. June 1 to August 31 (Summer Term) due October 31<br />
<br />
For campus elogs, reports of sales of course packs for each course are obtained from the Bookstore and that number is entered into the elog to be submitted to Access Copyright. This is usually given to us as a list or excel sheet by the Bookstore. ( The spreadsheet from the bookstore is saved into the O drive in the Access Copyright folder).<br />
<br />
For Open Learning, elogs, sales reports are obtained from OLBookbuyer@tru.ca. You will have to go through the sales report for the relevant months and located the readings package or reprint in the inventory system and then report these numbers on the appropriate line of the Elog. (The sales report is also saved into O drive in the Access Copyright folder)<br />
Where the materials reported are part of a digital license, the number of users is determined from Tableau.<br />
<br />
Where a transactional license was also obtained the number of copies to which the license for the period pertains should already be included on the Elog . For print copies, it is OL policy to print the entire number of copies requested on the transactional license at one time and keep them in inventory. This should be a final number.<br />
<br />
Where a transactional license was also obtained for digital materials (ie used in the LMS instead of print form), the number of users is determined by the number of registrations in tableau. This number is adjusted when Access Copyright sends us the Transactional Log for confirmation. The number from the revised Transactional Log is then adjusted on the Elog.<br />
<br />
<br />
'''Transactional License''' reporting periods are:<br />
:1. September 1 to December 31 ( Sent out on January 15th)<br />
:2. January 1 – May 30th ( Sent out on June 15th)<br />
:3. June 1 to August 31 (Sent out on September 15th)<br />
Access Copyright sends out the Transaction Spreadsheet based on the requests we have made during the period and asks us to confirm our usage. Once we have checked the Transactional License against our copy to confirm the materials used and have confirmed the number of users, we email a confirmation back to Access Copyright who then issue an invoice for the materials used. This invoice is paid by the Intellectual Property Supervisor.<br />
<br />
'''The Intellectual Property Supervisor reviews all elogs and Transactional License Reporting before they are sent to Access Copyright.'''</div>
Sblackford
https://kumu.tru.ca/index.php?title=Documentation:Intellectual_Property_Office/Access_Copyright_Process&diff=6951
Documentation:Intellectual Property Office/Access Copyright Process
2014-10-30T22:23:18Z
<p>Sblackford: /* Access Copyright Process */</p>
<hr />
<div>[[File:Copyright icon.svg|thumbnail|right|frame|© 2008 Jeblad. Retrieved from http://commons.wikimedia.org/wiki/File:Copyright_icon.svg]]<br />
<br />
<br />
== Access Copyright Process ==<br />
Materials exceeding the TRU Fair Dealing Policy may be cleared under the Access Copyright License up to 20% of a text or journal provided the material is not on the exclusions list of publishers who do not want their royalties collected by Access Copyright. Materials between 20 and 25% of a text may be cleared by means of obtaining special permission and recording this on the Access Copyright Transactional spreadsheet. Permission can also be obtained to copy an entire text where it is out of print and there are no newer editions available. These also are recorded on the Transactional spreadsheet.<br />
<br />
'''Things to know about clearing course packs for campus with Access Copyright:'''<br />
<br />
:When a course pack has been received from the Printshop for a campus based course, the person assigned to it goes through it for third party materials and assesses whether they can be deemed fair dealing , require a permission or whether they need to be logged on the Access Elog.<br />
<br />
:If there are no materials being elogged, the Printshop is notified that the course pack has been cleared and a copy of that notification is sent to the Bookstore so that they know the course pack is coming.<br />
<br />
:If there are materials which are logged on the Elog, then a separate email should be sent to the Bookstore advising them of the number of pages that are being copied under the Access License. If the amount exceeds 20% of the text and an Access Transactional License is also required, the amount charged for the Transactional License must also be reported to the Bookstore.<br />
:<br />
=== Procedure for materials under 20% of a text or book ===<br />
1) In order to clear materials under the Access Copyright license, you require the ISBN (books)or ISSN number (journals) and the publisher’s name. These are entered into the Access Copyright Repertoire Look up Tool https://rms.accesscopyright.ca/rplookup/repertoire/RepertoireLookup.aspx <br />
which will provide you with information as to whether it is permissible to use the Access Copyright License to duplicate the requested materials.<br />
2) If the material is available in the Access Repertoire, the information for the third party material you are clearing is entered into the appropriate Elog Master form (located on the O drive): Campus or OL.<br />
<br />
<br />
<br />
=== Transactional License -Procedure for materials in excess of 20% but less than 25% of a text or an out of print text ===<br />
<br />
1) Use the Access copyright look up tool to make sure the material is available for duplication. <br />
<br />
2) Use the request form https://rms.accesscopyright.ca/rplookup/repertoire/prequest.aspx to request permission for a transactional license. Separate transactional licenses are generated for Campus and OL. '''For OL requests, in the box for Licensee add the letters "OL" behind Thompson Rivers University''' so that Access Copyright is clear that the request will go on the OL transactional license. Comments box might indicate that the entire text is required as it is out of print or "This request is for 21% of the text and requires a transactional license". <br />
<br />
3) Access copyright will acknowledge the request immediately by automated email. It may take 2-5 business days for them to provide a return email which authorizes the use. The permission must then be entered on both the Access Elog for that portion under 20% and on the Transactional License log for that portion over 20%.<br />
<br />
<br />
=== Methods of Reporting Access Copyright usage ===<br />
<br />
<br />
==== Access ELog ====<br />
<br />
When entering materials on the elog, it is important to include both the course code and the instructor name for campus courses as there may be several sections of the course offered each with their own unique course pack. All columns are filled except for the Number of sets made.<br />
<br />
:a) In the case of OL print materials the number of sets made is filled in based on the reported enrolments in tableau before the log is submitted to Access Copyright <br />
<br />
:b) In the case of Campus, this will be filled in later when we go to submit the elog. A sales report is obtained from the Bookstore which provides the number of copies for each course and section.<br />
Where a transactional license permission is required, the first 20% of the material is placed on the E-log.<br />
<br />
<br />
'''Sample Elog'''<br />
[[File:ELOG_Screen_Shot.jpg |1100px|frameless|center|]]<br />
<br />
==== Transactional License Spreadsheet ====<br />
<br />
(Open Learning and Campus Transactional License Trimesterly Reporting Sheet)<br />
<br />
:a) It requires the intellectual property officer to fill in the date the permission was requested, the date the permission was granted Access Copyright, and the requesting officer’s name. <br />
<br />
:b) The course code is entered, without the professor’s name. <br />
<br />
:c) Use of the material, print or digital, needs to be specified.<br />
<br />
:d) The total pages in the text must be specified.<br />
<br />
:e) The Specific Page Range requested includes all of the pages requested.<br />
<br />
:f) The 20% portion is calculated automatically for you as are the additional pages available under the Transactional license.<br />
<br />
:::The transactional license spreadsheet will also calculate the number of pages which exceed the license limit ( exceeds 25%) – which cannot be duplicated under Access Copyright permission.<br />
<br />
:h) Fill in the number of permissions requested. <br />
<br />
::i) OL Print materials procedure: all the requested print copies are printed at a single time during the term and permission is not requested until the printed supply is exhausted. The number of permissions requested in the permission approval is left as is.<br />
<br />
::ii) For OL materials which are digital transactional licenses, the requested number of copies may change based on enrolments. The requested number is also entered on this sheet when the permission is obtained but may be changed when the confirmation Transactional spreadsheet is received from Access Copyright.<br />
<br />
::iii) For Campus (Face to Face) course pack material, the number of pages exceeding the 20% is multiplied by the $0.10 per page fee. This number is reported to the Bookstore so that it can be recovered in the course pack cost. The amount reported will be the page count plus the administrative fee and HST. (A total cost is also calculated on the spreadsheet automatically). The number of permissions requested may change based on the sales report provided by the Bookstore at the end of the trimester.<br />
<br />
::iv) A flat $10.00 fee is charged where the pages over 20% are from an out of print book. It is possible to duplicate the entire text for the flat fee. This amount is also reported to the bookstore when the permission is obtained for a Face to Face (Campus) course.<br />
<br />
<br />
=== Reporting to Access Copyright ===<br />
'''Access Elog''' is reported at the end of each semester. The reporting periods are:<br />
:1. September 1 to December 31 (Fall Term) due February 28<br />
:2. January 1 to May 30 (Winter Term) due July 30<br />
:3. June 1 to August 31 (Summer Term) due October 31<br />
<br />
For campus elogs, reports of sales of course packs for each course are obtained from the Bookstore and that number is entered into the elog to be submitted to Access Copyright. This is usually given to us as a list or excel sheet by the Bookstore. ( The spreadsheet from the bookstore is saved into the O drive in the Access Copyright folder).<br />
<br />
For Open Learning, elogs, sales reports are obtained from OLBookbuyer@tru.ca. You will have to go through the sales report for the relevant months and located the readings package or reprint in the inventory system and then report these numbers on the appropriate line of the Elog. (The sales report is also saved into O drive in the Access Copyright folder)<br />
Where the materials reported are part of a digital license, the number of users is determined from Tableau.<br />
<br />
Where a transactional license was also obtained the number of copies to which the license for the period pertains should already be included on the Elog . For print copies, it is OL policy to print the entire number of copies requested on the transactional license at one time and keep them in inventory. This should be a final number.<br />
<br />
Where a transactional license was also obtained for digital materials (ie used in the LMS instead of print form), the number of users is determined by the number of registrations in tableau. This number is adjusted when Access Copyright sends us the Transactional Log for confirmation. The number from the revised Transactional Log is then adjusted on the Elog.<br />
<br />
<br />
'''Transactional License''' reporting periods are:<br />
:1. September 1 to December 31 ( Sent out on January 15th)<br />
:2. January 1 – May 30th ( Sent out on June 15th)<br />
:3. June 1 to August 31 (Sent out on September 15th)<br />
Access Copyright sends out the Transaction Spreadsheet based on the requests we have made during the period and asks us to confirm our usage. Once we have checked the Transactional License against our copy to confirm the materials used and have confirmed the number of users, we email a confirmation back to Access Copyright who then issue an invoice for the materials used. This invoice is paid by the Intellectual Property Supervisor.<br />
<br />
'''The Intellectual Property Supervisor reviews all elogs and Transactional License Reporting before they are sent to Access Copyright.'''</div>
Sblackford
https://kumu.tru.ca/index.php?title=Documentation:Intellectual_Property_Office/IPO_Process_Documentation_Map&diff=6457
Documentation:Intellectual Property Office/IPO Process Documentation Map
2014-07-17T18:41:22Z
<p>Sblackford: /* D4P2 */</p>
<hr />
<div>[[File:Copyright wordle.png|550px|right|frameless|]]<br />
<br />
<br />
== '''Documentation''' ==<br />
<br />
:1. [https://www.tru.ca/__shared/assets/FairDealing23287.pdf TRU Fair Dealing Policy]<br />
:2. [https://www.tru.ca/__shared/assets/ModelLicence26851.pdf Access Copyright License]<br />
:3. Publisher Blanket Permissions <br />
::::– See Blanket Permissions Folder in O drive<br />
:4. [http://canlii.ca/en/ca/laws/stat/rsc-1985-c-c-42/latest/rsc-1985-c-c-42.html Copyright Act]<br />
<br />
== '''Database and Record Keeping Tools''' ==<br />
=== [[Documentation:Intellectual_Property_Office/JIRA_Basics|JIRA]] === <br />
JIRA is the work-flow system for tracking requests that come into the IPO and the state of course materials (overview) and documents permission requests. Up to three JIRA records may be created for each course:<br />
<br />
::a. One for materials used under the TRU Fair Dealing Policy, Public Domain, Site License or other educational exception under the Copyright Act.<br />
::b. One for Access Copyright requests that exceed the 10% Fair Dealing policy (print) and for those transactional requests (digital and print) that exceed 20% of the third party copyrighted materials and require a separate request to Access Copyright, and<br />
::c. One for Permissions – third party materials used in course content for which we have sought and obtained permission to use the materials by means of email , letter or license, including materials used under the Blanket Licenses from several of the publishers.<br />
<br />
=== [[Documentation:Intellectual_Property_Office/IPO_Filemaker_Records|Filemaker (IPODB)]] ===<br />
Filemaker is the database for collecting and storing item specific information on third party materials which are used in the course. It contains all information necessary to locate materials within the course and all information necessary to make a permission request. It is used for both Face to Face (Campus delivered course materials) and Open Learning (Distance education) delivery methods.<br />
:a. Identifies the method used for clearing third party materials. <br />
:b. It is the main tool by which copyright credit lines are provided to production, curriculum services and instructional designers. <br />
:c. It is the tool from which a Permission Audit is completed to make sure permissions are up to date and all third party copyright materials are accounted for.<br />
<br />
== [[Documentation:Intellectual_Property_Office/Access_Copyright_Process|'''Access Elog''']] ==<br />
The Access Elog is the main tool by which the IPO reports materials copied under the Access Copyright License to Access copyright. Two Access Elogs exist – one for campus third party materials (Instructor course packs) and one for Open Learning course environments.<br />
<br />
== [[Documentation:Intellectual_Property_Office/Access_Copyright_Process|'''Access Transactional Elog''']] ==<br />
This log is required when you are asking for 20-25% of a third party copyrighted work or when requesting permission for an entire out of print textbook.<br />
<br />
=== Tableau ===<br />
Tableau is the database which provides enrolment numbers by course. It is prepared and updated monthly by the OL Planning and Effectiveness Team. The database shows the modes of delivery for each OL course and the enrolments on a monthly basis. There is a summing tool which will give you the enrolment number over a given period; this may be necessary when applying for permissions or to complete Access Elogs and Transactional Licenses.<br />
<br />
=== D4P2 ===<br />
D4P2 is the means by which each of the departments track progress on course development and maintenance. The database is updated regularly so that other departments know how far the course has progressed in each area: development, editing , copyright, media, production. Copyright staff assigned a file by the Copyright Supervisor are responsible for entering the date assigned and other pertinent data into the D4P2 record as soon as the file is assigned. Fields must also be updated when work on the file begins, when the permissions are sent out or received, and when the file is complete and a copyright report has been sent to OLProduction and CurriculumServices.<br />
<br />
=== IPO File Number Assignment Sheet ===<br />
Each third party resource used in course materials is assigned an IPO File number which is the unique identifier used in the Filemaker record. These are assigned for both Face to Face/Campus and Open Learning course materials. A notation is made in the IPO File Number Assignment sheet when a number is assigned to the Face to Face Course.<br />
<br />
== '''IPO Form Letters and Standard Requests''' ==<br />
(See folder in O drive for precedents)<br />
# By email <br />
# By letter for printed materials, illustrations, instructors resources, web material, etc.<br />
# By letter requesting permission to post/stream video, youtube or similar media <br />
# [[Documentation:Rights_Holder_Online_Forms|Rightsholder Online request forms]]<br />
<br />
== [[Documentation:Intellectual_Property_Office/Access_Copyright_Process|'''Access Copyright''']] ==<br />
:1. '''Repertorie Look up tool''' –https://rms.accesscopyright.ca/rplookup/repertoire/RepertoireLookup.aspx – use this tool to check whether the third party material you seek to copy is on the exclusions list or not.<br />
:<br />
:2. '''Permissions request form''' - https://rms.accesscopyright.ca/rplookup/repertoire/prequest.aspx - use this tool to request transactional licenses for materials exceeding 20% of a work or for out of print/out of stock permissions.<br />
<br />
<br />
== [[Documentation:Intellectual_Property_Office/Copyright_Clearing_Procedure|'''IPO Procedures''']] ==<br />
:1. '''Permission Request from Campus''' – permission request may come directly from a faculty member or as a course pack from the print shop and is assigned to a staff member by the copyright supervisor. Permission requests are made to the Copyright@tru.ca mail box and should not come to a staff member directly.<br />
<br />
:2. '''Permission Request from Instructional Designer''' – permission request comes from the Instructional Designer (I.D. Lead) for new courses or courses in which a major revision is being completed. Often there is no history for a new course and the number of permissions and choice of methods of incorporating materials is flexible. This process may involve copyright staff taking on extra tasks such as sourcing imagery or multimedia requests.<br />
<br />
:3. '''Permission Request associated with course Maintenance'''-maintenance most often occurs where a textbook is no longer available or the subject content needs updating. Often most of the resources associated with the course are carried forward. The first step in working with a maintenance course is to determine what third party resources are used in the course currently and which will be carried forward. Often resources are linked to adopted textbooks and are blanket permissions so a change of text without a change to the materials in the course can trigger a permission request or a change of status to fair dealing if the amount is minimal.</div>
Sblackford
https://kumu.tru.ca/index.php?title=Documentation:Intellectual_Property_Office/IPO_Filemaker_Records&diff=6365
Documentation:Intellectual Property Office/IPO Filemaker Records
2014-06-26T16:06:08Z
<p>Sblackford: /* Filemaker records */</p>
<hr />
<div>[[File:Future intellectual systems backbone.jpg|100px|right|frame|©2012 Giorgi. Retrieved from http://commons.wikimedia.org/wiki/File:Future_intellectual_systems_backbone.jpg]]<br />
<br />
<br />
<br />
== Filemaker records == <br />
<br />
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.<br />
<br />
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).<br />
<br />
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. <br />
<br />
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, freedigitalphotos.net, 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. <br />
<br />
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".<br />
<br />
Details of what information should be recorded in each of the fields is set out later in this document.<br />
<br />
<br />
'''All Filemaker records should be completed with as much detail as possible'''. <br />
<br />
<br />
=== Copyright Reports ===<br />
<br />
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:<br />
* Select IPODB Editing/Production Report<br />
* From the File menu select Export Records<br />
* 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<br />
* Click continue when the Excel Options box opens<br />
* 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 <br />
* 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<br />
* Confirm that titles that should be in italics have all translated properly in the report before senting it to : OLProduction, OLEditing, Curriculum Services<br />
<br />
=== Sample Filemaker Record Form ===<br />
[[File:Filemaker.jpg|1600px|frameless|center|]]<br />
<br />
=== Filemaker records MUST contain: ===<br />
1) '''IPO file number''' <br />
:a) a new file number should be created where the method of clearing is changed, or <br />
:b) the permission/license is renewed<br />
<br />
2) '''Material in Use status-'''<br />
:a) Current – selected when a permission is obtained <br />
: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<br />
<br />
3) '''Material Copyright Holder'''<br />
<br />
4) '''Copies Granted Amount''' (where there is a fixed number of students or copies licensed)<br />
<br />
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.<br />
<br />
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.<br />
<br />
7) '''Contract Expiry Date''' <br />
:a) This is the date specified in the license <br />
:b) This may be the date the subscription expires in the case of a library subscription<br />
:c) *insert date 3 years hence where no expiry date is applicable<br />
<br />
8) '''Permission Fees Payable''' <br />
: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.<br />
:b) Include zero amounts where a permission is sought and we receive the permission free of charge.<br />
<br />
9) '''Method of Clearing'''<br />
: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.<br />
: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)<br />
:c) '''Library Subscription''' <br />
:d) '''Fair Dealing''' – follow the [https://www.tru.ca/__shared/assets/FairDealing23287.pdf TRU Fair Dealing Policy]: up to 10% of a text, single chapter or journal article, etc.<br />
:e) '''Public Domain''' –work is generally in the public domain 50 years after the date of death of the creator <br />
:f) '''Educational Exception''' –egs: Section 30.04 of the ''Copyright Act''; the exam exception under the ''Copyright Act''.<br />
<br />
<br />
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:<br />
::a) Used under s. 30.04. No prohibition against download on site<br />
::b) Permission to reproduce is granted on document;<br />
::c) Site license - see Material Additional Notes<br />
::d) Two pages - 1% of text used, fair dealing.<br />
<br />
11) '''Course Code''' – This is obtained from the Instructional designer or D4P2<br />
<br />
12) '''Course Title''' - This is obtained from the Instructional designer or D4P2<br />
<br />
13) '''Course Learning Environment''' (OL or Face to Face)<br />
<br />
14) '''Course Delivery Method''' - This information can be obtained from D4P2 if it is not supplied by the program lead<br />
<br />
15) '''Course Enrolment Type''' <br />
<br />
16) '''Material Source ISBN/ISSN''' (where appropriate) - from the copyright credits page of the source material or the journal cover if a magazine.<br />
<br />
17) '''Material Reproduction Use Type''' - Print, Post on Learning Management System or both<br />
<br />
18) '''Material Excerpt Author'''<br />
