Resource Copyrights & Permissions

The Resource Copyrights & Permissions segment describes the activities and deliverables associated with securing permissions from contributors and third parties, and registering copyrights with the Library of Congress. The activities in this segment are dependent on other activities external to this segment and are divided into the following sub-segments:

• Copyright Release
• Copyright Permission
• Copyright Applications

For convenience, all of the sub-segments are shown together.

1.0 Process Information

Process Name: Resource Process

Segment Name: Resource Copyrights & Permissions

Process Guardian: Wim van Klinken

Mapping Authors: John Pinkerton, Dirk Ellingson, Robert Lewis, Dave Wheaton, Suzan Hudson, Patty Wilson

Mapping Date: 05-November-2007

1.1 Revision History

2.0 Process Map

The following presents the activities (arrows) and deliverables (circles) of the Resource Copyrights & Permissions segment.

Click Resource Copyrights and Permissions.vsd to view this Microsoft Visio Viewer.

3.0 Activities

Copyright Release

Request Copyright Release (10)

The Editor or Producer requests permission to use certain intellectual properties of the Contributor for a resource.

Agents

• Editor or Producer (Primary)
• Contributor
• Legal Services

Methods

• Copyright Release template
• Talent Release template
• Commentary on templates

Tasks

1. Create release forms (pay or non-pay).
2. Send to contributor for signature.

• Copyright Release (Requested)

Secure Copyright Release (20)

Once terms are agreed upon, the Contributor signs a release form and returns it to the Editor or Producer.

Agents

• Contributor (Primary)
• Editor or Producer

Methods

• Post
• Fax

Tasks

1. Sign release form.
2. Post or fax to editor or producer.

• Copyright Release (Signed) - Milestone

File Copyright Release (30)

The Editor or Producer files the release form to ensure that written records document copyright clearance with the Contributor. Copies of the release form are filed with church Legal Services and Cost Accounting to initiate payment to Contributor if applicable.

Agents

• Editor or Producer (Primary)
• Legal Services
• Cost Accountant

Methods

• E-mail
• Scanner

Tasks

1. Create copy (paper or electronic).
2. Send copy to Legal Services.
3. Send copy to Accounting to arrange payment.

• Copyright Release (Filed)

Copyright Permissions

Review for Copyright Material (40)

Resources produced by the church often include literary excerpts, recorded performances, musical compositions, or illustrations created by or commissioned from an outside entity. Each resource must be reviewed by the Editor or Producer for any elements comprised of the intellectual properties of others. Any element of the resource that may require a copyright permission is recorded in the Scope of Work.

Agents

• Editor or Producer

Methods

• Copyright permissions guidelines
• Scope of Work

Tasks

1. Review draft content to determine if any copyright permissions are needed.
2. Record possible copyright permissions in Scope of Work.

• Copyright Permission (Identified)

Request Copyright Permissions (50)

The Editor or Producer solicits the terms of the Third-party Copyright Holder to determine submission procedures, fees, printed credits and/or use restrictions to receive confirmation of use of any intellectual properties of the Third-party Copyright Holder.

Agents

• Editor or Producer (Primary)
• Third-party Copyright Holder
• Legal Services

Methods

• Copyright permission template (fee or non-fee)
• Guidelines on template

Tasks

1. Create permission request.
2. Send to 3rd party copyright holder.

• Copyright Permission (Requested)

Secure Copyright Permission (60)

The Third-party Copyright Holders grants copyright permission to the church. The Third-party Copyright Holder determines what needs to be done to grant the permission. This may be completing an online form, faxing a letter, or some improvisation that fits the situation. The permission may also come with restrictions and terms. The Editor or Producer must document any restrictions or terms in the Scope of Work. For example, the Third-party Copyright Holder may require a royalty on each book printed. The royalty requirement must be documented and cleared with Legal Services.

Agents

• Third-party Copyright Holder (Primary)
• Editor or Producer

Tasks

1. Secure permission.
2. Post, fax, e-mail permission to Editor or Producer.

• Copyright Permission (Granted) - Milestone

Revise Copy (70)

If the Editor or Producer cannot agree on terms with the Third-party Copyright Holder, or if the fees involved with securing permissions are cost prohibitive, the Editor or Producer may decide to edit out the material.

Agents

• Editor or Producer
• Contributor (Primary)

Tasks

1. Edit the product to remove copyrighted materials.

• Copy (Edited)

File Copyright Permission (80)

The Editor or Producer ensures that written records document copyright clearance with the Third-party Copyright Holder by filing written notice of copyright permission with church Legal Services and Cost Accounting to initiate payment. The Editor or Producer also revises the Scope of Work to reflect this clearance of copyright permission.

Agents

• Editor or Producer (Primary)
• Legal Services
• Cost Accountant

Methods

• E-mail
• Scanner
• Scope of Work

Tasks

1. Create copy (paper or electronic).
2. Send copy to Legal Services.
3. Send copy to Accounting to arrange payment.
4. Note in Scope of Work (copyright notification, date served)

• Copyright Permission (Filed)

Copyright Application

Submit Copyright Application (90)

Upon completion of any resource, the church should register the work with the United States Government Library of Congress to ensure additional copyright protection in writing. The Copyright Requester, on behalf of the church, submits an application and check amount for a processing fee to the U.S. Library of Congress.

Agents

• Copyright Requester (Primary)
• U.S. Library of Congress

Methods

• Paper or electronic copyright application form
• Post

Tasks

1. Complete a copyright application.
2. Submit check request.
3. Submit two physical copies.
4. Attach check.
5. File copy of application.

• Copyright Application (Submitted)

Receive Copyright Confirmation (100)

The U.S. Library of Congress sends a form to the Copyright Requester confirming receipt of application and registration fee.

Agents

• Copyright Requester (Primary)
• U.S. Library of Congress

Methods

• Post

Tasks

1. Review confirmation.

• Copyright (Confirmed)

Record Copyright (110)

Although any work is recognized to be copyrighted by its creator (or by the church as a work for hire) upon creation, copyright registration with the U.S. Library of Congress ensures additional copyright protection should disputes arise. The Copyright Requester recording resource copyright with the Library of Congress secures additional protection on behalf of the church and its intellectual properties. Written notice of the copyright from the Library of Congress is filed into a job jacket for future reference.

Agents

• Copyright Requester

Methods

• Copyright database
• U.S. Copyright Regulations

Tasks

1. Add copyright to database.
2. File copyright into job jacket.