As the author of the work, you are required to secure all permissions in your manuscript. As you draft your manuscript, you should keep track of any material that may require permission. Begin requesting permission from the copyright holders of the material as soon as you possibly can — before your final draft is sent to your editor. Obtaining permissions can take a long time, and you will want to get an early start. Rowman & Littlefield cannot send books into production until all permissions have been received.
We publish the majority of our books throughout the world in both print and e-book form. When requesting permission, you should request non-exclusive, World distribution rights, for all languages, in print and electronic (eBook) formats for the life of the edition. Once all the permissions are received, you will need to make a log of them, and then forward the log and permissions to your editor, keeping a photocopy for your records.
The U.S. Copyright Code is purposefully vague regarding the concept of fair use. Legally, fair use is based on the cumulative consideration of 4 factors as per Section 107 of the U.S Copyright Code . Due to the vague nature of the law, owners of a work's copyright (often the publisher, but sometimes the author or another party) are free to interpret the parameters of fair use as they see fit. Some owners have a loose vision of fair use giving scholars a wide berth to quote, while others are incredibly protective. Moreover, some owners will renew a work's copyright before it enters the public domain (a term discussed further in this guide) in order to control its reproduction. It is the official position of Rowman & Littlefield's rights and permissions department that authors should secure permission for all copyrighted material in order to be absolutely positive that the book is not violating any individual copyright holder's interpretation of copyright and the fair use law. However, in practice the permissions department has set the following guidelines in order to give authors a certain amount of flexibility to incorporate copyrighted material in their work. Though other presses may have slightly different guidelines, the following guidelines are in line with what many other publishing houses adhere to. It should be noted that our guidelines DO NOT supersede a copyright holder's interpretation of fair use.
There are several types of material that require written permission:
Determine the Copyright Holder You must request permission from the copyright holder. Check the copyright page of the source from which you are quoting. If the publisher holds the copyright, write to their Rights/Permissions Department. If they cannot give you permission to reprint, they will tell you who holds the rights and where to contact them.
If you have any questions about whether a work is copyrighted or who holds the copyright, you may contact the U. S. Copyright Office, and it will research the matter. It will charge a fee for this service but will send you an estimate of the cost before proceeding. Address: Copyright Office, Reference and Bibliography Section, Library of Congress, Washington, DC 20559.
Another source for investigating a work's copyright is the Copyright Clearance Center.
Note: If the author is deceased or the publisher has gone out of business, the work may still be copyrighted. You must determine copyright status by contacting the Copyright Office.
Write a Request for Permission The sample letter at the end of this document shows you what information to include in your request. You might also enclose a self-addressed stamped envelope to expedite the reply. If you contact a copyright holder for permission and then realize that your quotation is within our guidelines, you MUST abide by the decision of the copyright holder. Once they are aware of your permissions request, there is no going back. The copyright holder's decision on permission and fair use overrules our own.
Send Granted Permissions to your Editor Label permissions clearly (e.g., write "Permission for Figure 4.1" in the top right corner). Be sure to keep copies for your own files.
Pay Any Permissions Fees Permission grantors may request fees; paying such fees is the responsibility of the author. These fees can vary based on print run, use of material, and format. If asked by the copyright holder to specify print run numbers, we recommend requesting a minimum of an 800 copy hardcover print run and a 50 copy eBook release. If the grantor denies use for a particular format (for example, eBook publication), be sure to alert your acquisitions editor. If grantors ask for a complimentary copy of the finished book, this would also fall under permissions fees and would also be the responsibility of the author, and you would be able to use your 50% author's discount toward purchasing additional copies. As a condition of granting permission to reproduce a work of art, some sources-museums, for example-may request a color proof of the piece; be sure to alert your acquisitions editor of any specific requirements
Please note: permissions are sometimes expensive, but authors are often able to negotiate gratis or discounted permissions from grantors because the copyrighted material is being used in an academic volume with a low print run. Please be sure to specify with the copyright holder that the material you are requesting will be used in an academic publication.Incorporate Credit Lines into Your Manuscript You must include a credit line acknowledging the source of the material in your manuscript. If the letter granting you permission to reprint requires a specific credit line, you must follow it exactly. Credit lines should appear at the end of your acknowledgments section. Credit lines for photos may appear at the end of the relevant captions. Credit lines for tables may appear in a source note at the bottom of the table.
You may use material for which you haven't received permission if you can demonstrate that you have made a good-faith effort to contact the copyright holder and the copyright holder has not responded. You should have copies of several letters spanning at least 3 months requesting permission, receipts from any guaranteed delivery services you may have used (either from the U.S. Postal Service or a private company like UPS), information on your efforts to track down the copyright holder (if, for example, the first publishing company you contacted directed you to another), and evidence that you gave the copyright holder enough time to respond (e.g., letters/emails spanning several months). Should a publisher be in contact with you or us after we authorize a "good faith effort" use of the quoted material, you will be required to pay any resulting permission fee.
I am writing to request permission to reprint the following material from your publication: (Author, title, date of publication, pages on which material appears or other identifying information).
This material is to appear as (originally published or with changes as noted) in the following work to be published by Bucknell University Press, a member of Rowman & Littlefield: (Author/Editor, title).
This book is scheduled to be published in (month/year) with a list price of approximately ($xxx.xx) in an approximate press run of (800). I am requesting nonexclusive world rights in all languages in print and eBook formats, for the lifetime of the edition.
Unless you indicate otherwise, the following credit line will appear in the book: (credit line).
Thank you for your attention to this matter. I look forward to a timely response.
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