<br />
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. <br />
<br />
20) '''Material Source Title''' - Title of the text or journal from which the material originated.<br />
<br />
21) '''Material Type''' - the original source type. ie Print, Web, Audio CD, <br />
<br />
22) '''Material Location''' - Where the material is located in our course content ie: Module 1 Topic 2; Assignment File (AF)<br />
<br />
23) '''Material Total Pages in Source Text Amount'''<br />
<br />
24) '''Material Pages Copied''' - Itemize the pages such as pages 113-115; 247-249<br />
<br />
25) '''Material Total Pages Copied Amount'''<br />
<br />
26) '''Material Credit Line Text'''-<br />
:a) For multiple entries from the same text such as several chapters, a separate Material Credit line is created for each entry.<br />
:b) For materials copied under the Access Copyright license be sure to add the following:<br />
::“Copied under Permission from Access Copyright. Further reproduction, distribution, or transmission is prohibited except as otherwise permitted by Law.”<br />
: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:<br />
::https://owl.english.purdue.edu/owl/resource/560/06/ Single and Multiple Author citation<br />
::https://owl.english.purdue.edu/owl/resource/560/07/ Articles in Periodicals<br />
::https://owl.english.purdue.edu/owl/resource/560/08/ Books<br />
::https://owl.english.purdue.edu/owl/resource/560/10/ Electronic Sources<br />
::https://owl.english.purdue.edu/owl/resource/560/11/ Motion Picture or Video<br />
:d) A handy tool is Bibme found at http://www.bibme.org/ . 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.<br />
<br />
=== Filemaker records MAY contain: ===<br />
<br />
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.<br />
<br />
2) '''Publisher Reference Number:''' The invoice, license or confirmation number for easy reference.<br />
<br />
3) '''Publisher Notes:''' Provide any important information regarding permission terms not captured elsewhere.<br />
<br />
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:<br />
Use only for this course. Image is to be used in its entirety without bleeding, cropping, or overprinting.<br />
<br />
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.<br />
<br />
=== Large files involving multiple records ===<br />
<br />
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.</div>
Sblackford
https://kumu.tru.ca/index.php?title=Documentation:Intellectual_Property_Office/IPO_Filemaker_Records&diff=6348
Documentation:Intellectual Property Office/IPO Filemaker Records
2014-06-25T18:36:34Z
<p>Sblackford: /* Filemaker records MUST contain: */</p>
<hr />
<div>[[File:Future intellectual systems backbone.jpg|100px|right|frame|©2012 Giorgi. Retrieved from http://commons.wikimedia.org/wiki/File:Future_intellectual_systems_backbone.jpg]]<br />
<br />
<br />
<br />
== Filemaker records == <br />
<br />
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.<br />
<br />
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).<br />
<br />
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. <br />
<br />
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, freedigitalphotos.net, 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. Details of what information should be recorded in each of the fields is set out later in this document.<br />
<br />
<br />
'''All Filemaker records should be completed with as much detail as possible'''. <br />
<br />
<br />
=== Copyright Reports ===<br />
<br />
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:<br />
* Select IPODB Editing/Production Report<br />
* From the File menu select Export Records<br />
* 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<br />
* Click continue when the Excel Options box opens<br />
* 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 <br />
* 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<br />
* Confirm that titles that should be in italics have all translated properly in the report before senting it to : OLProduction, OLEditing, Curriculum Services<br />
<br />
=== Sample Filemaker Record Form ===<br />
[[File:Filemaker.jpg|1600px|frameless|center|]]<br />
<br />
=== Filemaker records MUST contain: ===<br />
1) '''IPO file number''' <br />
:a) a new file number should be created where the method of clearing is changed, or <br />
:b) the permission/license is renewed<br />
<br />
2) '''Material in Use status-'''<br />
:a) Current – selected when a permission is obtained <br />
: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<br />
<br />
3) '''Material Copyright Holder'''<br />
<br />
4) '''Copies Granted Amount''' (where there is a fixed number of students or copies licensed)<br />
<br />
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.<br />
<br />
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.<br />
<br />
7) '''Contract Expiry Date''' <br />
:a) This is the date specified in the license <br />
:b) This may be the date the subscription expires in the case of a library subscription<br />
:c) *insert date 3 years hence where no expiry date is applicable<br />
<br />
8) '''Permission Fees Payable''' <br />
: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.<br />
:b) Include zero amounts where a permission is sought and we receive the permission free of charge.<br />
<br />
9) '''Method of Clearing'''<br />
: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.<br />
: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)<br />
:c) '''Library Subscription''' <br />
:d) '''Fair Dealing''' – follow the [https://www.tru.ca/__shared/assets/FairDealing23287.pdf TRU Fair Dealing Policy]: up to 10% of a text, single chapter or journal article, etc.<br />
:e) '''Public Domain''' –work is generally in the public domain 50 years after the date of death of the creator <br />
:f) '''Educational Exception''' –egs: Section 30.04 of the ''Copyright Act''; the exam exception under the ''Copyright Act''.<br />
<br />
<br />
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:<br />
::a) Used under s. 30.04. No prohibition against download on site<br />
::b) Permission to reproduce is granted on document;<br />
::c) Site license - see Material Additional Notes<br />
::d) Two pages - 1% of text used, fair dealing.<br />
<br />
11) '''Course Code''' – This is obtained from the Instructional designer or D4P2<br />
<br />
12) '''Course Title''' - This is obtained from the Instructional designer or D4P2<br />
<br />
13) '''Course Learning Environment''' (OL or Face to Face)<br />
<br />
14) '''Course Delivery Method''' - This information can be obtained from D4P2 if it is not supplied by the program lead<br />
<br />
15) '''Course Enrolment Type''' <br />
<br />
16) '''Material Source ISBN/ISSN''' (where appropriate) - from the copyright credits page of the source material or the journal cover if a magazine.<br />
<br />
17) '''Material Reproduction Use Type''' - Print, Post on Learning Management System or both<br />
<br />
18) '''Material Excerpt Author'''<br />
<br />
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. <br />
<br />
20) '''Material Source Title''' - Title of the text or journal from which the material originated.<br />
<br />
21) '''Material Type''' - the original source type. ie Print, Web, Audio CD, <br />
<br />
22) '''Material Location''' - Where the material is located in our course content ie: Module 1 Topic 2; Assignment File (AF)<br />
<br />
23) '''Material Total Pages in Source Text Amount'''<br />
<br />
24) '''Material Pages Copied''' - Itemize the pages such as pages 113-115; 247-249<br />
<br />
25) '''Material Total Pages Copied Amount'''<br />
<br />
26) '''Material Credit Line Text'''-<br />
:a) For multiple entries from the same text such as several chapters, a separate Material Credit line is created for each entry.<br />
:b) For materials copied under the Access Copyright license be sure to add the following:<br />
::“Copied under Permission from Access Copyright. Further reproduction, distribution, or transmission is prohibited except as otherwise permitted by Law.”<br />
: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:<br />
::https://owl.english.purdue.edu/owl/resource/560/06/ Single and Multiple Author citation<br />
::https://owl.english.purdue.edu/owl/resource/560/07/ Articles in Periodicals<br />
::https://owl.english.purdue.edu/owl/resource/560/08/ Books<br />
::https://owl.english.purdue.edu/owl/resource/560/10/ Electronic Sources<br />
::https://owl.english.purdue.edu/owl/resource/560/11/ Motion Picture or Video<br />
:d) A handy tool is Bibme found at http://www.bibme.org/ . 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.<br />
<br />
=== Filemaker records MAY contain: ===<br />
<br />
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.<br />
<br />
2) '''Publisher Reference Number:''' The invoice, license or confirmation number for easy reference.<br />
<br />
3) '''Publisher Notes:''' Provide any important information regarding permission terms not captured elsewhere.<br />
<br />
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:<br />
Use only for this course. Image is to be used in its entirety without bleeding, cropping, or overprinting.<br />
<br />
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.<br />
<br />
=== Large files involving multiple records ===<br />
<br />
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.</div>
Sblackford
https://kumu.tru.ca/index.php?title=Documentation:Intellectual_Property_Office/IPO_Filemaker_Records&diff=6347
Documentation:Intellectual Property Office/IPO Filemaker Records
2014-06-25T18:18:58Z
<p>Sblackford: /* Filemaker records MUST contain: */</p>
<hr />
<div>[[File:Future intellectual systems backbone.jpg|100px|right|frame|©2012 Giorgi. Retrieved from http://commons.wikimedia.org/wiki/File:Future_intellectual_systems_backbone.jpg]]<br />
<br />
<br />
<br />
== Filemaker records == <br />
<br />
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.<br />
<br />
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).<br />
<br />
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. <br />
<br />
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, freedigitalphotos.net, 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. Details of what information should be recorded in each of the fields is set out later in this document.<br />
<br />
<br />
'''All Filemaker records should be completed with as much detail as possible'''. <br />
<br />
<br />
=== Copyright Reports ===<br />
<br />
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:<br />
* Select IPODB Editing/Production Report<br />
* From the File menu select Export Records<br />
* 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<br />
* Click continue when the Excel Options box opens<br />
* 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 <br />
* 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<br />
* Confirm that titles that should be in italics have all translated properly in the report before senting it to : OLProduction, OLEditing, Curriculum Services<br />
<br />
=== Sample Filemaker Record Form ===<br />
[[File:Filemaker.jpg|1600px|frameless|center|]]<br />
<br />
=== Filemaker records MUST contain: ===<br />
1) '''IPO file number''' <br />
:a) a new file number should be created where the method of clearing is changed, or <br />
:b) the permission/license is renewed<br />
<br />
2) '''Material in Use status-'''<br />
:a) Current – selected when a permission is obtained <br />
: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<br />
<br />
3) '''Material Copyright Holder'''<br />
<br />
4) '''Copies Granted Amount''' (where there is a fixed number of students or copies licensed)<br />
<br />
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.<br />
<br />
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. <br />
<br />
7) '''Contract Expiry Date''' <br />
:a) This is the date specified in the license <br />
:b) This may be the date the subscription expires in the case of a library subscription<br />
:c) *insert date 3 years hence where no expiry date is applicable<br />
<br />
8) '''Permission Fees Payable''' <br />
: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.<br />
:b) Include zero amounts where a permission is sought and we receive the permission free of charge.<br />
<br />
9) '''Method of Clearing'''<br />
: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.<br />
: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)<br />
:c) '''Library Subscription''' <br />
:d) '''Fair Dealing''' – follow the [https://www.tru.ca/__shared/assets/FairDealing23287.pdf TRU Fair Dealing Policy]: up to 10% of a text, single chapter or journal article, etc.<br />
:e) '''Public Domain''' –work is generally in the public domain 50 years after the date of death of the creator <br />
:f) '''Educational Exception''' –egs: Section 30.04 of the ''Copyright Act''; the exam exception under the ''Copyright Act''.<br />
<br />
<br />
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:<br />
::a) Used under s. 30.04. No prohibition against download on site<br />
::b) Permission to reproduce is granted on document;<br />
::c) Site license - see Material Additional Notes<br />
::d) Two pages - 1% of text used, fair dealing.<br />
<br />
11) '''Course Code''' – This is obtained from the Instructional designer or D4P2<br />
<br />
12) '''Course Title''' - This is obtained from the Instructional designer or D4P2<br />
<br />
13) '''Course Learning Environment''' (OL or Face to Face)<br />
<br />
14) '''Course Delivery Method''' - This information can be obtained from D4P2 if it is not supplied by the program lead<br />
<br />
15) '''Course Enrolment Type''' <br />
<br />
16) '''Material Source ISBN/ISSN''' (where appropriate) - from the copyright credits page of the source material or the journal cover if a magazine.<br />
<br />
17) '''Material Reproduction Use Type''' - Print, Post on Learning Management System or both<br />
<br />
18) '''Material Excerpt Author'''<br />
<br />
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. <br />
<br />
20) '''Material Source Title''' - Title of the text or journal from which the material originated.<br />
<br />
21) '''Material Type''' - the original source type. ie Print, Web, Audio CD, <br />
<br />
22) '''Material Location''' - Where the material is located in our course content ie: Module 1 Topic 2; Assignment File (AF)<br />
<br />
23) '''Material Total Pages in Source Text Amount'''<br />
<br />
24) '''Material Pages Copied''' - Itemize the pages such as pages 113-115; 247-249<br />
<br />
25) '''Material Total Pages Copied Amount'''<br />
<br />
26) '''Material Credit Line Text'''-<br />
:a) For multiple entries from the same text such as several chapters, a separate Material Credit line is created for each entry.<br />
:b) For materials copied under the Access Copyright license be sure to add the following:<br />
::“Copied under Permission from Access Copyright. Further reproduction, distribution, or transmission is prohibited except as otherwise permitted by Law.”<br />
: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:<br />
::https://owl.english.purdue.edu/owl/resource/560/06/ Single and Multiple Author citation<br />
::https://owl.english.purdue.edu/owl/resource/560/07/ Articles in Periodicals<br />
::https://owl.english.purdue.edu/owl/resource/560/08/ Books<br />
::https://owl.english.purdue.edu/owl/resource/560/10/ Electronic Sources<br />
::https://owl.english.purdue.edu/owl/resource/560/11/ Motion Picture or Video<br />
:d) A handy tool is Bibme found at http://www.bibme.org/ . 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.<br />
<br />
=== Filemaker records MAY contain: ===<br />
<br />
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.<br />
<br />
2) '''Publisher Reference Number:''' The invoice, license or confirmation number for easy reference.<br />
<br />
3) '''Publisher Notes:''' Provide any important information regarding permission terms not captured elsewhere.<br />
<br />
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:<br />
Use only for this course. Image is to be used in its entirety without bleeding, cropping, or overprinting.<br />
<br />
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.<br />
<br />
=== Large files involving multiple records ===<br />
<br />
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.</div>
Sblackford
https://kumu.tru.ca/index.php?title=Documentation:Intellectual_Property_Office/IPO_Filemaker_Records&diff=6346
Documentation:Intellectual Property Office/IPO Filemaker Records
2014-06-25T18:10:14Z
<p>Sblackford: /* Filemaker records MUST contain: */</p>
<hr />
<div>[[File:Future intellectual systems backbone.jpg|100px|right|frame|©2012 Giorgi. Retrieved from http://commons.wikimedia.org/wiki/File:Future_intellectual_systems_backbone.jpg]]<br />
<br />
<br />
<br />
== Filemaker records == <br />
<br />
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.<br />
<br />
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).<br />
<br />
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. <br />
<br />
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, freedigitalphotos.net, 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. Details of what information should be recorded in each of the fields is set out later in this document.<br />
<br />
<br />
'''All Filemaker records should be completed with as much detail as possible'''. <br />
<br />
<br />
=== Copyright Reports ===<br />
<br />
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:<br />
* Select IPODB Editing/Production Report<br />
* From the File menu select Export Records<br />
* 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<br />
* Click continue when the Excel Options box opens<br />
* 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 <br />
* 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<br />
* Confirm that titles that should be in italics have all translated properly in the report before senting it to : OLProduction, OLEditing, Curriculum Services<br />
<br />
=== Sample Filemaker Record Form ===<br />
[[File:Filemaker.jpg|1600px|frameless|center|]]<br />
<br />
=== Filemaker records MUST contain: ===<br />
1) '''IPO file number''' <br />
:a) a new file number should be created where the method of clearing is changed, or <br />
:b) the permission/license is renewed<br />
<br />
2) '''Material in Use status-'''<br />
:a) Current – selected when a permission is obtained <br />
: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<br />
<br />
3) '''Material Copyright Holder'''<br />
<br />
4) '''Copies Granted Amount''' (where there is a fixed number of students or copies licensed)<br />
<br />
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 using material sales data (if available) or enrolment data from Tableau.<br />
<br />
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. <br />
<br />
7) '''Contract Expiry Date''' <br />
:a) This is the date specified in the license <br />
:b) This may be the date the subscription expires in the case of a library subscription<br />
:c) *insert date 3 years hence where no expiry date is applicable<br />
<br />
8) '''Permission Fees Payable''' <br />
: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.<br />
:b) Include zero amounts where a permission is sought and we receive the permission free of charge.<br />
<br />
9) '''Method of Clearing'''<br />
: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.<br />
: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)<br />
:c) '''Library Subscription''' <br />
:d) '''Fair Dealing''' – follow the [https://www.tru.ca/__shared/assets/FairDealing23287.pdf TRU Fair Dealing Policy]: up to 10% of a text, single chapter or journal article, etc.<br />
:e) '''Public Domain''' –work is generally in the public domain 50 years after the date of death of the creator <br />
:f) '''Educational Exception''' –egs: Section 30.04 of the ''Copyright Act''; the exam exception under the ''Copyright Act''.<br />
<br />
<br />
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:<br />
::a) Used under s. 30.04. No prohibition against download on site<br />
::b) Permission to reproduce is granted on document;<br />
::c) Site license - see Material Additional Notes<br />
::d) Two pages - 1% of text used, fair dealing.<br />
<br />
11) '''Course Code''' – This is obtained from the Instructional designer or D4P2<br />
<br />
12) '''Course Title''' - This is obtained from the Instructional designer or D4P2<br />
<br />
13) '''Course Learning Environment''' (OL or Face to Face)<br />
<br />
14) '''Course Delivery Method''' - This information can be obtained from D4P2 if it is not supplied by the program lead<br />
<br />
15) '''Course Enrolment Type''' <br />
<br />
16) '''Material Source ISBN/ISSN''' (where appropriate) - from the copyright credits page of the source material or the journal cover if a magazine.<br />
<br />
17) '''Material Reproduction Use Type''' - Print, Post on Learning Management System or both<br />
<br />
18) '''Material Excerpt Author'''<br />
<br />
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. <br />
<br />
20) '''Material Source Title''' - Title of the text or journal from which the material originated.<br />
<br />
21) '''Material Type''' - the original source type. ie Print, Web, Audio CD, <br />
<br />
22) '''Material Location''' - Where the material is located in our course content ie: Module 1 Topic 2; Assignment File (AF)<br />
<br />
23) '''Material Total Pages in Source Text Amount'''<br />
<br />
24) '''Material Pages Copied''' - Itemize the pages such as pages 113-115; 247-249<br />
<br />
25) '''Material Total Pages Copied Amount'''<br />
<br />
26) '''Material Credit Line Text'''-<br />
:a) For multiple entries from the same text such as several chapters, a separate Material Credit line is created for each entry.<br />
:b) For materials copied under the Access Copyright license be sure to add the following:<br />
::“Copied under Permission from Access Copyright. Further reproduction, distribution, or transmission is prohibited except as otherwise permitted by Law.”<br />
: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:<br />
::https://owl.english.purdue.edu/owl/resource/560/06/ Single and Multiple Author citation<br />
::https://owl.english.purdue.edu/owl/resource/560/07/ Articles in Periodicals<br />
::https://owl.english.purdue.edu/owl/resource/560/08/ Books<br />
::https://owl.english.purdue.edu/owl/resource/560/10/ Electronic Sources<br />
::https://owl.english.purdue.edu/owl/resource/560/11/ Motion Picture or Video<br />
:d) A handy tool is Bibme found at http://www.bibme.org/ . 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.<br />
<br />
=== Filemaker records MAY contain: ===<br />
<br />
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.<br />
<br />
2) '''Publisher Reference Number:''' The invoice, license or confirmation number for easy reference.<br />
<br />
3) '''Publisher Notes:''' Provide any important information regarding permission terms not captured elsewhere.<br />
<br />
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:<br />
Use only for this course. Image is to be used in its entirety without bleeding, cropping, or overprinting.<br />
<br />
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.<br />
<br />
=== Large files involving multiple records ===<br />
<br />
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.</div>
Sblackford
https://kumu.tru.ca/index.php?title=Documentation:Intellectual_Property_Office/IPO_Process_Documentation_Map&diff=6340
Documentation:Intellectual Property Office/IPO Process Documentation Map
2014-06-24T16:32:04Z
<p>Sblackford: /* Access Transactional Elog */</p>
<hr />
<div>[[File:Copyright wordle.png|550px|right|frameless|]]<br />
<br />
<br />
== '''Documentation''' ==<br />
<br />
:1. [https://www.tru.ca/__shared/assets/FairDealing23287.pdf TRU Fair Dealing Policy]<br />
:2. [https://www.tru.ca/__shared/assets/ModelLicence26851.pdf Access Copyright License]<br />
:3. Publisher Blanket Permissions <br />
::::– See Blanket Permissions Folder in O drive<br />
:4. [http://canlii.ca/en/ca/laws/stat/rsc-1985-c-c-42/latest/rsc-1985-c-c-42.html Copyright Act]<br />
<br />
== '''Database and Record Keeping Tools''' ==<br />
=== [[Documentation:Intellectual_Property_Office/JIRA_Basics|JIRA]] === <br />
JIRA is the work-flow system for tracking requests that come into the IPO and the state of course materials (overview) and documents permission requests. Up to three JIRA records may be created for each course:<br />
<br />
::a. One for materials used under the TRU Fair Dealing Policy, Public Domain, Site License or other educational exception under the Copyright Act.<br />
