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Copyright Compliance Procedures

Annual Copyright License

Calvin has contracted with the Copyright Clearance Center for an annual copyright license. This license covers most documents normally distributed to students whether paper or electronic, handout or course pack. To verify that each document is covered by the college license, search the Copyright Clearance Center website (see links below). The Campus Store verifies (and requests) copyright for all documents included in course packs; each instructor is responsible to obtain copyright for any other documents distributed to students (including through Moodle).

For those documents not covered, the Copyright Clearance Center will, in many cases, contact the copyright holder for copyright permission or provide information for the requester to contact the copyright holder. In both of these situations, the Copyright Clearance Center license does not cover the cost of the copyright permission.

Where to begin?

Course Pack Information

All copyright permissions for course packs are secured by Marie Prins (mgp5@calvin.edu) in the Campus Store.

Campus Store

General Rule: Any time there is an exchange of money for a course pack, the money exchange should be happening at the Campus Store so sales tax can be properly recorded.

As soon as possible, send all document titles and related copyright information to Marie Prins. Securing copyright permission can often take up to six weeks, so the sooner the copyright permission is requested, the better the chance of having the permissions secured by the time the course pack is needed.

For copyright purposes, please include:

  • ISBN (for an article, use the ISBN of the book where the article appeared)
  • Author/Editor
  • Book/Periodical Title
  • Edition and Year Published
  • Chapter Title
  • Page Number (even for newspaper articles, page numbers are necessary)
  • Publishing Company

The Campus Store uses the Copyright Clearance Center to request copyright permission and on some occasions contacts the rights holders directly. The Campus Store also keeps track of how much each document in the course pack costs. (Course pack costs can easily be broken down into the various copyright charges, if that is of interest.) The total cost of the documents is used to figure out the retail price that each student will pay for a course pack.

A new item is created in the Campus Store inventory every time a new course pack or lab manual is assigned to a class, even if there are only minor revisions to an old course pack or lab manual.* A purchase order is then sent to Printing Services with the number of students enrolled. To avoid a backup at Printing Services, there are generally two ordering rounds. The first round is a conservative order based on expected enrollment. Once the semester nears, the enrollment numbers are re-examined, and a second order is placed, if needed.

Tip: Starting a month (or so) before classes start, students can reserve their course materials through the Campus Store. Then, several weeks before classes start, the student orders are picked up and delivered to their dorms. Please keep this timeline in mind. The more course packs that can be picked up before classes start, the more students will have their materials on the first day of class.

*If a professor is changing even a small section of a course pack or lab manual…please let Marie Prins know ASAP. Otherwise an order for the old course pack or lab manual might get printed incorrectly!

Printing Services

Once the course pack or lab manual is ready to print, a hard or digital copy can be sent to Printing Services (printingservices@calvin.edu).  Digital copy is preferred but hard copies can be scanned in as well. Every course pack that is printed is saved in a database to be accessed for future reference.

What Printing Services needs:

  1. If the Campus Store will be selling the course pack, please specify that it should be delivered to the Campus Store.
  2. Please give the details for how the course pack or lab manual should appear:
    • Black and white or color prints?
      1. Color cover page and black and white inside?
      2. Everything black and white?
      3. All color?
    • Color paper for the covers?
    • Spiral, wire, or tape bound?
    • Two sided or one sided?
  3. Please indicate whether or not a proof is needed.
  4. Please specify what the cover page should say.
    • If possible, work with the Campus Store on the course pack title, so it is clear to students exactly which course pack is needed for each course.
  5. Please determine whether or not any extra copies should be sent to the department; the cost for the extra copies is added to the price students will pay for the course pack.
  6. If digital copy is sent to Printing Services, please indicate how the course pack should be organized.

Important tips:

  • If just a small section of a course pack needs to be changed, simply let Printing Services know what needs to be removed or added. Making minor changes to a document is a lot easier than rescanning or sorting out a whole new course pack.  Also, scanned items often need to be “cleaned up” to remove the black edges on the background.  Cleaning up the original coursepack will save Printing Services significant time.
  • While Printing Services usually turns a print job around quickly, course packs do take a lot of time to print. Delays can be avoided by sending jobs in early.