Once you have familiarized yourself with the 2Learn.ca resources about Copyright Laws, you may wish to seek permission to use of a particular piece of work.  In doing so, you are honoring copyright, modeling the process for others and exploring the options you have for publication.

 

	Key items to include when requesting permission
	Obtaining Permission by Phone
	Sample Letter Requesting Permission to Copy

	Key items to include when requesting permission --
	When wishing to reproduce, in full or in part, copyrighted material you will need to request formal permission. Communication of complete and accurate information to the copyright owner will facilitate the request.  Your objective is to eliminate any ambiguities about your request while ensuring that permission encompasses the full scope of your needs.   Although alternatives may be acceptable, to expedite the process we suggest that, at minimum,  the following information be included in a request for permission to copy: Name of the author and/or web author or editor. Spare no effort in confirming the exact name and address of the addressee. Call or email  the person to confirm the copyright ownership.   Title and edition of materials to be reproduced.   Exact material to be used, giving amount, page numbers, chapters, etc. -- whatever details you can provide -- and, if possible, a copy of the material. If necessary or appropriate, attach a copy of the quotations, diagrams, images, and other materials. In a web environment, a URL link to an image or diagram would be most appropriate, to point to the item you want to use.   Describe precisely the proposed use of the copyrighted material, including the duration and form of distribution (e.g. student or school webpage, multimedia presentation, etc.)   Whether the material is to be sold or the use of it will result in financial gain or compensation.   A description of the individual making the request. Include your name, return address, telephone number, FAX number, email address, and the date in the letter. State clearly  the name of your organization to provide context for the consideration of your request.
	The request should be sent to the author, webmaster, or the permissions department of the publisher in question. For purposes of proof and to define the scope of the permission being requested, it is important that the permission be in writing, and that you retain that permission in a file.
	The process of considering permission requests requires time for a webmaster or publisher to check the status and ownership of rights and and to evaluate the request. It is advisable, therefore, to allow sufficient lead time to allow for this process to take place. In some instances the author or publisher may assess a fee for permission, which may be considered reasonable and therefore paid -- or it may mean that you will consider alternative choices and forgo including that item in your work.
	Obtaining Permission by Phone
	The occasional use of phone permissions may be a useful means of fast-tracking permission to copy. The person receiving permission should make written notes of the time and date of the call, the name of the person authorizing copying, and the extent of the permission granted. Follow up with a formal request for permission in writing and obtain the follow-up permission letter from the copyright holder.
	Sample Letter Requesting Permission to Copy   Download a copy of a blank letter template in word format or a blank letter template in RTF format
	Date: March 6, 2008 Address: Material Permissions Department Hypothetical Book Company 500 East Avenue City, Country Dear Sir/Madam: Opening statement: I would like to commend you for your excellent content about.......(provide details and background to set the stage for the request)  I wish to obtain permission to copy the following: Title: Knowledge Site - the ancient horse URL: http://www.knowledgesite.com/ancient.html Copyright owner: Hypothetical Book Co (website). Author: Fred Stoneworthy Material to be duplicated: I would like to copy the description that you have provided of the horse in ancient times. I would also like to include a copy of the image of the early horse located at http://www.knowledgesite.com/diagrams/horses.jpg. Number of copies: 3 - 6 copies will appear in student presentations. These will be available on the web at www.schoolboard.ab.ca/ourschool/grade6projects/ Distribution: The material will be distributed to students in my class and they will include the image and paragraph where suitable. Type of reprint: The resulting projects  will be available on the web at www.schoolboard.ab.ca/ourschool/grade6projects/ Use: The paragraph and image will be used by students to produce their own multimedia projects.  The projects will be shared on our website for educational purposes only. Students will cite the original source and location of the material you have agreed to allow use to reproduce. Duration of use: Our student multimedia projects will be posted on our website for one year from June 2008 to June 2009. Closing:  I would appreciate your support of my students and their work.....and so on. Make sure that you have provided any detail which would support your use of the material.   I have enclosed a self-addressed envelope for your convenience in replying to this request. (Or..I have included an email address for your convenience in replying to this request.) Sincerely, Teacher (or Student) name: Jim Smith Position description: Social Studies teacher School name: Ajax Middle School School address: 120 123 Street, Anywhere, Alberta, Canada, T2P-0F0 School Phone number: 780-123-4567 School FAX number: 780-123-8910 Email contact: Jsmith@schoolboard.ab.ca

2Learn.ca's 'Net Know How