::b. One for Access Copyright requests that exceed the 10% Fair Dealing policy (print) and for those transactional requests (digital and print) that exceed 20% of the third party copyrighted materials and require a separate request to Access Copyright, and<br />
::c. One for Permissions – third party materials used in course content for which we have sought and obtained permission to use the materials by means of email , letter or license, including materials used under the Blanket Licenses from several of the publishers.<br />
<br />
=== [[Documentation:Intellectual_Property_Office/IPO_Filemaker_Records|Filemaker (IPODB)]] ===<br />
Filemaker is the database for collecting and storing item specific information on third party materials which are used in the course. It contains all information necessary to locate materials within the course and all information necessary to make a permission request. It is used for both Face to Face (Campus delivered course materials) and Open Learning (Distance education) delivery methods.<br />
:a. Identifies the method used for clearing third party materials. <br />
:b. It is the main tool by which copyright credit lines are provided to production, curriculum services and instructional designers. <br />
:c. It is the tool from which a Permission Audit is completed to make sure permissions are up to date and all third party copyright materials are accounted for.<br />
<br />
== [[Documentation:Intellectual_Property_Office/Access_Copyright_Process|'''Access Elog''']] ==<br />
The Access Elog is the main tool by which the IPO reports materials copied under the Access Copyright License to Access copyright. Two Access Elogs exist – one for campus third party materials (Instructor course packs) and one for Open Learning course environments.<br />
<br />
== [[Documentation:Intellectual_Property_Office/Access_Copyright_Process|'''Access Transactional Elog''']] ==<br />
This log is required when you are asking for 20-25% of a third party copyrighted work or when requesting permission for an entire out of print textbook.<br />
<br />
=== Tableau ===<br />
Tableau is the database which provides enrolment numbers by course. It is prepared and updated monthly by the OL Planning and Effectiveness Team. The database shows the modes of delivery for each OL course and the enrolments on a monthly basis. There is a summing tool which will give you the enrolment number over a given period; this may be necessary when applying for permissions or to complete Access Elogs and Transactional Licenses.<br />
<br />
=== D4P2 ===<br />
D4P2 is the means by which each of the departments track progress on course development and maintenance. The database is updated regularly so that other departments know how far the course has progressed in each area: development, editing , copyright, media, production. Copyright staff assigned a file by the Copyright Supervisor are responsible for completing the D4P2 record when the file is assigned, when the permissions are sent out or received and when the file is complete and a copyright report has been sent to OLProduction and CurriculumServices.<br />
<br />
=== IPO File Number Assignment Sheet ===<br />
Each third party resource used in course materials is assigned an IPO File number which is the unique identifier used in the Filemaker record. These are assigned for both Face to Face/Campus and Open Learning course materials. A notation is made in the IPO File Number Assignment sheet when a number is assigned to the Face to Face Course.<br />
<br />
== '''IPO Form Letters and Standard Requests''' ==<br />
(See folder in O drive for precedents)<br />
# By email <br />
# By letter for printed materials, illustrations, instructors resources, web material, etc.<br />
# By letter requesting permission to post/stream video, youtube or similar media <br />
# [[Documentation:Rights_Holder_Online_Forms|Rightsholder Online request forms]]<br />
<br />
== [[Documentation:Intellectual_Property_Office/Access_Copyright_Process|'''Access Copyright''']] ==<br />
:1. '''Repertorie Look up tool''' –https://rms.accesscopyright.ca/rplookup/repertoire/RepertoireLookup.aspx – use this tool to check whether the third party material you seek to copy is on the exclusions list or not.<br />
:<br />
:2. '''Permissions request form''' - https://rms.accesscopyright.ca/rplookup/repertoire/prequest.aspx - use this tool to request transactional licenses for materials exceeding 20% of a work or for out of print/out of stock permissions.<br />
<br />
<br />
== [[Documentation:Intellectual_Property_Office/Copyright_Clearing_Procedure|'''IPO Procedures''']] ==<br />
:1. '''Permission Request from Campus''' – permission request may come directly from a faculty member or as a course pack from the print shop and is assigned to a staff member by the copyright supervisor. Permission requests are made to the Copyright@tru.ca mail box and should not come to a staff member directly.<br />
<br />
:2. '''Permission Request from Instructional Designer''' – permission request comes from the Instructional Designer (I.D. Lead) for new courses or courses in which a major revision is being completed. Often there is no history for a new course and the number of permissions and choice of methods of incorporating materials is flexible. This process may involve copyright staff taking on extra tasks such as sourcing imagery or multimedia requests.<br />
<br />
:3. '''Permission Request associated with course Maintenance'''-maintenance most often occurs where a textbook is no longer available or the subject content needs updating. Often most of the resources associated with the course are carried forward. The first step in working with a maintenance course is to determine what third party resources are used in the course currently and which will be carried forward. Often resources are linked to adopted textbooks and are blanket permissions so a change of text without a change to the materials in the course can trigger a permission request or a change of status to fair dealing if the amount is minimal.</div>
Sblackford
https://kumu.tru.ca/index.php?title=Documentation:Intellectual_Property_Office/IPO_Process_Documentation_Map&diff=6339
Documentation:Intellectual Property Office/IPO Process Documentation Map
2014-06-24T16:31:39Z
<p>Sblackford: /* Access Copyright */</p>
<hr />
<div>[[File:Copyright wordle.png|550px|right|frameless|]]<br />
<br />
<br />
== '''Documentation''' ==<br />
<br />
:1. [https://www.tru.ca/__shared/assets/FairDealing23287.pdf TRU Fair Dealing Policy]<br />
:2. [https://www.tru.ca/__shared/assets/ModelLicence26851.pdf Access Copyright License]<br />
:3. Publisher Blanket Permissions <br />
::::– See Blanket Permissions Folder in O drive<br />
:4. [http://canlii.ca/en/ca/laws/stat/rsc-1985-c-c-42/latest/rsc-1985-c-c-42.html Copyright Act]<br />
<br />
== '''Database and Record Keeping Tools''' ==<br />
=== [[Documentation:Intellectual_Property_Office/JIRA_Basics|JIRA]] === <br />
JIRA is the work-flow system for tracking requests that come into the IPO and the state of course materials (overview) and documents permission requests. Up to three JIRA records may be created for each course:<br />
<br />
::a. One for materials used under the TRU Fair Dealing Policy, Public Domain, Site License or other educational exception under the Copyright Act.<br />
::b. One for Access Copyright requests that exceed the 10% Fair Dealing policy (print) and for those transactional requests (digital and print) that exceed 20% of the third party copyrighted materials and require a separate request to Access Copyright, and<br />
::c. One for Permissions – third party materials used in course content for which we have sought and obtained permission to use the materials by means of email , letter or license, including materials used under the Blanket Licenses from several of the publishers.<br />
<br />
=== [[Documentation:Intellectual_Property_Office/IPO_Filemaker_Records|Filemaker (IPODB)]] ===<br />
Filemaker is the database for collecting and storing item specific information on third party materials which are used in the course. It contains all information necessary to locate materials within the course and all information necessary to make a permission request. It is used for both Face to Face (Campus delivered course materials) and Open Learning (Distance education) delivery methods.<br />
:a. Identifies the method used for clearing third party materials. <br />
:b. It is the main tool by which copyright credit lines are provided to production, curriculum services and instructional designers. <br />
:c. It is the tool from which a Permission Audit is completed to make sure permissions are up to date and all third party copyright materials are accounted for.<br />
<br />
== [[Documentation:Intellectual_Property_Office/Access_Copyright_Process|'''Access Elog''']] ==<br />
The Access Elog is the main tool by which the IPO reports materials copied under the Access Copyright License to Access copyright. Two Access Elogs exist – one for campus third party materials (Instructor course packs) and one for Open Learning course environments.<br />
<br />
=== Access Transactional Elog ===<br />
This log is required when you are asking for 20-25% of a third party copyrighted work or when requesting permission for an entire out of print textbook.<br />
<br />
<br />
=== Tableau ===<br />
Tableau is the database which provides enrolment numbers by course. It is prepared and updated monthly by the OL Planning and Effectiveness Team. The database shows the modes of delivery for each OL course and the enrolments on a monthly basis. There is a summing tool which will give you the enrolment number over a given period; this may be necessary when applying for permissions or to complete Access Elogs and Transactional Licenses.<br />
<br />
=== D4P2 ===<br />
D4P2 is the means by which each of the departments track progress on course development and maintenance. The database is updated regularly so that other departments know how far the course has progressed in each area: development, editing , copyright, media, production. Copyright staff assigned a file by the Copyright Supervisor are responsible for completing the D4P2 record when the file is assigned, when the permissions are sent out or received and when the file is complete and a copyright report has been sent to OLProduction and CurriculumServices.<br />
<br />
=== IPO File Number Assignment Sheet ===<br />
Each third party resource used in course materials is assigned an IPO File number which is the unique identifier used in the Filemaker record. These are assigned for both Face to Face/Campus and Open Learning course materials. A notation is made in the IPO File Number Assignment sheet when a number is assigned to the Face to Face Course.<br />
<br />
== '''IPO Form Letters and Standard Requests''' ==<br />
(See folder in O drive for precedents)<br />
# By email <br />
# By letter for printed materials, illustrations, instructors resources, web material, etc.<br />
# By letter requesting permission to post/stream video, youtube or similar media <br />
# [[Documentation:Rights_Holder_Online_Forms|Rightsholder Online request forms]]<br />
<br />
== [[Documentation:Intellectual_Property_Office/Access_Copyright_Process|'''Access Copyright''']] ==<br />
:1. '''Repertorie Look up tool''' –https://rms.accesscopyright.ca/rplookup/repertoire/RepertoireLookup.aspx – use this tool to check whether the third party material you seek to copy is on the exclusions list or not.<br />
:<br />
:2. '''Permissions request form''' - https://rms.accesscopyright.ca/rplookup/repertoire/prequest.aspx - use this tool to request transactional licenses for materials exceeding 20% of a work or for out of print/out of stock permissions.<br />
<br />
<br />
== [[Documentation:Intellectual_Property_Office/Copyright_Clearing_Procedure|'''IPO Procedures''']] ==<br />
:1. '''Permission Request from Campus''' – permission request may come directly from a faculty member or as a course pack from the print shop and is assigned to a staff member by the copyright supervisor. Permission requests are made to the Copyright@tru.ca mail box and should not come to a staff member directly.<br />
<br />
:2. '''Permission Request from Instructional Designer''' – permission request comes from the Instructional Designer (I.D. Lead) for new courses or courses in which a major revision is being completed. Often there is no history for a new course and the number of permissions and choice of methods of incorporating materials is flexible. This process may involve copyright staff taking on extra tasks such as sourcing imagery or multimedia requests.<br />
<br />
:3. '''Permission Request associated with course Maintenance'''-maintenance most often occurs where a textbook is no longer available or the subject content needs updating. Often most of the resources associated with the course are carried forward. The first step in working with a maintenance course is to determine what third party resources are used in the course currently and which will be carried forward. Often resources are linked to adopted textbooks and are blanket permissions so a change of text without a change to the materials in the course can trigger a permission request or a change of status to fair dealing if the amount is minimal.</div>
Sblackford
https://kumu.tru.ca/index.php?title=Documentation:Intellectual_Property_Office/IPO_Process_Documentation_Map&diff=6338
Documentation:Intellectual Property Office/IPO Process Documentation Map
2014-06-24T16:30:15Z
<p>Sblackford: /* Access Elog (Print materials) */</p>
<hr />
<div>[[File:Copyright wordle.png|550px|right|frameless|]]<br />
<br />
<br />
== '''Documentation''' ==<br />
<br />
:1. [https://www.tru.ca/__shared/assets/FairDealing23287.pdf TRU Fair Dealing Policy]<br />
:2. [https://www.tru.ca/__shared/assets/ModelLicence26851.pdf Access Copyright License]<br />
:3. Publisher Blanket Permissions <br />
::::– See Blanket Permissions Folder in O drive<br />
:4. [http://canlii.ca/en/ca/laws/stat/rsc-1985-c-c-42/latest/rsc-1985-c-c-42.html Copyright Act]<br />
<br />
== '''Database and Record Keeping Tools''' ==<br />
=== [[Documentation:Intellectual_Property_Office/JIRA_Basics|JIRA]] === <br />
JIRA is the work-flow system for tracking requests that come into the IPO and the state of course materials (overview) and documents permission requests. Up to three JIRA records may be created for each course:<br />
<br />
::a. One for materials used under the TRU Fair Dealing Policy, Public Domain, Site License or other educational exception under the Copyright Act.<br />
::b. One for Access Copyright requests that exceed the 10% Fair Dealing policy (print) and for those transactional requests (digital and print) that exceed 20% of the third party copyrighted materials and require a separate request to Access Copyright, and<br />
::c. One for Permissions – third party materials used in course content for which we have sought and obtained permission to use the materials by means of email , letter or license, including materials used under the Blanket Licenses from several of the publishers.<br />
<br />
=== [[Documentation:Intellectual_Property_Office/IPO_Filemaker_Records|Filemaker (IPODB)]] ===<br />
Filemaker is the database for collecting and storing item specific information on third party materials which are used in the course. It contains all information necessary to locate materials within the course and all information necessary to make a permission request. It is used for both Face to Face (Campus delivered course materials) and Open Learning (Distance education) delivery methods.<br />
:a. Identifies the method used for clearing third party materials. <br />
:b. It is the main tool by which copyright credit lines are provided to production, curriculum services and instructional designers. <br />
:c. It is the tool from which a Permission Audit is completed to make sure permissions are up to date and all third party copyright materials are accounted for.<br />
<br />
== [[Documentation:Intellectual_Property_Office/Access_Copyright_Process|'''Access Copyright''']] ==<br />
The Access Elog is the main tool by which the IPO reports materials copied under the Access Copyright License to Access copyright. Two Access Elogs exist – one for campus third party materials (Instructor course packs) and one for Open Learning course environments.<br />
<br />
=== Access Transactional Elog ===<br />
This log is required when you are asking for 20-25% of a third party copyrighted work or when requesting permission for an entire out of print textbook.<br />
<br />
<br />
=== Tableau ===<br />
Tableau is the database which provides enrolment numbers by course. It is prepared and updated monthly by the OL Planning and Effectiveness Team. The database shows the modes of delivery for each OL course and the enrolments on a monthly basis. There is a summing tool which will give you the enrolment number over a given period; this may be necessary when applying for permissions or to complete Access Elogs and Transactional Licenses.<br />
<br />
=== D4P2 ===<br />
D4P2 is the means by which each of the departments track progress on course development and maintenance. The database is updated regularly so that other departments know how far the course has progressed in each area: development, editing , copyright, media, production. Copyright staff assigned a file by the Copyright Supervisor are responsible for completing the D4P2 record when the file is assigned, when the permissions are sent out or received and when the file is complete and a copyright report has been sent to OLProduction and CurriculumServices.<br />
<br />
=== IPO File Number Assignment Sheet ===<br />
Each third party resource used in course materials is assigned an IPO File number which is the unique identifier used in the Filemaker record. These are assigned for both Face to Face/Campus and Open Learning course materials. A notation is made in the IPO File Number Assignment sheet when a number is assigned to the Face to Face Course.<br />
<br />
<br />
== '''IPO Form Letters and Standard Requests''' ==<br />
(See folder in O drive for precedents)<br />
# By email <br />
# By letter for printed materials, illustrations, instructors resources, web material, etc.<br />
# By letter requesting permission to post/stream video, youtube or similar media <br />
# [[Documentation:Rights_Holder_Online_Forms|Rightsholder Online request forms]]<br />
<br />
== [[Documentation:Intellectual_Property_Office/Access_Copyright_Process|'''Access Copyright''']] ==<br />
:1. '''Repertorie Look up tool''' –https://rms.accesscopyright.ca/rplookup/repertoire/RepertoireLookup.aspx – use this tool to check whether the third party material you seek to copy is on the exclusions list or not.<br />
:<br />
:2. '''Permissions request form''' - https://rms.accesscopyright.ca/rplookup/repertoire/prequest.aspx - use this tool to request transactional licenses for materials exceeding 20% of a work or for out of print/out of stock permissions.<br />
<br />
<br />
== [[Documentation:Intellectual_Property_Office/Copyright_Clearing_Procedure|'''IPO Procedures''']] ==<br />
:1. '''Permission Request from Campus''' – permission request may come directly from a faculty member or as a course pack from the print shop and is assigned to a staff member by the copyright supervisor. Permission requests are made to the Copyright@tru.ca mail box and should not come to a staff member directly.<br />
<br />
:2. '''Permission Request from Instructional Designer''' – permission request comes from the Instructional Designer (I.D. Lead) for new courses or courses in which a major revision is being completed. Often there is no history for a new course and the number of permissions and choice of methods of incorporating materials is flexible. This process may involve copyright staff taking on extra tasks such as sourcing imagery or multimedia requests.<br />
<br />
:3. '''Permission Request associated with course Maintenance'''-maintenance most often occurs where a textbook is no longer available or the subject content needs updating. Often most of the resources associated with the course are carried forward. The first step in working with a maintenance course is to determine what third party resources are used in the course currently and which will be carried forward. Often resources are linked to adopted textbooks and are blanket permissions so a change of text without a change to the materials in the course can trigger a permission request or a change of status to fair dealing if the amount is minimal.</div>
Sblackford
https://kumu.tru.ca/index.php?title=Documentation:Intellectual_Property_Office/IPO_Process_Documentation_Map&diff=6337
Documentation:Intellectual Property Office/IPO Process Documentation Map
2014-06-24T16:16:57Z
<p>Sblackford: /* D4P2 */</p>
<hr />
<div>[[File:Copyright wordle.png|550px|right|frameless|]]<br />
<br />
<br />
== '''Documentation''' ==<br />
<br />
:1. [https://www.tru.ca/__shared/assets/FairDealing23287.pdf TRU Fair Dealing Policy]<br />
:2. [https://www.tru.ca/__shared/assets/ModelLicence26851.pdf Access Copyright License]<br />
:3. Publisher Blanket Permissions <br />
::::– See Blanket Permissions Folder in O drive<br />
:4. [http://canlii.ca/en/ca/laws/stat/rsc-1985-c-c-42/latest/rsc-1985-c-c-42.html Copyright Act]<br />
<br />
== '''Database and Record Keeping Tools''' ==<br />
=== [[Documentation:Intellectual_Property_Office/JIRA_Basics|JIRA]] === <br />
JIRA is the work-flow system for tracking requests that come into the IPO and the state of course materials (overview) and documents permission requests. Up to three JIRA records may be created for each course:<br />
<br />
::a. One for materials used under the TRU Fair Dealing Policy, Public Domain, Site License or other educational exception under the Copyright Act.<br />
::b. One for Access Copyright requests that exceed the 10% Fair Dealing policy (print) and for those transactional requests (digital and print) that exceed 20% of the third party copyrighted materials and require a separate request to Access Copyright, and<br />
::c. One for Permissions – third party materials used in course content for which we have sought and obtained permission to use the materials by means of email , letter or license, including materials used under the Blanket Licenses from several of the publishers.<br />
<br />
=== [[Documentation:Intellectual_Property_Office/IPO_Filemaker_Records|Filemaker (IPODB)]] ===<br />
Filemaker is the database for collecting and storing item specific information on third party materials which are used in the course. It contains all information necessary to locate materials within the course and all information necessary to make a permission request. It is used for both Face to Face (Campus delivered course materials) and Open Learning (Distance education) delivery methods.<br />
:a. Identifies the method used for clearing third party materials. <br />
:b. It is the main tool by which copyright credit lines are provided to production, curriculum services and instructional designers. <br />
:c. It is the tool from which a Permission Audit is completed to make sure permissions are up to date and all third party copyright materials are accounted for.<br />
<br />
=== Access Elog (Print materials) ===<br />
The Access Elog is the main tool by which the IPO reports materials copied under the Access Copyright License to Access copyright. Two Access Elogs exist – one for campus third party materials (Instructor course packs) and one for Open Learning course environments.<br />
<br />
=== Access Transactional Elog ===<br />
This log is required when you are asking for 20-25% of a third party copyrighted work or when requesting permission for an entire out of print textbook.<br />
<br />
<br />
=== Tableau ===<br />
Tableau is the database which provides enrolment numbers by course. It is prepared and updated monthly by the OL Planning and Effectiveness Team. The database shows the modes of delivery for each OL course and the enrolments on a monthly basis. There is a summing tool which will give you the enrolment number over a given period; this may be necessary when applying for permissions or to complete Access Elogs and Transactional Licenses.<br />
<br />
=== D4P2 ===<br />
D4P2 is the means by which each of the departments track progress on course development and maintenance. The database is updated regularly so that other departments know how far the course has progressed in each area: development, editing , copyright, media, production. Copyright staff assigned a file by the Copyright Supervisor are responsible for completing the D4P2 record when the file is assigned, when the permissions are sent out or received and when the file is complete and a copyright report has been sent to OLProduction and CurriculumServices.<br />
<br />
=== IPO File Number Assignment Sheet ===<br />
Each third party resource used in course materials is assigned an IPO File number which is the unique identifier used in the Filemaker record. These are assigned for both Face to Face/Campus and Open Learning course materials. A notation is made in the IPO File Number Assignment sheet when a number is assigned to the Face to Face Course.<br />
<br />
<br />
== '''IPO Form Letters and Standard Requests''' ==<br />
(See folder in O drive for precedents)<br />
# By email <br />
# By letter for printed materials, illustrations, instructors resources, web material, etc.<br />
# By letter requesting permission to post/stream video, youtube or similar media <br />
# [[Documentation:Rights_Holder_Online_Forms|Rightsholder Online request forms]]<br />
<br />
== [[Documentation:Intellectual_Property_Office/Access_Copyright_Process|'''Access Copyright''']] ==<br />
:1. '''Repertorie Look up tool''' –https://rms.accesscopyright.ca/rplookup/repertoire/RepertoireLookup.aspx – use this tool to check whether the third party material you seek to copy is on the exclusions list or not.<br />
:<br />
:2. '''Permissions request form''' - https://rms.accesscopyright.ca/rplookup/repertoire/prequest.aspx - use this tool to request transactional licenses for materials exceeding 20% of a work or for out of print/out of stock permissions.<br />
<br />
<br />
== [[Documentation:Intellectual_Property_Office/Copyright_Clearing_Procedure|'''IPO Procedures''']] ==<br />
:1. '''Permission Request from Campus''' – permission request may come directly from a faculty member or as a course pack from the print shop and is assigned to a staff member by the copyright supervisor. Permission requests are made to the Copyright@tru.ca mail box and should not come to a staff member directly.<br />
<br />
:2. '''Permission Request from Instructional Designer''' – permission request comes from the Instructional Designer (I.D. Lead) for new courses or courses in which a major revision is being completed. Often there is no history for a new course and the number of permissions and choice of methods of incorporating materials is flexible. This process may involve copyright staff taking on extra tasks such as sourcing imagery or multimedia requests.<br />
<br />
:3. '''Permission Request associated with course Maintenance'''-maintenance most often occurs where a textbook is no longer available or the subject content needs updating. Often most of the resources associated with the course are carried forward. The first step in working with a maintenance course is to determine what third party resources are used in the course currently and which will be carried forward. Often resources are linked to adopted textbooks and are blanket permissions so a change of text without a change to the materials in the course can trigger a permission request or a change of status to fair dealing if the amount is minimal.</div>
Sblackford
https://kumu.tru.ca/index.php?title=Documentation:Intellectual_Property_Office/IPO_Process_Documentation_Map&diff=6336
Documentation:Intellectual Property Office/IPO Process Documentation Map
2014-06-24T16:15:10Z
<p>Sblackford: /* Tableau */</p>
<hr />
<div>[[File:Copyright wordle.png|550px|right|frameless|]]<br />
<br />
<br />
== '''Documentation''' ==<br />
<br />
:1. [https://www.tru.ca/__shared/assets/FairDealing23287.pdf TRU Fair Dealing Policy]<br />
:2. [https://www.tru.ca/__shared/assets/ModelLicence26851.pdf Access Copyright License]<br />
:3. Publisher Blanket Permissions <br />
::::– See Blanket Permissions Folder in O drive<br />
:4. [http://canlii.ca/en/ca/laws/stat/rsc-1985-c-c-42/latest/rsc-1985-c-c-42.html Copyright Act]<br />
<br />
== '''Database and Record Keeping Tools''' ==<br />
=== [[Documentation:Intellectual_Property_Office/JIRA_Basics|JIRA]] === <br />
JIRA is the work-flow system for tracking requests that come into the IPO and the state of course materials (overview) and documents permission requests. Up to three JIRA records may be created for each course:<br />
<br />
::a. One for materials used under the TRU Fair Dealing Policy, Public Domain, Site License or other educational exception under the Copyright Act.<br />
::b. One for Access Copyright requests that exceed the 10% Fair Dealing policy (print) and for those transactional requests (digital and print) that exceed 20% of the third party copyrighted materials and require a separate request to Access Copyright, and<br />
::c. One for Permissions – third party materials used in course content for which we have sought and obtained permission to use the materials by means of email , letter or license, including materials used under the Blanket Licenses from several of the publishers.<br />
<br />
=== [[Documentation:Intellectual_Property_Office/IPO_Filemaker_Records|Filemaker (IPODB)]] ===<br />
Filemaker is the database for collecting and storing item specific information on third party materials which are used in the course. It contains all information necessary to locate materials within the course and all information necessary to make a permission request. It is used for both Face to Face (Campus delivered course materials) and Open Learning (Distance education) delivery methods.<br />
:a. Identifies the method used for clearing third party materials. <br />
:b. It is the main tool by which copyright credit lines are provided to production, curriculum services and instructional designers. <br />
:c. It is the tool from which a Permission Audit is completed to make sure permissions are up to date and all third party copyright materials are accounted for.<br />
<br />
=== Access Elog (Print materials) ===<br />
The Access Elog is the main tool by which the IPO reports materials copied under the Access Copyright License to Access copyright. Two Access Elogs exist – one for campus third party materials (Instructor course packs) and one for Open Learning course environments.<br />
<br />
=== Access Transactional Elog ===<br />
This log is required when you are asking for 20-25% of a third party copyrighted work or when requesting permission for an entire out of print textbook.<br />
<br />
<br />
=== Tableau ===<br />
Tableau is the database which provides enrolment numbers by course. It is prepared and updated monthly by the OL Planning and Effectiveness Team. The database shows the modes of delivery for each OL course and the enrolments on a monthly basis. There is a summing tool which will give you the enrolment number over a given period; this may be necessary when applying for permissions or to complete Access Elogs and Transactional Licenses.<br />
<br />
=== D4P2 ===<br />
D4P2 is the means by which each of the departments track progress on course development and maintenance. The database is updated regularly so that other departments know where the course is in the process: development, editing , copyright, media, production. Copyright staff assigned a file by the Copyright Supervisor are responsible for completing the D4P2 record when the file is assigned, when the permissions are sent out or received and when the file is complete and a copyright report has been sent to OLProduction and CurriculumServices.<br />
<br />
<br />
=== IPO File Number Assignment Sheet ===<br />
Each third party resource used in course materials is assigned an IPO File number which is the unique identifier used in the Filemaker record. These are assigned for both Face to Face/Campus and Open Learning course materials. A notation is made in the IPO File Number Assignment sheet when a number is assigned to the Face to Face Course.<br />
<br />
<br />
== '''IPO Form Letters and Standard Requests''' ==<br />
(See folder in O drive for precedents)<br />
# By email <br />
# By letter for printed materials, illustrations, instructors resources, web material, etc.<br />
# By letter requesting permission to post/stream video, youtube or similar media <br />
# [[Documentation:Rights_Holder_Online_Forms|Rightsholder Online request forms]]<br />
<br />
== [[Documentation:Intellectual_Property_Office/Access_Copyright_Process|'''Access Copyright''']] ==<br />
:1. '''Repertorie Look up tool''' –https://rms.accesscopyright.ca/rplookup/repertoire/RepertoireLookup.aspx – use this tool to check whether the third party material you seek to copy is on the exclusions list or not.<br />
:<br />
:2. '''Permissions request form''' - https://rms.accesscopyright.ca/rplookup/repertoire/prequest.aspx - use this tool to request transactional licenses for materials exceeding 20% of a work or for out of print/out of stock permissions.<br />
<br />
<br />
== [[Documentation:Intellectual_Property_Office/Copyright_Clearing_Procedure|'''IPO Procedures''']] ==<br />
:1. '''Permission Request from Campus''' – permission request may come directly from a faculty member or as a course pack from the print shop and is assigned to a staff member by the copyright supervisor. Permission requests are made to the Copyright@tru.ca mail box and should not come to a staff member directly.<br />
<br />
:2. '''Permission Request from Instructional Designer''' – permission request comes from the Instructional Designer (I.D. Lead) for new courses or courses in which a major revision is being completed. Often there is no history for a new course and the number of permissions and choice of methods of incorporating materials is flexible. This process may involve copyright staff taking on extra tasks such as sourcing imagery or multimedia requests.<br />
<br />
:3. '''Permission Request associated with course Maintenance'''-maintenance most often occurs where a textbook is no longer available or the subject content needs updating. Often most of the resources associated with the course are carried forward. The first step in working with a maintenance course is to determine what third party resources are used in the course currently and which will be carried forward. Often resources are linked to adopted textbooks and are blanket permissions so a change of text without a change to the materials in the course can trigger a permission request or a change of status to fair dealing if the amount is minimal.</div>
Sblackford
https://kumu.tru.ca/index.php?title=Documentation:Intellectual_Property_Office/IPO_Process_Documentation_Map&diff=6335
Documentation:Intellectual Property Office/IPO Process Documentation Map
2014-06-24T16:11:23Z
<p>Sblackford: /* IPO Form Letters and Standard Requests */</p>
<hr />
<div>[[File:Copyright wordle.png|550px|right|frameless|]]<br />
<br />
<br />
== '''Documentation''' ==<br />
<br />
:1. [https://www.tru.ca/__shared/assets/FairDealing23287.pdf TRU Fair Dealing Policy]<br />
:2. [https://www.tru.ca/__shared/assets/ModelLicence26851.pdf Access Copyright License]<br />
:3. Publisher Blanket Permissions <br />
::::– See Blanket Permissions Folder in O drive<br />
:4. [http://canlii.ca/en/ca/laws/stat/rsc-1985-c-c-42/latest/rsc-1985-c-c-42.html Copyright Act]<br />
<br />
== '''Database and Record Keeping Tools''' ==<br />
=== [[Documentation:Intellectual_Property_Office/JIRA_Basics|JIRA]] === <br />
JIRA is the work-flow system for tracking requests that come into the IPO and the state of course materials (overview) and documents permission requests. Up to three JIRA records may be created for each course:<br />
<br />
::a. One for materials used under the TRU Fair Dealing Policy, Public Domain, Site License or other educational exception under the Copyright Act.<br />
::b. One for Access Copyright requests that exceed the 10% Fair Dealing policy (print) and for those transactional requests (digital and print) that exceed 20% of the third party copyrighted materials and require a separate request to Access Copyright, and<br />
::c. One for Permissions – third party materials used in course content for which we have sought and obtained permission to use the materials by means of email , letter or license, including materials used under the Blanket Licenses from several of the publishers.<br />
<br />
=== [[Documentation:Intellectual_Property_Office/IPO_Filemaker_Records|Filemaker (IPODB)]] ===<br />
Filemaker is the database for collecting and storing item specific information on third party materials which are used in the course. It contains all information necessary to locate materials within the course and all information necessary to make a permission request. It is used for both Face to Face (Campus delivered course materials) and Open Learning (Distance education) delivery methods.<br />
:a. Identifies the method used for clearing third party materials. <br />
:b. It is the main tool by which copyright credit lines are provided to production, curriculum services and instructional designers. <br />
:c. It is the tool from which a Permission Audit is completed to make sure permissions are up to date and all third party copyright materials are accounted for.<br />
<br />
=== Access Elog (Print materials) ===<br />
The Access Elog is the main tool by which the IPO reports materials copied under the Access Copyright License to Access copyright. Two Access Elogs exist – one for campus third party materials (Instructor course packs) and one for Open Learning course environments.<br />
<br />
=== Access Transactional Elog ===<br />
This log is required when you are asking for 20-25% of a third party copyrighted work or when requesting permission for an entire out of print textbook.<br />
<br />
<br />
=== Tableau ===<br />
Tableau is the database which provides enrolment numbers by course. It is prepared and updated monthly by the OL Planning and Effectiveness Team. The database shows the modes of delivery for each OL course and the enrolments on a monthly basis. There is a summing tool which allows you to account for a number of permissions over a given period and this can be used to apply for permissions or to complete Access Elogs and Transactional Licenses.<br />
<br />
=== D4P2 ===<br />
D4P2 is the means by which each of the departments track progress on course development and maintenance. The database is updated regularly so that other departments know where the course is in the process: development, editing , copyright, media, production. Copyright staff assigned a file by the Copyright Supervisor are responsible for completing the D4P2 record when the file is assigned, when the permissions are sent out or received and when the file is complete and a copyright report has been sent to OLProduction and CurriculumServices.<br />
<br />
<br />
=== IPO File Number Assignment Sheet ===<br />
Each third party resource used in course materials is assigned an IPO File number which is the unique identifier used in the Filemaker record. These are assigned for both Face to Face/Campus and Open Learning course materials. A notation is made in the IPO File Number Assignment sheet when a number is assigned to the Face to Face Course.<br />
<br />
<br />
== '''IPO Form Letters and Standard Requests''' ==<br />
(See folder in O drive for precedents)<br />
# By email <br />
# By letter for printed materials, illustrations, instructors resources, web material, etc.<br />
# By letter requesting permission to post/stream video, youtube or similar media <br />
# [[Documentation:Rights_Holder_Online_Forms|Rightsholder Online request forms]]<br />
<br />
== [[Documentation:Intellectual_Property_Office/Access_Copyright_Process|'''Access Copyright''']] ==<br />
:1. '''Repertorie Look up tool''' –https://rms.accesscopyright.ca/rplookup/repertoire/RepertoireLookup.aspx – use this tool to check whether the third party material you seek to copy is on the exclusions list or not.<br />
:<br />
:2. '''Permissions request form''' - https://rms.accesscopyright.ca/rplookup/repertoire/prequest.aspx - use this tool to request transactional licenses for materials exceeding 20% of a work or for out of print/out of stock permissions.<br />
<br />
<br />
== [[Documentation:Intellectual_Property_Office/Copyright_Clearing_Procedure|'''IPO Procedures''']] ==<br />
:1. '''Permission Request from Campus''' – permission request may come directly from a faculty member or as a course pack from the print shop and is assigned to a staff member by the copyright supervisor. Permission requests are made to the Copyright@tru.ca mail box and should not come to a staff member directly.<br />
<br />
:2. '''Permission Request from Instructional Designer''' – permission request comes from the Instructional Designer (I.D. Lead) for new courses or courses in which a major revision is being completed. Often there is no history for a new course and the number of permissions and choice of methods of incorporating materials is flexible. This process may involve copyright staff taking on extra tasks such as sourcing imagery or multimedia requests.<br />
<br />
:3. '''Permission Request associated with course Maintenance'''-maintenance most often occurs where a textbook is no longer available or the subject content needs updating. Often most of the resources associated with the course are carried forward. The first step in working with a maintenance course is to determine what third party resources are used in the course currently and which will be carried forward. Often resources are linked to adopted textbooks and are blanket permissions so a change of text without a change to the materials in the course can trigger a permission request or a change of status to fair dealing if the amount is minimal.</div>
Sblackford
https://kumu.tru.ca/index.php?title=Documentation:Intellectual_Property_Office/JIRA_Basics&diff=6334
Documentation:Intellectual Property Office/JIRA Basics
2014-06-24T16:02:25Z
<p>Sblackford: /* Create a new issue */</p>
<hr />
<div>== <big> JIRA Basics </big> == <br />
<br />
Server location: http://innovations.tru.ca:8080/secure/Dashboard.jspa <br />
<br />
At the logon screen enter your user name and password.<br />
<br />
<br />
=== Search for Issues ===<br />
Search under the Issues tab in the top bar by Course Acronym ie HLTH 1234, by IPO Number ie 2014-0000, instructor name or other key feature.<br />
<br />
=== Create a new issue ===<br />
A new issue is created by selecting Create Issue and in the dialogue box. Select IPO to assign the file to our department.<br />
<br />
1. In the '''Summary field''' enter the course Acronym. Later in the permissions process this box will be updated with: 1)the type of record. ie: permission, fair dealing, access copyright, and 2) the IPO number assigned to the third party materials.<br />
<br />
::Egs: PSYC 3611 Permissions IPO 07-0052 or F2F MATH 1750 ( for campus based courses)<br />
<br />
2. '''Description''' – This box is designed to create a snapshot of the JIRA record as well as how the request came to be reviewed for copyright. For example , you might want to say the course has gone through a revision or that it is a new course. You also want to refer to any other JIRA records which might relate to the same course.<br />
<br />
:Entries in this box are to be kept to a bare minimum. It should identify the use which the record covers along with the IPO number and title of the resources used in the course. <br />
<br />
3. '''Attachments''' – attachments can be added at any time (ie when received) by selecting the edit issue button and attaching them to the JIRA record. You can also drag and drop a file from windows explorer. Types of material that should be attached to a record are:<br />
::i. licenses, <br />
::ii. permission letters or<br />
::iii. PDF’s of emails when permission is received.<br />
::iv. Spreadsheets detailing course resources such as deep links or a list of materials. <br />
::v. For Face to Face courses –<br />
<br />
:::1. Bibliography which is sent to the Printshop,<br />
:::2. email that is sent to the Bookstore,<br />
:::3. copies of requests submitted by the course professor.<br />
<br />
4. '''Assign''' the file to yourself as copyright officer.<br />
<br />
5. '''Contact info''' Include useful contact information, for example it would be useful to have the faculty information on face to face course or the instructional designer’s information such as phone number and email address if you need to get in touch with him or her.<br />
<br />
6. '''Comments Box''' –This field is used to track the current status of the material, any information that may be pertinent to the permissions obtained or sought, discussions with ID’s, Instructors or others. The first line of any comment added should provide a snapshot of the subject being discussed. As the comment records get longer you want to be able to skim through these records quickly to get the gist of what is happening on the file.<br />
::Comments which should be recorded are:<br />
:::i. the status of a permission request including the date permission is received<br />
:::ii. work remaining on the file<br />
:::iii. a copyright report has been sent out to production and curriculum services<br />
:::iv. efforts made to track down copyright holders for permissions<br />
:::v. decisions by the copyright supervisor for future reference<br />
:::vi. no further work is required or file is complete.<br />
<br />
<br />
JIRA records can be edited at any time. For example, add IPO numbers once assigned or add additional IPO numbers into the description box.<br />
<br />
Tracking of a record's progress is done through the call to action buttons immediately below the Summary box when an issue is displayed. The record should be moved in workflow by clicking the appropriate action button once the current stage is completed. Click "View Workflow" to see which stage the record is at as well as the various stages in the clearing process.<br />
<br />
[[File:JIRA 1.jpg|1600px|frameless|center|Sample JIRA Record]]</div>
Sblackford
https://kumu.tru.ca/index.php?title=Documentation:Intellectual_Property_Office/JIRA_Basics&diff=6333
Documentation:Intellectual Property Office/JIRA Basics
2014-06-24T15:45:32Z
<p>Sblackford: /* Create a new issue */</p>
<hr />
<div>== <big> JIRA Basics </big> == <br />
<br />
Server location: http://innovations.tru.ca:8080/secure/Dashboard.jspa <br />
<br />
At the logon screen enter your user name and password.<br />
<br />
<br />
=== Search for Issues ===<br />
Search under the Issues tab in the top bar by Course Acronym ie HLTH 1234, by IPO Number ie 2014-0000, instructor name or other key feature.<br />
<br />
=== Create a new issue ===<br />
A new issue is created by selecting Create Issue and in the dialogue box. Select IPO to assign the file to our department.<br />
<br />
1. In the '''Summary field''' enter the course Acronym. Later in the permissions process this box will be updated with: 1)the type of record. ie: permission, fair dealing, access copyright, and 2) the IPO number assigned to the third party materials.<br />
<br />
::Egs: PSYC 3611 Permissions IPO 07-0052 or F2F MATH 1750 ( for campus based courses)<br />
<br />
2. '''Description''' – This box is designed to create a snapshot of the JIRA record as well as how the request came to be reviewed for copyright. For example , you might want to say the course has gone through a revision or that it is a new course. You also want to refer to any other JIRA records which might relate to the same course.<br />
<br />
:Entries in this box are to be kept to a bare minimum. It should identify the use which the record covers along with the IPO number and title of the resources used in the course. <br />
<br />
3. '''Attachments''' – attachments can be added at any time (ie when received) by selecting the edit issue button and attaching them to the JIRA record. You can also drag and drop a file from windows explorer. Types of material that should be attached to a record are:<br />
::i. licenses, <br />
::ii. permission letters or<br />
::iii. PDF’s of emails when permission is received.<br />
::iv. Spreadsheets detailing course resources such as deep links or a list of materials. <br />
::v. For Face to Face courses –<br />
<br />
:::1. Bibliography which is sent to the Printshop,<br />
:::2. email that is sent to the Bookstore,<br />
:::3. copies of lists submitted by the course professor,<br />
<br />
4. '''Assign''' the file to yourself as copyright officer<br />
<br />
5. '''Contact info''' may or may not be useful to include, for example you would not want to put every publisher’s contact information in this box but it would be useful to have the faculty information on face to face course or the instructional designer’s information such as phone number and email address if you need to get in touch with them.<br />
<br />
6. '''Comments Box''' –This field is used to track the current status of the material and any information that may be pertainent to the permissions obtained or discussions with ID’s, Instructors or others as to course materials. The first line of any comment added should provide a snapshot of the subject being discussed. As the comment records get longer you want to be able to skim through these records quickly to get the gist of what is happening on the file.<br />
::Comments which should be recorded are<br />
:::i. The status of a permission request including the date received,<br />
:::ii. work remaining on the file<br />
:::iii. when a copyright report has been sent out to production and curriculum services.<br />
:::iv. Efforts made to track down copyright holders for permissions<br />
:::v. Records of decisions by the copyright supervisor are also recorded here for future reference.<br />
:::vi. Indicate when no further work is required or file is complete.<br />
<br />
<br />
JIRA records can be edited at any time to add in IPO numbers once assigned or add additional IPO numbers into the description box.<br />
<br />
Tracking of a records progress is done through the call to action buttons immediately below the Summary box when an issue is displayed.<br />
:a. The more button allows to you attach files<br />
:b. The Comment button allows you to add additional comments<br />
:c. To Review and Investigate will toggle to Send to Request to Rights Holder, Permission Received and File Closed (Reopen button appears)<br />
<br />
[[File:JIRA 1.jpg|1600px|frameless|center|Sample JIRA Record]]</div>
Sblackford
https://kumu.tru.ca/index.php?title=Documentation:Intellectual_Property_Office/IPO_Process_Documentation_Map&diff=6332
Documentation:Intellectual Property Office/IPO Process Documentation Map
2014-06-24T15:30:10Z
<p>Sblackford: /* JIRA */</p>
<hr />
<div>[[File:Copyright wordle.png|550px|right|frameless|]]<br />
<br />
<br />
== '''Documentation''' ==<br />
<br />
:1. [https://www.tru.ca/__shared/assets/FairDealing23287.pdf TRU Fair Dealing Policy]<br />
:2. [https://www.tru.ca/__shared/assets/ModelLicence26851.pdf Access Copyright License]<br />
:3. Publisher Blanket Permissions <br />
::::– See Blanket Permissions Folder in O drive<br />
:4. [http://canlii.ca/en/ca/laws/stat/rsc-1985-c-c-42/latest/rsc-1985-c-c-42.html Copyright Act]<br />
<br />
== '''Database and Record Keeping Tools''' ==<br />
=== [[Documentation:Intellectual_Property_Office/JIRA_Basics|JIRA]] === <br />
JIRA is the work-flow system for tracking requests that come into the IPO and the state of course materials (overview) and documents permission requests. Up to three JIRA records may be created for each course:<br />
<br />
::a. One for materials used under the TRU Fair Dealing Policy, Public Domain, Site License or other educational exception under the Copyright Act.<br />
::b. One for Access Copyright requests that exceed the 10% Fair Dealing policy (print) and for those transactional requests (digital and print) that exceed 20% of the third party copyrighted materials and require a separate request to Access Copyright, and<br />
::c. One for Permissions – third party materials used in course content for which we have sought and obtained permission to use the materials by means of email , letter or license, including materials used under the Blanket Licenses from several of the publishers.<br />
<br />
=== [[Documentation:Intellectual_Property_Office/IPO_Filemaker_Records|Filemaker (IPODB)]] ===<br />
Filemaker is the database for collecting and storing item specific information on third party materials which are used in the course. It contains all information necessary to locate materials within the course and all information necessary to make a permission request. It is used for both Face to Face (Campus delivered course materials) and Open Learning (Distance education) delivery methods.<br />
:a. Identifies the method used for clearing third party materials. <br />
:b. It is the main tool by which copyright credit lines are provided to production, curriculum services and instructional designers. <br />
:c. It is the tool from which a Permission Audit is completed to make sure permissions are up to date and all third party copyright materials are accounted for.<br />
<br />
=== Access Elog (Print materials) ===<br />
The Access Elog is the main tool by which the IPO reports materials copied under the Access Copyright License to Access copyright. Two Access Elogs exist – one for campus third party materials (Instructor course packs) and one for Open Learning course environments.<br />
<br />
=== Access Transactional Elog ===<br />
This log is required when you are asking for 20-25% of a third party copyrighted work or when requesting permission for an entire out of print textbook.<br />
<br />
<br />
=== Tableau ===<br />
Tableau is the database which provides enrolment numbers by course. It is prepared and updated monthly by the OL Planning and Effectiveness Team. The database shows the modes of delivery for each OL course and the enrolments on a monthly basis. There is a summing tool which allows you to account for a number of permissions over a given period and this can be used to apply for permissions or to complete Access Elogs and Transactional Licenses.<br />
<br />
=== D4P2 ===<br />
D4P2 is the means by which each of the departments track progress on course development and maintenance. The database is updated regularly so that other departments know where the course is in the process: development, editing , copyright, media, production. Copyright staff assigned a file by the Copyright Supervisor are responsible for completing the D4P2 record when the file is assigned, when the permissions are sent out or received and when the file is complete and a copyright report has been sent to OLProduction and CurriculumServices.<br />
<br />
<br />
=== IPO File Number Assignment Sheet ===<br />
Each third party resource used in course materials is assigned an IPO File number which is the unique identifier used in the Filemaker record. These are assigned for both Face to Face/Campus and Open Learning course materials. A notation is made in the IPO File Number Assignment sheet when a number is assigned to the Face to Face Course.<br />
<br />
<br />
== '''IPO Form Letters and Standard Requests''' ==<br />
(See folder in O drive for precidents)<br />
# By email <br />
# By letter for printed materials, illustrations, instructors resources, web material, etc.<br />
# By letter requesting permission to post/stream video, youtube or similar media <br />
# [[Documentation:Rights_Holder_Online_Forms|Rightsholder Online request forms]]<br />
<br />
<br />
== [[Documentation:Intellectual_Property_Office/Access_Copyright_Process|'''Access Copyright''']] ==<br />
:1. '''Repertorie Look up tool''' –https://rms.accesscopyright.ca/rplookup/repertoire/RepertoireLookup.aspx – use this tool to check whether the third party material you seek to copy is on the exclusions list or not.<br />
:<br />
:2. '''Permissions request form''' - https://rms.accesscopyright.ca/rplookup/repertoire/prequest.aspx - use this tool to request transactional licenses for materials exceeding 20% of a work or for out of print/out of stock permissions.<br />
<br />
<br />
== [[Documentation:Intellectual_Property_Office/Copyright_Clearing_Procedure|'''IPO Procedures''']] ==<br />
:1. '''Permission Request from Campus''' – permission request may come directly from a faculty member or as a course pack from the print shop and is assigned to a staff member by the copyright supervisor. Permission requests are made to the Copyright@tru.ca mail box and should not come to a staff member directly.<br />
<br />
:2. '''Permission Request from Instructional Designer''' – permission request comes from the Instructional Designer (I.D. Lead) for new courses or courses in which a major revision is being completed. Often there is no history for a new course and the number of permissions and choice of methods of incorporating materials is flexible. This process may involve copyright staff taking on extra tasks such as sourcing imagery or multimedia requests.<br />
<br />
:3. '''Permission Request associated with course Maintenance'''-maintenance most often occurs where a textbook is no longer available or the subject content needs updating. Often most of the resources associated with the course are carried forward. The first step in working with a maintenance course is to determine what third party resources are used in the course currently and which will be carried forward. Often resources are linked to adopted textbooks and are blanket permissions so a change of text without a change to the materials in the course can trigger a permission request or a change of status to fair dealing if the amount is minimal.</div>
Sblackford
https://kumu.tru.ca/index.php?title=Documentation:Intellectual_Property_Office/IPO_Filemaker_Records&diff=6331
Documentation:Intellectual Property Office/IPO Filemaker Records
2014-06-23T17:20:31Z
<p>Sblackford: /* Filemaker records MUST contain: */</p>
<hr />
<div>[[File:Future intellectual systems backbone.jpg|100px|right|frame|©2012 Giorgi. Retrieved from http://commons.wikimedia.org/wiki/File:Future_intellectual_systems_backbone.jpg]]<br />
<br />
<br />
<br />
== Filemaker records == <br />
<br />
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.<br />
<br />
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).<br />
<br />
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. <br />
<br />
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, freedigitalphotos.net, 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. Details of what information should be recorded in each of the fields is set out later in this document.<br />
<br />
<br />
'''All Filemaker records should be completed with as much detail as possible'''. <br />
<br />
<br />
=== Copyright Reports ===<br />
<br />
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:<br />
* Select IPODB Editing/Production Report<br />
* From the File menu select Export Records<br />
* 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<br />
* Click continue when the Excel Options box opens<br />
* 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 <br />
* 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<br />
* Confirm that titles that should be in italics have all translated properly in the report before senting it to : OLProduction, OLEditing, Curriculum Services<br />
<br />
=== Sample Filemaker Record Form ===<br />
[[File:Filemaker.jpg|1600px|frameless|center|]]<br />
<br />
=== Filemaker records MUST contain: ===<br />
1) '''IPO file number''' <br />
:a) a new file number should be created where the method of clearing is changed, or <br />
:b) the permission/license is renewed<br />
<br />
2) '''Material in Use status-'''<br />
:a) Current – selected when a permission is obtained <br />
: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<br />
<br />
3) '''Material Copyright Holder'''<br />
<br />
4) '''Copies Granted Amount''' (where there is a fixed number of students or copies licensed)<br />
<br />
5) '''Copies Used Amount''' - This field will always have to be filled out based on historical data. 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 using material sales data (if available) or enrolment data from Tableau.<br />
<br />
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. <br />
<br />
7) '''Contract Expiry Date''' <br />
:a) This is the date specified in the license <br />
:b) This may be the date the subscription expires in the case of a library subscription<br />
:c) *insert date 3 years hence where no expiry date is applicable<br />
<br />
8) '''Permission Fees Payable''' <br />
: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.<br />
:b) Include zero amounts where a permission is sought and we receive the permission free of charge.<br />
<br />
9) '''Method of Clearing'''<br />
: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.<br />
: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)<br />
:c) '''Library Subscription''' <br />
:d) '''Fair Dealing''' – follow the [https://www.tru.ca/__shared/assets/FairDealing23287.pdf TRU Fair Dealing Policy]: up to 10% of a text, single chapter or journal article, etc.<br />
:e) '''Public Domain''' –work is generally in the public domain 50 years after the date of death of the creator <br />
:f) '''Educational Exception''' –egs: Section 30.04 of the ''Copyright Act''; the exam exception under the ''Copyright Act''.<br />
<br />
<br />
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:<br />
::a) Used under s. 30.04. No prohibition against download on site<br />
::b) Permission to reproduce is granted on document;<br />
::c) Site license - see Material Additional Notes<br />
::d) Two pages - 1% of text used, fair dealing.<br />
<br />
11) '''Course Code''' – This is obtained from the Instructional designer or D4P2<br />
<br />
12) '''Course Title''' - This is obtained from the Instructional designer or D4P2<br />
<br />
13) '''Course Learning Environment''' (OL or Face to Face)<br />
<br />
14) '''Course Delivery Method''' - This information can be obtained from D4P2 if it is not supplied by the program lead<br />
<br />
15) '''Course Enrolment Type''' <br />
<br />
16) '''Material Source ISBN/ISSN''' (where appropriate) - from the copyright credits page of the source material or the journal cover if a magazine.<br />
<br />
17) '''Material Reproduction Use Type''' - Print, Post on Learning Management System or both<br />
<br />
18) '''Material Excerpt Author'''<br />
<br />
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. <br />
<br />
20) '''Material Source Title''' - Title of the text or journal from which the material originated.<br />
<br />
21) '''Material Type''' - the original source type. ie Print, Web, Audio CD, <br />
<br />
22) '''Material Location''' - Where the material is located in our course content ie: Module 1 Topic 2; Assignment File (AF)<br />
<br />
23) '''Material Total Pages in Source Text Amount'''<br />
<br />
24) '''Material Pages Copied''' - Itemize the pages such as pages 113-115; 247-249<br />
<br />
25) '''Material Total Pages Copied Amount'''<br />
<br />
26) '''Material Credit Line Text'''-<br />
:a) For multiple entries from the same text such as several chapters, a separate Material Credit line is created for each entry.<br />
:b) For materials copied under the Access Copyright license be sure to add the following:<br />
::“Copied under Permission from Access Copyright. Further reproduction, distribution, or transmission is prohibited except as otherwise permitted by Law.”<br />
: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:<br />
::https://owl.english.purdue.edu/owl/resource/560/06/ Single and Multiple Author citation<br />
::https://owl.english.purdue.edu/owl/resource/560/07/ Articles in Periodicals<br />
::https://owl.english.purdue.edu/owl/resource/560/08/ Books<br />
::https://owl.english.purdue.edu/owl/resource/560/10/ Electronic Sources<br />
::https://owl.english.purdue.edu/owl/resource/560/11/ Motion Picture or Video<br />
:d) A handy tool is Bibme found at http://www.bibme.org/ . 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.<br />
<br />
=== Filemaker records MAY contain: ===<br />
<br />
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.<br />
<br />
2) '''Publisher Reference Number:''' The invoice, license or confirmation number for easy reference.<br />
<br />
3) '''Publisher Notes:''' Provide any important information regarding permission terms not captured elsewhere.<br />
<br />
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:<br />
Use only for this course. Image is to be used in its entirety without bleeding, cropping, or overprinting.<br />
<br />
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.<br />
<br />
=== Large files involving multiple records ===<br />
<br />
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.</div>
Sblackford
https://kumu.tru.ca/index.php?title=Documentation:Intellectual_Property_Office/IPO_Filemaker_Records&diff=6330
Documentation:Intellectual Property Office/IPO Filemaker Records
2014-06-23T17:03:22Z
<p>Sblackford: /* Filemaker records MAY contain: */</p>
<hr />
<div>[[File:Future intellectual systems backbone.jpg|100px|right|frame|©2012 Giorgi. Retrieved from http://commons.wikimedia.org/wiki/File:Future_intellectual_systems_backbone.jpg]]<br />
<br />
<br />
<br />
== Filemaker records == <br />
<br />
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.<br />
<br />
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).<br />
<br />
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. <br />
<br />
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, freedigitalphotos.net, 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. Details of what information should be recorded in each of the fields is set out later in this document.<br />
<br />
<br />
'''All Filemaker records should be completed with as much detail as possible'''. <br />
<br />
<br />
=== Copyright Reports ===<br />
<br />
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:<br />
* Select IPODB Editing/Production Report<br />
* From the File menu select Export Records<br />
* 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<br />
* Click continue when the Excel Options box opens<br />
* 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 <br />
* 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<br />
* Confirm that titles that should be in italics have all translated properly in the report before senting it to : OLProduction, OLEditing, Curriculum Services<br />
<br />
=== Sample Filemaker Record Form ===<br />
[[File:Filemaker.jpg|1600px|frameless|center|]]<br />
<br />
=== Filemaker records MUST contain: ===<br />
1) '''IPO file number''' <br />
:a) a new file number should be created where the method of clearing is changed, or <br />
:b) the permission/license is renewed<br />
<br />
2) '''Material in Use status-'''<br />
:a) Current – selected when a permission is obtained <br />
: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<br />
<br />
3) '''Material Copyright Holder'''<br />
<br />
4) '''Copies Granted Amount''' (where there is a fee payable)<br />
<br />
5) '''Contract Expiry Date''' <br />
:a) This is the date specified in the license <br />
:b) This may be the date the subscription expires in the case of a library subscription<br />
:c) *insert date 3 years hence where no expiry date is applicable<br />
<br />
6) '''Permission Fees Payable''' <br />
: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.<br />
:b) Include zero amounts where a permission is sought and we receive the permission free of charge.<br />
<br />
7) '''Method of Clearing'''<br />
: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.<br />
: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)<br />
:c) '''Library Subscription''' <br />
:d) '''Fair Dealing''' – follow the [https://www.tru.ca/__shared/assets/FairDealing23287.pdf TRU Fair Dealing Policy]: up to 10% of a text, single chapter or journal article, etc.<br />
:e) '''Public Domain''' –work is generally in the public domain 50 years after the date of death of the creator <br />
:f) '''Educational Exception''' –egs: Section 30.04 of the ''Copyright Act''; the exam exception under the ''Copyright Act''.<br />
<br />
<br />
8) '''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:<br />
::a) Used under s. 30.04. No prohibition against download on site<br />
::b) Permission to reproduce is granted on document;<br />
::c) Site license - see Material Additional Notes<br />
::d) Two pages - 1% of text used, fair dealing.<br />
<br />
9) '''Course Code''' – This is obtained from the Instructional designer or D4P2<br />
<br />
10) '''Course Title''' - This is obtained from the Instructional designer or D4P2<br />
<br />
11) '''Course Learning Environment''' (OL or Face to Face)<br />
<br />
12) '''Course Delivery Method''' - This information can be obtained from D4P2 if it is not supplied by the program lead<br />
<br />
13) '''Course Enrolment Type''' <br />
<br />
14) '''Material Source ISBN/ISSN''' (where appropriate) - from the copyright credits page of the source material or the journal cover if a magazine.<br />
<br />
15) '''Material Reproduction Use Type''' - Print, Post on Learning Management System or both<br />
<br />
16) '''Material Excerpt Author'''<br />
<br />
17) '''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. <br />
<br />
18) '''Material Source Title''' - Title of the text or journal from which the material originated.<br />
<br />
19) '''Material Type''' - the original source type. ie Print, Web, Audio CD, <br />
<br />
20) '''Material Location''' - Where the material is located in our course content ie: Module 1 Topic 2; Assignment File (AF)<br />
<br />
21) '''Material Total Pages in Source Text Amount'''<br />
<br />
22) '''Material Pages Copied''' - Itemize the pages such as pages 113-115; 247-249<br />
<br />
23) '''Material Total Pages Copied Amount'''<br />
<br />
24) '''Material Credit Line Text'''-<br />
:a) For multiple entries from the same text such as several chapters, a separate Material Credit line is created for each entry.<br />
:b) For materials copied under the Access Copyright license be sure to add the following:<br />
::“Copied under Permission from Access Copyright. Further reproduction, distribution, or transmission is prohibited except as otherwise permitted by Law.”<br />
: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:<br />
::https://owl.english.purdue.edu/owl/resource/560/06/ Single and Multiple Author citation<br />
::https://owl.english.purdue.edu/owl/resource/560/07/ Articles in Periodicals<br />
::https://owl.english.purdue.edu/owl/resource/560/08/ Books<br />
::https://owl.english.purdue.edu/owl/resource/560/10/ Electronic Sources<br />
::https://owl.english.purdue.edu/owl/resource/560/11/ Motion Picture or Video<br />
:d) A handy tool is Bibme found at http://www.bibme.org/ . 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.<br />
<br />
=== Filemaker records MAY contain: ===<br />
<br />
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.<br />
<br />
2) '''Publisher Reference Number:''' The invoice, license or confirmation number for easy reference.<br />
<br />
3) '''Publisher Notes:''' Provide any important information regarding permission terms not captured elsewhere.<br />
<br />
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:<br />
Use only for this course. Image is to be used in its entirety without bleeding, cropping, or overprinting.<br />
<br />
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.<br />
<br />
=== Large files involving multiple records ===<br />
<br />
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.</div>
Sblackford
https://kumu.tru.ca/index.php?title=Documentation:Intellectual_Property_Office/IPO_Filemaker_Records&diff=6329
Documentation:Intellectual Property Office/IPO Filemaker Records
2014-06-23T16:41:03Z
<p>Sblackford: /* Filemaker records MUST contain: */</p>
<hr />
<div>[[File:Future intellectual systems backbone.jpg|100px|right|frame|©2012 Giorgi. Retrieved from http://commons.wikimedia.org/wiki/File:Future_intellectual_systems_backbone.jpg]]<br />
<br />
<br />
<br />
== Filemaker records == <br />
<br />
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.<br />
<br />
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).<br />
<br />
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. <br />
<br />
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, freedigitalphotos.net, 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. Details of what information should be recorded in each of the fields is set out later in this document.<br />
<br />
<br />
'''All Filemaker records should be completed with as much detail as possible'''. <br />
<br />
<br />
=== Copyright Reports ===<br />
<br />
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:<br />
* Select IPODB Editing/Production Report<br />
* From the File menu select Export Records<br />
* 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<br />
* Click continue when the Excel Options box opens<br />
* 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 <br />
* 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<br />
* Confirm that titles that should be in italics have all translated properly in the report before senting it to : OLProduction, OLEditing, Curriculum Services<br />
<br />
=== Sample Filemaker Record Form ===<br />
[[File:Filemaker.jpg|1600px|frameless|center|]]<br />
<br />
=== Filemaker records MUST contain: ===<br />
1) '''IPO file number''' <br />
:a) a new file number should be created where the method of clearing is changed, or <br />
:b) the permission/license is renewed<br />
<br />
2) '''Material in Use status-'''<br />
:a) Current – selected when a permission is obtained <br />
: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<br />
<br />
3) '''Material Copyright Holder'''<br />
<br />
4) '''Copies Granted Amount''' (where there is a fee payable)<br />
<br />
5) '''Contract Expiry Date''' <br />
:a) This is the date specified in the license <br />
:b) This may be the date the subscription expires in the case of a library subscription<br />
:c) *insert date 3 years hence where no expiry date is applicable<br />
<br />
6) '''Permission Fees Payable''' <br />
: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.<br />
:b) Include zero amounts where a permission is sought and we receive the permission free of charge.<br />
<br />
7) '''Method of Clearing'''<br />
: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.<br />
: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)<br />
:c) '''Library Subscription''' <br />
:d) '''Fair Dealing''' – follow the [https://www.tru.ca/__shared/assets/FairDealing23287.pdf TRU Fair Dealing Policy]: up to 10% of a text, single chapter or journal article, etc.<br />
:e) '''Public Domain''' –work is generally in the public domain 50 years after the date of death of the creator <br />
:f) '''Educational Exception''' –egs: Section 30.04 of the ''Copyright Act''; the exam exception under the ''Copyright Act''.<br />
<br />
<br />
8) '''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:<br />
::a) Used under s. 30.04. No prohibition against download on site<br />
::b) Permission to reproduce is granted on document;<br />
::c) Site license - see Material Additional Notes<br />
::d) Two pages - 1% of text used, fair dealing.<br />
<br />
9) '''Course Code''' – This is obtained from the Instructional designer or D4P2<br />
<br />
10) '''Course Title''' - This is obtained from the Instructional designer or D4P2<br />
<br />
11) '''Course Learning Environment''' (OL or Face to Face)<br />
<br />
12) '''Course Delivery Method''' - This information can be obtained from D4P2 if it is not supplied by the program lead<br />
<br />
13) '''Course Enrolment Type''' <br />
<br />
14) '''Material Source ISBN/ISSN''' (where appropriate) - from the copyright credits page of the source material or the journal cover if a magazine.<br />
<br />
15) '''Material Reproduction Use Type''' - Print, Post on Learning Management System or both<br />
<br />
16) '''Material Excerpt Author'''<br />
<br />
17) '''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. <br />
<br />
18) '''Material Source Title''' - Title of the text or journal from which the material originated.<br />
<br />
19) '''Material Type''' - the original source type. ie Print, Web, Audio CD, <br />
<br />
20) '''Material Location''' - Where the material is located in our course content ie: Module 1 Topic 2; Assignment File (AF)<br />
<br />
21) '''Material Total Pages in Source Text Amount'''<br />
<br />
22) '''Material Pages Copied''' - Itemize the pages such as pages 113-115; 247-249<br />
<br />
23) '''Material Total Pages Copied Amount'''<br />
<br />
24) '''Material Credit Line Text'''-<br />
:a) For multiple entries from the same text such as several chapters, a separate Material Credit line is created for each entry.<br />
:b) For materials copied under the Access Copyright license be sure to add the following:<br />
::“Copied under Permission from Access Copyright. Further reproduction, distribution, or transmission is prohibited except as otherwise permitted by Law.”<br />
: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:<br />
::https://owl.english.purdue.edu/owl/resource/560/06/ Single and Multiple Author citation<br />
::https://owl.english.purdue.edu/owl/resource/560/07/ Articles in Periodicals<br />
::https://owl.english.purdue.edu/owl/resource/560/08/ Books<br />
::https://owl.english.purdue.edu/owl/resource/560/10/ Electronic Sources<br />
::https://owl.english.purdue.edu/owl/resource/560/11/ Motion Picture or Video<br />
:d) A handy tool is Bibme found at http://www.bibme.org/ . 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.<br />
<br />
=== Filemaker records MAY contain: ===<br />
<br />
1) '''Publisher Information:''' This should be filled out where a license or permission is obtained. All contact information should be provides as much as possible to assist with permission renewals or if it is necessary to contact the rights holder, publisher or distributor to renew, change or amend the license terms.<br />
<br />
2) '''Publisher Reference Number:''' The number of the invoice or license number or other pertinent information such as a confirmation number by which the permission might be followed up with the Publisher at a later date such as a renewal of the permission.<br />
<br />
3) '''Publisher Notes:''' should include not only license materials but where section 30.04 or a site license from a web source specifies specific uses to which the material can be put or the terms under which the material is provided<br />
<br />
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. ie:<br />
Use only for this course. Image is to be used in its entirety without bleeding, cropping, or overprinting.<br />
<br />
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. Each item used and its location in our course materials is specified. <br />
ie: Chapter 1: The Premise of HR Value (Mod 1 Activity 2)<br />
Chapter 4: Internal Stakeholders (Mod 2 Topic 1 Activity 1)<br />
Chapter 20: Building a Market-Focused Culture (Mod 2 Topic 1 Activity 4)<br />
<br />
<br />
<br />
=== Large files involving multiple records ===<br />
<br />
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.</div>
Sblackford
https://kumu.tru.ca/index.php?title=Documentation:Intellectual_Property_Office/IPO_Filemaker_Records&diff=6318
Documentation:Intellectual Property Office/IPO Filemaker Records
2014-06-19T22:01:10Z
<p>Sblackford: /* Filemaker records MUST contain: */</p>
<hr />
<div>[[File:Future intellectual systems backbone.jpg|100px|right|frame|©2012 Giorgi. Retrieved from http://commons.wikimedia.org/wiki/File:Future_intellectual_systems_backbone.jpg]]<br />
<br />
<br />
<br />
== Filemaker records == <br />
<br />
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.<br />
<br />
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).<br />
<br />
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. <br />
<br />
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, freedigitalphotos.net, 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. Details of what information should be recorded in each of the fields is set out later in this document.<br />
<br />
<br />
'''All Filemaker records should be completed with as much detail as possible'''. <br />
<br />
<br />
=== Copyright Reports ===<br />
<br />
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:<br />
* Select IPODB Editing/Production Report<br />
* From the File menu select Export Records<br />
* 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<br />
* Click continue when the Excel Options box opens<br />
* 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 <br />
* 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<br />
* Confirm that titles that should be in italics have all translated properly in the report before senting it to : OLProduction, OLEditing, Curriculum Services<br />
<br />
=== Sample Filemaker Record Form ===<br />
[[File:Filemaker.jpg|1600px|frameless|center|]]<br />
<br />
=== Filemaker records MUST contain: ===<br />
1) '''IPO file number''' <br />
:a) a new file number should be created where the method of clearing is changed, or <br />
:b) the permission/license is renewed<br />
<br />
2) '''Material in Use status-'''<br />
:a) Current – selected when a permission is obtained <br />
: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<br />
<br />
3) '''Material Copyright Holder'''<br />
<br />
4) '''Copies Granted Amount''' (where there is a fee payable)<br />
<br />
5) '''Contract Expiry Date''' <br />
:a) This is the date specified in the license <br />
:b) This may be the date the subscription expires in the case of a library subscription<br />
:c) *insert date 3 years hence where no expiry date is applicable<br />
<br />
6) '''Permission Fees Payable''' <br />
: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.<br />
:b) include zero amounts where a permission is sought and we receive the permission free of charge.<br />
<br />
7) '''Method of Clearing'''<br />
: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.<br />
: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)<br />
:c) '''Library Subscription''' <br />
:d) '''Fair Dealing''' – follow the [https://www.tru.ca/__shared/assets/FairDealing23287.pdf TRU Fair Dealing Policy]: less than 10% of a text, single journal article, poem, images etc.<br />
:e) '''Public Domain''' –work is generally in the public domain 50 years after the date of death of the creator <br />
:f) '''Educational Exception''' –egs: Section 30.04 of the ''Copyright Act''; the exam exception under the ''Copyright Act''.<br />
<br />
<br />
8) '''General Comment'''s – 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 should be added, even if it is only to indicate that the course has been reviewed and found to be current, and the date. Examples of the type of comments you might want to add:<br />
::a) Used under s. 30.04. No prohibition against download on site<br />
::b) Permission to reproduce is granted on document;<br />
::c) Site license - see Material Additional Notes<br />
::d) Two pages - 1% of text used, fair dealing.<br />
<br />
9) '''Course Code''' – This is obtained from the Instructional designer or D4P2<br />
<br />
10) '''Course Title''' - This is obtained from the Instructional designer, course lead or D4P2<br />
<br />
11) '''Course Learning Environment''' (OL or Face to Face)<br />
<br />
12) '''Course Delivery Method''' - This information can be obtained from D4P2 if it is not supplied by the program lead<br />
<br />
13) '''Course Enrolment Type''' <br />
<br />
14) '''Material Source ISBN/ISSN''' (where appropriate) - from the copyright credits page of the source material or the journal cover if a magazine.<br />
<br />
15) '''Material Reproduction Use Type''' - Print, Post on Learning Management System or both<br />
<br />
16) '''Material Excerpt Author'''<br />
<br />
17) '''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. <br />
<br />
18) '''Material Source Title''' - Title of the text or journal from which the material originated.<br />
<br />
19) '''Material Type''' - the type of material the source exists as, ie Print, Web, Audio CD, <br />
<br />
20) '''Material Location''' - Where the material is located in our course content ie: Module 1 Topic 2; Assignment File (AF)<br />
<br />
21) '''Material Total Pages in Source Text Amount'''<br />
<br />
22) '''Material Pages Copied''' - Itemize the pages such as pages 113-115; 247-249<br />
<br />
23) '''Material Total Pages Copied Amount'''<br />
<br />
24) '''Material Credit Line Text'''-<br />
:a) For multiple entries from the same text such as several chapters, a separate Material Credit line is created for each entry.<br />
:b) For materials copied under the Access Copyright license be sure to add the following:<br />
::“Copied under Permission from Access Copyright. Further reproduction, distribution, or transmission is prohibited except as otherwise permitted by Law.”<br />
: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:<br />
::https://owl.english.purdue.edu/owl/resource/560/06/ Single and Multiple Author citation<br />
::https://owl.english.purdue.edu/owl/resource/560/07/ Articles in Periodicals<br />
::https://owl.english.purdue.edu/owl/resource/560/08/ Books<br />
::https://owl.english.purdue.edu/owl/resource/560/10/ Electronic Sources<br />
::https://owl.english.purdue.edu/owl/resource/560/11/ Motion Picture or Video<br />
:d) A handy tool is Bibme found at http://www.bibme.org/ . 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.<br />
<br />
=== Filemaker records MAY contain: ===<br />
<br />
1) '''Publisher Information:''' This should be filled out where a license or permission is obtained. All contact information should be provides as much as possible to assist with permission renewals or if it is necessary to contact the rights holder, publisher or distributor to renew, change or amend the license terms.<br />
<br />
2) '''Publisher Reference Number:''' The number of the invoice or license number or other pertinent information such as a confirmation number by which the permission might be followed up with the Publisher at a later date such as a renewal of the permission.<br />
<br />
3) '''Publisher Notes:''' should include not only license materials but where section 30.04 or a site license from a web source specifies specific uses to which the material can be put or the terms under which the material is provided<br />
<br />
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. ie:<br />
Use only for this course. Image is to be used in its entirety without bleeding, cropping, or overprinting.<br />
<br />
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. Each item used and its location in our course materials is specified. <br />
ie: Chapter 1: The Premise of HR Value (Mod 1 Activity 2)<br />
Chapter 4: Internal Stakeholders (Mod 2 Topic 1 Activity 1)<br />
Chapter 20: Building a Market-Focused Culture (Mod 2 Topic 1 Activity 4)<br />
<br />
<br />
<br />
=== Large files involving multiple records ===<br />
<br />
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.</div>
Sblackford
https://kumu.tru.ca/index.php?title=Documentation:Intellectual_Property_Office/IPO_Filemaker_Records&diff=6317
Documentation:Intellectual Property Office/IPO Filemaker Records
2014-06-19T21:58:38Z
<p>Sblackford: /* Filemaker records MUST contain: */</p>
<hr />
<div>[[File:Future intellectual systems backbone.jpg|100px|right|frame|©2012 Giorgi. Retrieved from http://commons.wikimedia.org/wiki/File:Future_intellectual_systems_backbone.jpg]]<br />
<br />
<br />
<br />
== Filemaker records == <br />
<br />
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.<br />
<br />
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).<br />
<br />
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. <br />
<br />
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, freedigitalphotos.net, 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. Details of what information should be recorded in each of the fields is set out later in this document.<br />
<br />
<br />
'''All Filemaker records should be completed with as much detail as possible'''. <br />
<br />
<br />
=== Copyright Reports ===<br />
<br />
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:<br />
* Select IPODB Editing/Production Report<br />
* From the File menu select Export Records<br />
* 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<br />
* Click continue when the Excel Options box opens<br />
* 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 <br />
* 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<br />
* Confirm that titles that should be in italics have all translated properly in the report before senting it to : OLProduction, OLEditing, Curriculum Services<br />
<br />
=== Sample Filemaker Record Form ===<br />
[[File:Filemaker.jpg|1600px|frameless|center|]]<br />
<br />
=== Filemaker records MUST contain: ===<br />
1) '''IPO file number''' <br />
:a) a new file number should be created where the method of clearing is changed, or <br />
:b) the permission/license is renewed<br />
<br />
2) '''Material in Use status-'''<br />
:a) Current – selected when a permission is obtained <br />
: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<br />
<br />
3) '''Material Copyright Holder'''<br />
<br />
4) '''Copies Granted Amount''' (where there is a fee payable)<br />
<br />
5) '''Contract Expiry Date''' <br />
:a) This is the date specified in the license <br />
:b) This may be the date the subscription expires in the case of a library subscription<br />
:c) *insert date 3 years hence where no expiry date is applicable<br />
<br />
6) '''Permission Fees Payable''' <br />
: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.<br />
:b) include zero amounts where a permission is sought and we receive the permission free of charge.<br />
<br />
7) '''Method of Clearing'''<br />
: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.<br />
: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)<br />
:c) '''Library Subscription''' <br />
:d) '''Fair Dealing''' – follow the [https://www.tru.ca/__shared/assets/FairDealing23287.pdf TRU Fair Dealing Policy]: less than 10% of a text, single journal article, poem, images etc.<br />
:e) '''Public Domain''' –work is generally in the public domain 50 years after the date of death of the creator <br />
:f) '''Educational Exception''' –egs: Section 30.04 of the ''Copyright Act''; the exam exception under the ''Copyright Act''.<br />
<br />
<br />
8) '''General Comment'''s – 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 should be added, even if it is only to indicate that the course has been reviewed and found to be current, and the date. Examples of the type of comments you might want to add:<br />
::a) Used under s. 30.04. No prohibition against download on site<br />
::b) Permission to reproduce is granted on document;<br />
::c) Site license - see Material Additional Notes<br />
::d) Two pages - 1% of text used, fair dealing.<br />
<br />
9) '''Course Code''' – This is obtained from the Instructional designer or D4P2<br />
<br />
10) '''Course Title'''- This is obtained from the Instructional designer, course lead or D4P2<br />
<br />
11) '''Course Learning Environment''' (OL or Face to Face)<br />
<br />
12) '''Course Delivery Method'''-This information can be obtained from D4P2 if it is not supplied by the program lead<br />
<br />
13) '''Course Enrolment Type''' – Delivery method can be determined from D4P2<br />
<br />
14) '''Material Source ISBN/ISSN''' (where appropriate)- from the copyright credits page of the source material or the journal cover if a magazine.<br />
<br />
15) '''Material Reproduction Use Type'''- Print, Post on Learning Management System or both<br />
<br />
16) '''Material Excerpt Author'''<br />
<br />
17) '''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. <br />
<br />
18) '''Material Source Title'''- Title of the text or journal from which the material originated.<br />
<br />
19) '''Material Type'''- the type of material the source exists as, ie Print, Web, Audio CD, <br />
<br />
20) '''Material Location'''- Where the material is located in our course content ie: Module 1 Topic 2; Assignment File (AF)<br />
<br />
21) '''Material Total Pages in Source Text Amount'''<br />
<br />
22) '''Material Pages Copied'''- Itemize the pages such as pages 113-115; 247-249;<br />
23) '''Material Total Pages Copied Amount'''<br />
<br />
24) '''Material Credit Line Text'''-<br />
:a) For multiple entries from the same text such as several chapters, a separate Material Credit line is created for each entry.<br />
:b) For materials copied under the Access Copyright license be sure to add the following:<br />
::“Copied under Permission from Access Copyright. Further reproduction, distribution, or transmission is prohibited except as otherwise permitted by Law.”<br />
: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:<br />
::https://owl.english.purdue.edu/owl/resource/560/06/ Single and Multiple Author citation<br />
::https://owl.english.purdue.edu/owl/resource/560/07/ Articles in Periodicals<br />
::https://owl.english.purdue.edu/owl/resource/560/08/ Books<br />
::https://owl.english.purdue.edu/owl/resource/560/10/ Electronic Sources<br />
::https://owl.english.purdue.edu/owl/resource/560/11/ Motion Picture or Video<br />
:d) A handy tool is Bibme found at http://www.bibme.org/ . 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.<br />
<br />
=== Filemaker records MAY contain: ===<br />
<br />
1) '''Publisher Information:''' This should be filled out where a license or permission is obtained. All contact information should be provides as much as possible to assist with permission renewals or if it is necessary to contact the rights holder, publisher or distributor to renew, change or amend the license terms.<br />
<br />
2) '''Publisher Reference Number:''' The number of the invoice or license number or other pertinent information such as a confirmation number by which the permission might be followed up with the Publisher at a later date such as a renewal of the permission.<br />
<br />
3) '''Publisher Notes:''' should include not only license materials but where section 30.04 or a site license from a web source specifies specific uses to which the material can be put or the terms under which the material is provided<br />
<br />
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. ie:<br />
Use only for this course. Image is to be used in its entirety without bleeding, cropping, or overprinting.<br />
<br />
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. Each item used and its location in our course materials is specified. <br />
ie: Chapter 1: The Premise of HR Value (Mod 1 Activity 2)<br />
Chapter 4: Internal Stakeholders (Mod 2 Topic 1 Activity 1)<br />
Chapter 20: Building a Market-Focused Culture (Mod 2 Topic 1 Activity 4)<br />
<br />
<br />
<br />
=== Large files involving multiple records ===<br />
<br />
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.</div>
Sblackford
https://kumu.tru.ca/index.php?title=Documentation:Intellectual_Property_Office/IPO_Filemaker_Records&diff=6316
Documentation:Intellectual Property Office/IPO Filemaker Records
2014-06-19T21:52:24Z
<p>Sblackford: /* Filemaker records MUST contain: */</p>
<hr />
<div>[[File:Future intellectual systems backbone.jpg|100px|right|frame|©2012 Giorgi. Retrieved from http://commons.wikimedia.org/wiki/File:Future_intellectual_systems_backbone.jpg]]<br />
<br />
<br />
<br />
== Filemaker records == <br />
<br />
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.<br />
<br />
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).<br />
<br />
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. <br />
<br />
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, freedigitalphotos.net, 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. Details of what information should be recorded in each of the fields is set out later in this document.<br />
<br />
<br />
'''All Filemaker records should be completed with as much detail as possible'''. <br />
<br />
<br />
=== Copyright Reports ===<br />
<br />
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:<br />
* Select IPODB Editing/Production Report<br />
* From the File menu select Export Records<br />
* 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<br />
* Click continue when the Excel Options box opens<br />
* 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 <br />
* 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<br />
* Confirm that titles that should be in italics have all translated properly in the report before senting it to : OLProduction, OLEditing, Curriculum Services<br />
<br />
=== Sample Filemaker Record Form ===<br />
[[File:Filemaker.jpg|1600px|frameless|center|]]<br />
<br />
=== Filemaker records MUST contain: ===<br />
1) '''IPO file number''' <br />
:a) a new file number should be created where the method of clearing is changed, or <br />
:b) the permission/license is renewed<br />
<br />
2) '''Material in Use status-'''<br />
:a) Current – selected when a permission is obtained <br />
: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<br />
<br />
3) '''Material Copyright Holder'''<br />
<br />
4) '''Copies Granted Amount''' (where there is a fee payable)<br />
<br />
5) '''Contract Expiry Date''' <br />
:a) This is the date specified in the license <br />
:b) This may be the date the subscription expires in the case of a library subscription<br />
:c) *insert date 3 years hence where no expiry date is applicable<br />
<br />
6) '''Permission Fees Payable''' <br />
: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.<br />
:b) include zero amounts where a permission is sought and we receive the permission free of charge.<br />
<br />
7) '''Method of Clearing'''<br />
: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.<br />
: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)<br />
:c) '''Library Subscription''' <br />
:d) '''Fair Dealing''' – follow the [https://www.tru.ca/__shared/assets/FairDealing23287.pdf TRU Fair Dealing Policy]: less than 10% of a text, single journal article, poem, images etc.<br />
:e) '''Public Domain''' –work is in the public domain 50 years after the date of death of the creator or where specified as such under the licensing agreement such as work put in the public domain under a Creative Commons License<br />
:f) '''Educational Exception''' – Section 30.04 of the ''Copyright Act'', The exam exception under the ''Copyright Act''.<br />
<br />
<br />
8) '''General Comment'''s – Each entry should be prefaced by the year, month date 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 should be added, even if it is only to indicate that the course has been reviewed and found to be current, and the date. Examples of the type of comments you might want to add:<br />
::a) Used under s. 30.04. No prohibition against download on site<br />
::b) Permission to reproduce is granted on document;<br />
::c) Site license - see Material Additional Notes<br />
::d) Two pages - 1% of text used, fair dealing.<br />
<br />
9) '''Course Code''' – This is obtained from the Instructional designer or D4P2<br />
<br />
10) '''Course Title'''- This is obtained from the Instructional designer course lead or D4P2<br />
<br />
11) '''Course Learning Environment''' (OL or Face to Face)<br />
<br />
12) '''Course Delivery Method'''-This information can be obtained from D4P2 if it is not supplied by the program lead<br />
<br />
13) '''Course Enrolment Type''' – Delivery method can be determined from D4P2<br />
<br />
14) '''Material Source ISBN/ISSN''' (where appropriate)- from the copyright credits page of the source material or the journal cover if a magazine.<br />
<br />
15) '''Material Reproduction Use Type'''- Print, Post on Learning Management System or both<br />
<br />
16) '''Material Excerpt Author'''<br />
<br />
17) '''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. <br />
<br />
18) '''Material Source Title'''- Title of the text or journal from which the material originated.<br />
<br />
19) '''Material Type'''- the type of material the source exists as, ie Print, Web, Audio CD, <br />
<br />
20) '''Material Location'''- Where the material is located in our course content ie: Module 1 Topic 2; Assignment File (AF)<br />
<br />
21) '''Material Total Pages in Source Text Amount'''<br />
<br />
22) '''Material Pages Copied'''- Itemize the pages such as pages 113-115; 247-249;<br />
23) '''Material Total Pages Copied Amount'''<br />
<br />
24) '''Material Credit Line Text'''-<br />
:a) For multiple entries from the same text such as several chapters, a separate Material Credit line is created for each entry.<br />
:b) For materials copied under the Access Copyright license be sure to add the following:<br />
::“Copied under Permission from Access Copyright. Further reproduction, distribution, or transmission is prohibited except as otherwise permitted by Law.”<br />
: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:<br />
::https://owl.english.purdue.edu/owl/resource/560/06/ Single and Multiple Author citation<br />
::https://owl.english.purdue.edu/owl/resource/560/07/ Articles in Periodicals<br />
::https://owl.english.purdue.edu/owl/resource/560/08/ Books<br />
::https://owl.english.purdue.edu/owl/resource/560/10/ Electronic Sources<br />
::https://owl.english.purdue.edu/owl/resource/560/11/ Motion Picture or Video<br />
:d) A handy tool is Bibme found at http://www.bibme.org/ . 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.<br />
<br />
=== Filemaker records MAY contain: ===<br />
<br />
1) '''Publisher Information:''' This should be filled out where a license or permission is obtained. All contact information should be provides as much as possible to assist with permission renewals or if it is necessary to contact the rights holder, publisher or distributor to renew, change or amend the license terms.<br />
<br />
2) '''Publisher Reference Number:''' The number of the invoice or license number or other pertinent information such as a confirmation number by which the permission might be followed up with the Publisher at a later date such as a renewal of the permission.<br />
<br />
3) '''Publisher Notes:''' should include not only license materials but where section 30.04 or a site license from a web source specifies specific uses to which the material can be put or the terms under which the material is provided<br />
<br />
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. ie:<br />
Use only for this course. Image is to be used in its entirety without bleeding, cropping, or overprinting.<br />
<br />
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. Each item used and its location in our course materials is specified. <br />
ie: Chapter 1: The Premise of HR Value (Mod 1 Activity 2)<br />
Chapter 4: Internal Stakeholders (Mod 2 Topic 1 Activity 1)<br />
Chapter 20: Building a Market-Focused Culture (Mod 2 Topic 1 Activity 4)<br />
<br />
<br />
<br />
=== Large files involving multiple records ===<br />
<br />
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.</div>
Sblackford
https://kumu.tru.ca/index.php?title=Documentation:Intellectual_Property_Office/IPO_Filemaker_Records&diff=6298
Documentation:Intellectual Property Office/IPO Filemaker Records
2014-06-19T16:54:32Z
<p>Sblackford: /* File maker records MUST contain: */</p>
<hr />
<div>[[File:Future intellectual systems backbone.jpg|100px|right|frame|©2012 Giorgi. Retrieved from http://commons.wikimedia.org/wiki/File:Future_intellectual_systems_backbone.jpg]]<br />
<br />
<br />
<br />
== Filemaker records == <br />
<br />
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.<br />
<br />
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).<br />
<br />
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. <br />
<br />
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, freedigitalphotos.net, 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. Details of what information should be recorded in each of the fields is set out later in this document.<br />
<br />
<br />
'''All Filemaker records should be completed with as much detail as possible'''. <br />
<br />
<br />
=== Copyright Reports ===<br />
<br />
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:<br />
* Select IPODB Editing/Production Report<br />
* From the File menu select Export Records<br />
* 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<br />
* Click continue when the Excel Options box opens<br />
* 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 <br />
* 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<br />
* Confirm that titles that should be in italics have all translated properly in the report before senting it to : OLProduction, OLEditing, Curriculum Services<br />
<br />
=== Sample Filemaker Record Form ===<br />
[[File:Filemaker.jpg|1600px|frameless|center|]]<br />
<br />
=== Filemaker records MUST contain: ===<br />
1) '''IPO file number''' <br />
:a) a new file number should be created where the method of clearing is changed, or <br />
:b) the permission/license is renewed<br />
<br />
2) '''Material in Use status-'''<br />
:a) Current – selected when a permission is obtained <br />
: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<br />
<br />
3) '''Material Copyright Holder'''<br />
<br />
4) '''Copies Granted Amount''' (where there is a fee payable)<br />
<br />
5) '''Contract Expiry Date''' <br />
:a) This is the date specified in the license <br />
:b) This may be the date the subscription expires in the case of a library subscription<br />
:c) *insert date 3 years hence where no expiry date is applicable<br />
<br />
6) '''Permission Fees Payable''' <br />
: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.<br />
:b) include Nil amounts where a permission is sought and we receive the permission free of charge.<br />
<br />
7) '''Method of Clearing'''<br />
: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.<br />
: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)<br />
:c) '''Library Subscription''' <br />
:d) '''Fair Dealing''' – follow the [https://www.tru.ca/__shared/assets/FairDealing23287.pdf TRU Fair Dealing Policy]: less than 10% of a text, single journal article, poem, images etc.<br />
:e) '''Public Domain''' –work is in the public domain 50 years after the date of death of the creator or where specified as such under the licensing agreement such as work put in the public domain under a Creative Commons License<br />
:f) '''Educational Exception''' – Section 30.04 of the ''Copyright Act'', The exam exception under the ''Copyright Act''.<br />
<br />
<br />
8) '''General Comment'''s – Each entry should be prefaced by the year, month date 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 should be added, even if it is only to indicate that the course has been reviewed and found to be current, and the date. Examples of the type of comments you might want to add:<br />
::a) Used under s. 30.04. No prohibition against download on site<br />
::b) Permission to reproduce is granted on document;<br />
::c) Site license - see Material Additional Notes<br />
::d) Two pages - 1% of text used, fair dealing.<br />
<br />
9) '''Course Code''' – This is obtained from the Instructional designer or D4P2<br />
<br />
10) '''Course Title'''- This is obtained from the Instructional designer course lead or D4P2<br />
<br />
11) '''Course Learning Environment''' (OL or Face to Face)<br />
<br />
12) '''Course Delivery Method'''-This information can be obtained from D4P2 if it is not supplied by the program lead<br />
<br />
13) '''Course Enrolment Type''' – Delivery method can be determined from D4P2<br />
<br />
14) '''Material Source ISBN/ISSN''' (where appropriate)- from the copyright credits page of the source material or the journal cover if a magazine.<br />
<br />
15) '''Material Reproduction Use Type'''- Print, Post on Learning Management System or both<br />
<br />
16) '''Material Excerpt Author'''<br />
<br />
17) '''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. <br />
<br />
18) '''Material Source Title'''- Title of the text or journal from which the material originated.<br />
<br />
19) '''Material Type'''- the type of material the source exists as, ie Print, Web, Audio CD, <br />
<br />
20) '''Material Location'''- Where the material is located in our course content ie: Module 1 Topic 2; Assignment File (AF)<br />
<br />
21) '''Material Total Pages in Source Text Amount'''<br />
<br />
22) '''Material Pages Copied'''- Itemize the pages such as pages 113-115; 247-249;<br />
23) '''Material Total Pages Copied Amount'''<br />
<br />
24) '''Material Credit Line Text'''-<br />
:a) For multiple entries from the same text such as several chapters, a separate Material Credit line is created for each entry.<br />
:b) For materials copied under the Access Copyright license be sure to add the following:<br />
::“Copied under Permission from Access Copyright. Further reproduction, distribution, or transmission is prohibited except as otherwise permitted by Law.”<br />
: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:<br />
::https://owl.english.purdue.edu/owl/resource/560/06/ Single and Multiple Author citation<br />
::https://owl.english.purdue.edu/owl/resource/560/07/ Articles in Periodicals<br />
::https://owl.english.purdue.edu/owl/resource/560/08/ Books<br />
::https://owl.english.purdue.edu/owl/resource/560/10/ Electronic Sources<br />
::https://owl.english.purdue.edu/owl/resource/560/11/ Motion Picture or Video<br />
:d) A handy tool is Bibme found at http://www.bibme.org/ . 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.<br />
<br />
=== Filemaker records MAY contain: ===<br />
<br />
1) '''Publisher Information:''' This should be filled out where a license or permission is obtained. All contact information should be provides as much as possible to assist with permission renewals or if it is necessary to contact the rights holder, publisher or distributor to renew, change or amend the license terms.<br />
<br />
2) '''Publisher Reference Number:''' The number of the invoice or license number or other pertinent information such as a confirmation number by which the permission might be followed up with the Publisher at a later date such as a renewal of the permission.<br />
<br />
3) '''Publisher Notes:''' should include not only license materials but where section 30.04 or a site license from a web source specifies specific uses to which the material can be put or the terms under which the material is provided<br />
<br />
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. ie:<br />
Use only for this course. Image is to be used in its entirety without bleeding, cropping, or overprinting.<br />
<br />
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. Each item used and its location in our course materials is specified. <br />
ie: Chapter 1: The Premise of HR Value (Mod 1 Activity 2)<br />
Chapter 4: Internal Stakeholders (Mod 2 Topic 1 Activity 1)<br />
Chapter 20: Building a Market-Focused Culture (Mod 2 Topic 1 Activity 4)<br />
<br />
<br />
<br />
=== Large files involving multiple records ===<br />
<br />
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.</div>
Sblackford
https://kumu.tru.ca/index.php?title=Documentation:Intellectual_Property_Office/IPO_Filemaker_Records&diff=6296
Documentation:Intellectual Property Office/IPO Filemaker Records
2014-06-19T16:53:01Z
<p>Sblackford: /* Copyright Reports */</p>
<hr />
<div>[[File:Future intellectual systems backbone.jpg|100px|right|frame|©2012 Giorgi. Retrieved from http://commons.wikimedia.org/wiki/File:Future_intellectual_systems_backbone.jpg]]<br />
<br />
<br />
<br />
== Filemaker records == <br />
<br />
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.<br />
<br />
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).<br />
<br />
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. <br />
<br />
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, freedigitalphotos.net, 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. Details of what information should be recorded in each of the fields is set out later in this document.<br />
<br />
<br />
'''All Filemaker records should be completed with as much detail as possible'''. <br />
<br />
<br />
=== Copyright Reports ===<br />
<br />
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:<br />
* Select IPODB Editing/Production Report<br />
* From the File menu select Export Records<br />
* 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<br />
* Click continue when the Excel Options box opens<br />
* 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 <br />
* 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<br />
* Confirm that titles that should be in italics have all translated properly in the report before senting it to : OLProduction, OLEditing, Curriculum Services<br />
<br />
=== Sample Filemaker Record Form ===<br />
[[File:Filemaker.jpg|1600px|frameless|center|]]<br />
<br />
=== File maker records MUST contain: ===<br />
1) '''IPO file number''' <br />
:a) a new file number should be created where the method of clearing is changed, or <br />
:b) the permission/license is renewed<br />
<br />
2) '''Material in Use status-'''<br />
:a) Current – selected when a permission is obtained <br />
: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<br />
<br />
3) '''Material Copyright Holder'''<br />
<br />
4) '''Copies Granted Amount''' (where there is a fee payable)<br />
<br />
5) '''Contract Expiry Date''' <br />
:a) This is the date specified in the license <br />
:b) This may be the date the subscription expires in the case of a library subscription<br />
:c) *insert date 3 years hence where no expiry date is applicable<br />
<br />
6) '''Permission Fees Payable''' <br />
: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.<br />
:b) include Nil amounts where a permission is sought and we receive the permission free of charge.<br />
<br />
7) '''Method of Clearing'''<br />
: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.<br />
: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)<br />
:c) '''Library Subscription''' <br />
:d) '''Fair Dealing''' – follow the [https://www.tru.ca/__shared/assets/FairDealing23287.pdf TRU Fair Dealing Policy]: less than 10% of a text, single journal article, poem, images etc.<br />
:e) '''Public Domain''' –work is in the public domain 50 years after the date of death of the creator or where specified as such under the licensing agreement such as work put in the public domain under a Creative Commons License<br />
:f) '''Educational Exception''' – Section 30.04 of the ''Copyright Act'', The exam exception under the ''Copyright Act''.<br />
<br />
<br />
8) '''General Comment'''s – Each entry should be prefaced by the year, month date 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 should be added, even if it is only to indicate that the course has been reviewed and found to be current, and the date. Examples of the type of comments you might want to add:<br />
::a) Used under s. 30.04. No prohibition against download on site<br />
::b) Permission to reproduce is granted on document;<br />
::c) Site license - see Material Additional Notes<br />
::d) Two pages - 1% of text used, fair dealing.<br />
<br />
9) '''Course Code''' – This is obtained from the Instructional designer or D4P2<br />
<br />
10) '''Course Title'''- This is obtained from the Instructional designer course lead or D4P2<br />
<br />
11) '''Course Learning Environment''' (OL or Face to Face)<br />
<br />
12) '''Course Delivery Method'''-This information can be obtained from D4P2 if it is not supplied by the program lead<br />
<br />
13) '''Course Enrolment Type''' – Delivery method can be determined from D4P2<br />
<br />
14) '''Material Source ISBN/ISSN''' (where appropriate)- from the copyright credits page of the source material or the journal cover if a magazine.<br />
<br />
15) '''Material Reproduction Use Type'''- Print, Post on Learning Management System or both<br />
<br />
16) '''Material Excerpt Author'''<br />
<br />
17) '''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. <br />
<br />
18) '''Material Source Title'''- Title of the text or journal from which the material originated.<br />
<br />
19) '''Material Type'''- the type of material the source exists as, ie Print, Web, Audio CD, <br />
<br />
20) '''Material Location'''- Where the material is located in our course content ie: Module 1 Topic 2; Assignment File (AF)<br />
<br />
21) '''Material Total Pages in Source Text Amount'''<br />
<br />
22) '''Material Pages Copied'''- Itemize the pages such as pages 113-115; 247-249;<br />
23) '''Material Total Pages Copied Amount'''<br />
<br />
24) '''Material Credit Line Text'''-<br />
:a) For multiple entries from the same text such as several chapters, a separate Material Credit line is created for each entry.<br />
:b) For materials copied under the Access Copyright license be sure to add the following:<br />
::“Copied under Permission from Access Copyright. Further reproduction, distribution, or transmission is prohibited except as otherwise permitted by Law.”<br />
: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:<br />
::https://owl.english.purdue.edu/owl/resource/560/06/ Single and Multiple Author citation<br />
::https://owl.english.purdue.edu/owl/resource/560/07/ Articles in Periodicals<br />
::https://owl.english.purdue.edu/owl/resource/560/08/ Books<br />
::https://owl.english.purdue.edu/owl/resource/560/10/ Electronic Sources<br />
::https://owl.english.purdue.edu/owl/resource/560/11/ Motion Picture or Video<br />
:d) A handy tool is Bibme found at http://www.bibme.org/ . 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.<br />
<br />
<br />
<br />
=== Filemaker records MAY contain: ===<br />
<br />
1) '''Publisher Information:''' This should be filled out where a license or permission is obtained. All contact information should be provides as much as possible to assist with permission renewals or if it is necessary to contact the rights holder, publisher or distributor to renew, change or amend the license terms.<br />
<br />
2) '''Publisher Reference Number:''' The number of the invoice or license number or other pertinent information such as a confirmation number by which the permission might be followed up with the Publisher at a later date such as a renewal of the permission.<br />
<br />
3) '''Publisher Notes:''' should include not only license materials but where section 30.04 or a site license from a web source specifies specific uses to which the material can be put or the terms under which the material is provided<br />
<br />
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. ie:<br />
Use only for this course. Image is to be used in its entirety without bleeding, cropping, or overprinting.<br />
<br />
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. Each item used and its location in our course materials is specified. <br />
ie: Chapter 1: The Premise of HR Value (Mod 1 Activity 2)<br />
Chapter 4: Internal Stakeholders (Mod 2 Topic 1 Activity 1)<br />
Chapter 20: Building a Market-Focused Culture (Mod 2 Topic 1 Activity 4)<br />
<br />
<br />
<br />
=== Large files involving multiple records ===<br />
<br />
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.</div>
Sblackford
https://kumu.tru.ca/index.php?title=Documentation:Intellectual_Property_Office/IPO_Filemaker_Records&diff=6295
Documentation:Intellectual Property Office/IPO Filemaker Records
2014-06-19T16:44:28Z
<p>Sblackford: /* Filemaker records */</p>
<hr />
<div>[[File:Future intellectual systems backbone.jpg|100px|right|frame|©2012 Giorgi. Retrieved from http://commons.wikimedia.org/wiki/File:Future_intellectual_systems_backbone.jpg]]<br />
<br />
<br />
<br />
== Filemaker records == <br />
<br />
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.<br />
<br />
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).<br />
<br />
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. <br />
<br />
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, freedigitalphotos.net, 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. Details of what information should be recorded in each of the fields is set out later in this document.<br />
<br />
<br />
'''All Filemaker records should be completed with as much detail as possible'''. <br />
<br />
<br />
=== Copyright Reports ===<br />
<br />
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:<br />
* Select IPODB Editing/Production Report<br />
* From the File menu select Export Records<br />
* 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<br />
* Click continue when the Excel Options box opens<br />
* 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 ( '''''Note if information is contained in the Material Additional Notes field, this field needs to be added to the copyright report before exporting so that production knows where the materials are located in the course''''')<br />
* 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<br />
* Confirm that titles that should be in italics have all translated properly in the report before senting it to : OLProduction, OLEditing, Curriculum Services<br />
<br />
<br />
<br />
=== Sample Filemaker Record Form ===<br />
[[File:Filemaker.jpg|1600px|frameless|center|]]<br />
<br />
=== File maker records MUST contain: ===<br />
1) '''IPO file number''' <br />
:a) a new file number should be created where the method of clearing is changed, or <br />
:b) the permission/license is renewed<br />
<br />
2) '''Material in Use status-'''<br />
:a) Current – selected when a permission is obtained <br />
: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<br />
<br />
3) '''Material Copyright Holder'''<br />
<br />
4) '''Copies Granted Amount''' (where there is a fee payable)<br />
<br />
5) '''Contract Expiry Date''' <br />
:a) This is the date specified in the license <br />
:b) This may be the date the subscription expires in the case of a library subscription<br />
:c) *insert date 3 years hence where no expiry date is applicable<br />
<br />
6) '''Permission Fees Payable''' <br />
: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.<br />
:b) include Nil amounts where a permission is sought and we receive the permission free of charge.<br />
<br />
7) '''Method of Clearing'''<br />
: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.<br />
: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)<br />
:c) '''Library Subscription''' <br />
:d) '''Fair Dealing''' – follow the [https://www.tru.ca/__shared/assets/FairDealing23287.pdf TRU Fair Dealing Policy]: less than 10% of a text, single journal article, poem, images etc.<br />
:e) '''Public Domain''' –work is in the public domain 50 years after the date of death of the creator or where specified as such under the licensing agreement such as work put in the public domain under a Creative Commons License<br />
:f) '''Educational Exception''' – Section 30.04 of the ''Copyright Act'', The exam exception under the ''Copyright Act''.<br />
<br />
<br />
8) '''General Comment'''s – Each entry should be prefaced by the year, month date 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 should be added, even if it is only to indicate that the course has been reviewed and found to be current, and the date. Examples of the type of comments you might want to add:<br />
::a) Used under s. 30.04. No prohibition against download on site<br />
::b) Permission to reproduce is granted on document;<br />
::c) Site license - see Material Additional Notes<br />
::d) Two pages - 1% of text used, fair dealing.<br />
<br />
9) '''Course Code''' – This is obtained from the Instructional designer or D4P2<br />
<br />
10) '''Course Title'''- This is obtained from the Instructional designer course lead or D4P2<br />
<br />
11) '''Course Learning Environment''' (OL or Face to Face)<br />
<br />
12) '''Course Delivery Method'''-This information can be obtained from D4P2 if it is not supplied by the program lead<br />
<br />
13) '''Course Enrolment Type''' – Delivery method can be determined from D4P2<br />
<br />
14) '''Material Source ISBN/ISSN''' (where appropriate)- from the copyright credits page of the source material or the journal cover if a magazine.<br />
<br />
15) '''Material Reproduction Use Type'''- Print, Post on Learning Management System or both<br />
<br />
16) '''Material Excerpt Author'''<br />
<br />
17) '''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. <br />
<br />
18) '''Material Source Title'''- Title of the text or journal from which the material originated.<br />
<br />
19) '''Material Type'''- the type of material the source exists as, ie Print, Web, Audio CD, <br />
<br />
20) '''Material Location'''- Where the material is located in our course content ie: Module 1 Topic 2; Assignment File (AF)<br />
<br />
21) '''Material Total Pages in Source Text Amount'''<br />
<br />
22) '''Material Pages Copied'''- Itemize the pages such as pages 113-115; 247-249;<br />
23) '''Material Total Pages Copied Amount'''<br />
<br />
24) '''Material Credit Line Text'''-<br />
:a) For multiple entries from the same text such as several chapters, a separate Material Credit line is created for each entry.<br />
:b) For materials copied under the Access Copyright license be sure to add the following:<br />
::“Copied under Permission from Access Copyright. Further reproduction, distribution, or transmission is prohibited except as otherwise permitted by Law.”<br />
: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:<br />
::https://owl.english.purdue.edu/owl/resource/560/06/ Single and Multiple Author citation<br />
::https://owl.english.purdue.edu/owl/resource/560/07/ Articles in Periodicals<br />
::https://owl.english.purdue.edu/owl/resource/560/08/ Books<br />
::https://owl.english.purdue.edu/owl/resource/560/10/ Electronic Sources<br />
::https://owl.english.purdue.edu/owl/resource/560/11/ Motion Picture or Video<br />
:d) A handy tool is Bibme found at http://www.bibme.org/ . 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.<br />
<br />
<br />
<br />
=== Filemaker records MAY contain: ===<br />
<br />
1) '''Publisher Information:''' This should be filled out where a license or permission is obtained. All contact information should be provides as much as possible to assist with permission renewals or if it is necessary to contact the rights holder, publisher or distributor to renew, change or amend the license terms.<br />
<br />
2) '''Publisher Reference Number:''' The number of the invoice or license number or other pertinent information such as a confirmation number by which the permission might be followed up with the Publisher at a later date such as a renewal of the permission.<br />
<br />
3) '''Publisher Notes:''' should include not only license materials but where section 30.04 or a site license from a web source specifies specific uses to which the material can be put or the terms under which the material is provided<br />
<br />
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. ie:<br />
Use only for this course. Image is to be used in its entirety without bleeding, cropping, or overprinting.<br />
<br />
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. Each item used and its location in our course materials is specified. <br />
ie: Chapter 1: The Premise of HR Value (Mod 1 Activity 2)<br />
Chapter 4: Internal Stakeholders (Mod 2 Topic 1 Activity 1)<br />
Chapter 20: Building a Market-Focused Culture (Mod 2 Topic 1 Activity 4)<br />
<br />
<br />
<br />
=== Large files involving multiple records ===<br />
<br />
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.</div>
Sblackford
https://kumu.tru.ca/index.php?title=Documentation:Intellectual_Property_Office/Copyright_Clearing_Procedure&diff=2077
Documentation:Intellectual Property Office/Copyright Clearing Procedure
2014-03-14T22:56:28Z
<p>Sblackford: /* Open Learning Procedure */</p>
<hr />
<div>[[http://mrg.bz/1AdYod http://cdn.morguefile.com/imageData/public/files/c/clarita/preview/fldr_2008_11_08/file000456492572.jpg]]<br />
<br />
<br />
<br />
== General Information ==<br />
Requests for copyright review come into the copyright@tru.ca mailbox.<br />
<br />
<br />
'''The Rights and Permissions Supervisor (“Supervisor”)''' <br />
:a. assigns the file to one of the IPO team (“Assignee”) by email to the Assignee<br />
:b. responds to the requestor confirming receipt of the request and who has been assigned to the request.<br />
<br />
<br />
'''The Assignee''' <br />
# creates a JIRA record for the request (see [[Documentation:Intellectual_Property_Office/JIRA_Basics|JIRA]] procedure) which includes the course acronym and a comment as to what is required of the IPO. Pertinent information such as contact information of the requestor and copyright holder should be included in the [[Documentation:Intellectual_Property_Office/JIRA_Basics|JIRA]] record. The record will indicate if the request is Face to Face/Campus or Open Learning. <br />
# creates a D4P2 record for any Open Learning Course Requests (see D4P2 procedure)<br />
# will prioritize the new request with consideration to other requests and begin work on the request as soon as it is appropriate.<br />
# reviews all course materials to ensure that all third party material in the course is identified. (See clearing procedures for Face to Face/Campus and Open Learning for details of procedure). The Assignee will use the method set out below as Clearing of Third Party Content to determine the status of each piece of third party content. The content may be tracked in a spread sheet which is then attached to the JIRA record and filed in O drive.<br />
# upon clearing material, the Assignee will assign IPO numbers (from the IPO File number assignment sheet) for each source of third party content and record the same by creating the appropriate Filemaker records (see [[Documentation:Intellectual_Property_Office/IPO_Filemaker_Records|Filemaker]] procedure).<br />
# will update the [[Documentation:Intellectual_Property_Office/JIRA_Basics|JIRA]] record making separate records for Permissions, Fair Dealing and Access Copyright modes as described in the [[Documentation:Intellectual_Property_Office/JIRA_Basics|JIRA]] procedures. Ongoing permission requests are monitored through the JIRA record until complete.<br />
# makes an entry in the Tasks portion of the Copyright@tru.ca mailbox of the expiry date/renewal date for the permission as applicable once a permission is received.<br />
# upon documentation of all third party materials and receipt of permissions, the Assignee will notify the requestor by email following the procedures outlined for Face to Face/Campus and OL Courses.<br />
<br />
<br />
<br />
== Guidelines for Clearing of Third Party Content ==<br />
<br />
Once identified, all third-party content should be cleared by one of the following methods, in the following order of priority:<br />
<br />
a. '''Public Domain or Insubstantial Amount''' <br />
:i. A work generally enters Public Domain upon 50 years following the death of the author; text excerpts of 150 words or less are generally considered insubstantial<br />
b. For materials obtained from a website:<br />
:i. '''Creative Commons''' - there is a CC license specifically authorizing use, and it is reasonably certain that the work has been made available by the rights-holder for the purposes of sharing material under specific terms and conditions<br />
:ii. '''Site License'''- a license is provide to use the material on the website.<br />
:iii. '''Section 30.04'''- The Work is freely available online, and there is either no clearly visible notice prohibiting use and it is reasonably certain that the work has been made available by the rights-holder<br />
c. '''Educational Exceptions under the Copyright Act'''<br />
<br />
d. '''Fair Dealing'''<br />
:i. The work can be considered Fair Dealing under the current [https://www.tru.ca/__shared/assets/FairDealing23287.pdf TRU Fair Dealing Policy] or <br />
:ii. upon application of the test from [https://www.tru.ca/ipo/faq.html CCH] (refer to Supervisor)<br />
::Elements of the CCH test to be aware of are: purpose of use, nature of use, scope of use, alternatives to use, the nature of the third party work and the effect of the use on the third party work.<br />
<br />
e. '''“Blanket” permission/license'''<br />
:i. Work may be used pursuant to blanket permission from publisher or rights-holder<br />
f. '''Access License'''<br />
:i. Work may be used under [http://www.tru.ca/__shared/assets/ModelLicence26851.pdf license with Access Copyright]:<br />
::1. If excerpt is less than 20% of source, material must be added to e-log as required;<br />
::2. If excerpt is between 20-25% of source, material must be added to e-log AND logged as a transactional license.<br />
::3. If text is out of print the entire text can be duplicated under a transactional license provide the text has not been updated to a newer edition<br />
:ii. *Access License and procedure will be reviewed from time to time by the Supervisor.<br />
g. '''Contact Rights-holder'''<br />
:i. Assignee should use a precedent letter where possible to contact the rights-holder of the requested work.<br />
:ii. The Request and response of rights-holder should be tracked in [[Documentation:Intellectual_Property_Office/JIRA_Basics|JIRA]]. <br />
:iii. Where a negative/no response is received within 2 weeks, the request should be referred back to the Supervisor.<br />
:iv. Where payment for a permission or a signed agreement is required, the Assignee will refer to the Supervisor.<br />
<br />
<br />
== Face to Face/Campus Procedure ==<br />
1. The Assignee should contact the Printshop for copies of the PDF files of course materials if one has not been provided in the original request.<br />
<br />
2. The Assignee will review the course materials using the general procedure and Guidelines for Clearing Third Party Content above.<br />
<br />
3. If any material which appears not to be the property of the instructor or TRU has been identified, the Assignee will contact the faculty member and request that the material be either identified, replaced or removed.<br />
<br />
4. The Assignee will notify the following parties by email upon the clearing of copyright for the course:<br />
::a) Instructor<br />
::b) Printshop- include a credit information page (bibliography page)as an attachment<br />
::c) Bookstore (identify any materials for which permission royalties should be recovered)<br />
<br />
== Open Learning Procedure ==<br />
'''New Courses and Major Revisions– Instructional Designer Lead'''<br />
<br />
1. Files and list of requests are supplied to the Intellectual Property Office by the Instructional Designer (ID).<br />
<br />
2. The Assignee works with the Instructional Designer to clear the third party materials or suggest alternative materials or methods where appropriate. This usually happens in the development phase of the course.<br />
<br />
3. In the case of a Major Revision, the Assignee will generate a '''[[Documentation:Intellectual_Property_Office/IPO_Filemaker_Records|copyright report]] ''' and forward the copyright report to the ID requesting the ID identify any materials that will not be used in the revised course materials. When the revised course is launched the Assignee will turn these records to not in use.<br />
<br />
4. The Assignee reviews the course material when it is submitted to Editing to confirm the resources and their uses, and follows the General procedure for clearing third party copyright.<br />
<br />
5. If the course material has not been provided and cannot be located, the Assignee should contact Olproduction or the Editing team to request access to the course material.<br />
<br />
6. If any material which appears not to be the property of the course writer or TRU is identified, the Assignee will contact the ID and request that the material be either identified, replaced or removed.<br />
<br />
7. Once a review has been completed and the Assignee is confident that all third party material has been identified, credit lines have been received and all entries are recorded in Filemaker, the Assignee will issue a '''[[Documentation:Intellectual_Property_Office/IPO_Filemaker_Records|copyright report]] ''' to OLProduction and Curriculum Services.<br />
<br />
<br />
'''Minor Revisions – Lead by OLFM or Curriculum Services'''<br />
<br />
1. These are usually updates of course materials to new text book editions or sometimes to a new text book entirely when a book has gone out of print. Most of the content of the course is retained. Items may be a journal article to replace a website which has gone down etc.<br />
<br />
2. New permissions are assigned an IPO number and recorded in [[Documentation:Intellectual_Property_Office/IPO_Filemaker_Records|Filemaker]].<br />
<br />
3. The Assignee checks Filemaker for any permissions which may be tied to the use of the adopted text.<br />
<br />
4. The Assignee creates a '''[[Documentation:Intellectual_Property_Office/IPO_Filemaker_Records|copyright report]]''' from Filemaker.<br />
<br />
<br />
'''Copyright Report Requests from Production'''<br />
<br />
1. Often Production will request a copyright report when one member of their team begins working on a course. <br />
<br />
2. If a copyright report has been prepared within the six months previous to the request, it may be provided by e-mail.<br />
<br />
3. If the most recent copyright report on file is more than six months old, the Assignee should request the course materials from production and should undertake a complete review of those materials before providing a copyright report.<br />
<br />
4. In either case, the assignee should be prepared to answer any questions or concerns the production team may have regarding third party material in the course.</div>
Sblackford
https://kumu.tru.ca/index.php?title=Documentation:Intellectual_Property_Office/Copyright_Clearing_Procedure&diff=2076
Documentation:Intellectual Property Office/Copyright Clearing Procedure
2014-03-14T22:46:13Z
<p>Sblackford: /* Face to Face/Campus Procedure */</p>
<hr />
<div>[[http://mrg.bz/1AdYod http://cdn.morguefile.com/imageData/public/files/c/clarita/preview/fldr_2008_11_08/file000456492572.jpg]]<br />
<br />
<br />
<br />
== General Information ==<br />
Requests for copyright review come into the copyright@tru.ca mailbox.<br />
<br />
<br />
'''The Rights and Permissions Supervisor (“Supervisor”)''' <br />
:a. assigns the file to one of the IPO team (“Assignee”) by email to the Assignee<br />
:b. responds to the requestor confirming receipt of the request and who has been assigned to the request.<br />
<br />
<br />
'''The Assignee''' <br />
# creates a JIRA record for the request (see [[Documentation:Intellectual_Property_Office/JIRA_Basics|JIRA]] procedure) which includes the course acronym and a comment as to what is required of the IPO. Pertinent information such as contact information of the requestor and copyright holder should be included in the [[Documentation:Intellectual_Property_Office/JIRA_Basics|JIRA]] record. The record will indicate if the request is Face to Face/Campus or Open Learning. <br />
# creates a D4P2 record for any Open Learning Course Requests (see D4P2 procedure)<br />
# will prioritize the new request with consideration to other requests and begin work on the request as soon as it is appropriate.<br />
# reviews all course materials to ensure that all third party material in the course is identified. (See clearing procedures for Face to Face/Campus and Open Learning for details of procedure). The Assignee will use the method set out below as Clearing of Third Party Content to determine the status of each piece of third party content. The content may be tracked in a spread sheet which is then attached to the JIRA record and filed in O drive.<br />
# upon clearing material, the Assignee will assign IPO numbers (from the IPO File number assignment sheet) for each source of third party content and record the same by creating the appropriate Filemaker records (see [[Documentation:Intellectual_Property_Office/IPO_Filemaker_Records|Filemaker]] procedure).<br />
# will update the [[Documentation:Intellectual_Property_Office/JIRA_Basics|JIRA]] record making separate records for Permissions, Fair Dealing and Access Copyright modes as described in the [[Documentation:Intellectual_Property_Office/JIRA_Basics|JIRA]] procedures. Ongoing permission requests are monitored through the JIRA record until complete.<br />
# makes an entry in the Tasks portion of the Copyright@tru.ca mailbox of the expiry date/renewal date for the permission as applicable once a permission is received.<br />
# upon documentation of all third party materials and receipt of permissions, the Assignee will notify the requestor by email following the procedures outlined for Face to Face/Campus and OL Courses.<br />
<br />
<br />
<br />
== Guidelines for Clearing of Third Party Content ==<br />
<br />
Once identified, all third-party content should be cleared by one of the following methods, in the following order of priority:<br />
<br />
a. '''Public Domain or Insubstantial Amount''' <br />
:i. A work generally enters Public Domain upon 50 years following the death of the author; text excerpts of 150 words or less are generally considered insubstantial<br />
b. For materials obtained from a website:<br />
:i. '''Creative Commons''' - there is a CC license specifically authorizing use, and it is reasonably certain that the work has been made available by the rights-holder for the purposes of sharing material under specific terms and conditions<br />
:ii. '''Site License'''- a license is provide to use the material on the website.<br />
:iii. '''Section 30.04'''- The Work is freely available online, and there is either no clearly visible notice prohibiting use and it is reasonably certain that the work has been made available by the rights-holder<br />
c. '''Educational Exceptions under the Copyright Act'''<br />
<br />
d. '''Fair Dealing'''<br />
:i. The work can be considered Fair Dealing under the current [https://www.tru.ca/__shared/assets/FairDealing23287.pdf TRU Fair Dealing Policy] or <br />
:ii. upon application of the test from [https://www.tru.ca/ipo/faq.html CCH] (refer to Supervisor)<br />
::Elements of the CCH test to be aware of are: purpose of use, nature of use, scope of use, alternatives to use, the nature of the third party work and the effect of the use on the third party work.<br />
<br />
e. '''“Blanket” permission/license'''<br />
:i. Work may be used pursuant to blanket permission from publisher or rights-holder<br />
f. '''Access License'''<br />
:i. Work may be used under [http://www.tru.ca/__shared/assets/ModelLicence26851.pdf license with Access Copyright]:<br />
::1. If excerpt is less than 20% of source, material must be added to e-log as required;<br />
::2. If excerpt is between 20-25% of source, material must be added to e-log AND logged as a transactional license.<br />
::3. If text is out of print the entire text can be duplicated under a transactional license provide the text has not been updated to a newer edition<br />
:ii. *Access License and procedure will be reviewed from time to time by the Supervisor.<br />
g. '''Contact Rights-holder'''<br />
:i. Assignee should use a precedent letter where possible to contact the rights-holder of the requested work.<br />
:ii. The Request and response of rights-holder should be tracked in [[Documentation:Intellectual_Property_Office/JIRA_Basics|JIRA]]. <br />
:iii. Where a negative/no response is received within 2 weeks, the request should be referred back to the Supervisor.<br />
:iv. Where payment for a permission or a signed agreement is required, the Assignee will refer to the Supervisor.<br />
<br />
<br />
== Face to Face/Campus Procedure ==<br />
1. The Assignee should contact the Printshop for copies of the PDF files of course materials if one has not been provided in the original request.<br />
<br />
2. The Assignee will review the course materials using the general procedure and Guidelines for Clearing Third Party Content above.<br />
<br />
3. If any material which appears not to be the property of the instructor or TRU has been identified, the Assignee will contact the faculty member and request that the material be either identified, replaced or removed.<br />
<br />
4. The Assignee will notify the following parties by email upon the clearing of copyright for the course:<br />
::a) Instructor<br />
::b) Printshop- include a credit information page (bibliography page)as an attachment<br />
::c) Bookstore (identify any materials for which permission royalties should be recovered)<br />
<br />
== Open Learning Procedure ==<br />
'''New Courses and Major Revisions– Instructional Designer Lead'''<br />
<br />
1. Files and list of requests are supplied to the Intellectual Property Office by the Instructional Designer (ID).<br />
<br />
2. The Assignee works with the Instructional Designer to clear the third party materials or suggest alternative materials or methods where appropriate. This usually happens in the development phase of the course.<br />
<br />
3. In the case of a Major Revision, the Assignee will generate a '''[[Documentation:Intellectual_Property_Office/IPO_Filemaker_Records|copyright report]] ''' and forward the copyright report to the ID requesting the ID identify any materials that will not be used in the revised course materials. When the revised course is launched the Assignee will turn these records to not in use.<br />
<br />
4. The Assignee reviews the course material when it is submitted to Editing to confirm the resources and their uses, and follows the General procedure for clearing third party copyright.<br />
<br />
5. If the course material has not been provided and cannot be located, the Assignee should contact Olproduction or the Editing team to request access to the course material.<br />
<br />
6. If any material which appears not to be the property of the course writer or TRU is identified, the Assignee will contact the ID and request that the material be either identified, replaced or removed.<br />
<br />
7. Once a review has been completed and the Assignee is confident that all third party material has been identified, credit lines have been received and all entries are recorded in Filemaker, the Assignee will issue a '''[[Documentation:Intellectual_Property_Office/IPO_Filemaker_Records|copyright report]] ''' to OLProduction and Curriculum Services.<br />
<br />
<br />
'''Minor Revisions – Lead by OLFM or Curriculum Services'''<br />
<br />
1. These are usually updates of course materials to new text book editions or sometimes to a new text book entirely when a book has gone out of print. Most of the content of the course is retained. Items may be a journal article to replace a website which has gone down etc.<br />
<br />
2. New permissions are assigned an IPO number and recorded in [[Documentation:Intellectual_Property_Office/IPO_Filemaker_Records|Filemaker]].<br />
<br />
3. The Assignee checks Filemaker for any permissions which may be tied to the use of the adopted text.<br />
<br />
4. The Assignee creates a '''[[Documentation:Intellectual_Property_Office/IPO_Filemaker_Records|copyright report]]''' from Filemaker.</div>
Sblackford