To facilitate course instructors in compiling photocopied extracts from copyrighted works, the following procedures have been developed based on the License Agreement signed between the University and the Hong Kong Reprographic Rights Licensing Society (HKRRLS), the organization responsible for licensing copyrighted materials in Hong Kong.
Before making a request for copyright clearance, instructors are advised to check whether the electronic version of the copyrighted works are already available online through Library subscription. If yes, they are encouraged to provide links to these resources from Canvas for students’ online access. If copyright clearance is required, instructors should check whether the copyrighted works could be included in a Course Pack.
All Course Packs shall ONLY be used for (a) instruction by CityU’s instructors; and (b) distribution to CityU’s students for teaching, learning, discussion or classroom use in relation to any Course of Study provided by CityU.
Coverage Extent of a Course Pack
The License issued by the HKRRLS stipulates the types of materials and the amount for any one single Course Pack:
Determination of the License Fee
|i. Materials licensed from HKRRLS||Fees need to be paid to HKRRLS|
|ii. Materials excluded from the HKRRLS License Agreement (Schedule II & IV)||HKRRLS will not handle the copyright clearance of these materials. Instructors need to clear the copyright with the respective copyright owners directly.|
Completion of the Copyright Clearance Form
Download the Copyright Clearance Form and return it to the Library. On behalf of the instructors, Library staff will obtain a reference number from the HKRRLS and ask for the incurred license fee for instructor’s consideration. HKRRLS will normally confirm the application result with fee about ten (10) business days AFTER our submission.
Course Pack Fee Collection
If the license fee for the Course Pack is acceptable, instructors or their delegates may add the printing cost to come up with the total cost for the Course Pack and contact Finance Office – Treasury Unit by sending email to email@example.com to obtain a bank account for students to pay the Course Pack fee before a deadline. Cash payment will not be entertained.
Upon receipt of orders from students, instructors or their delegates are reminded that copies can only be made by CityU staff within CityU premises. Instructors may contact CityU Press for paid printing services if deemed necessary. To comply with the License Agreement, a cover page for each Course is required, with a notice setting out the date of making the copies, the names of the authors, the names of the publishers, the titles of the licensed materials and the publication year, together with the wordings specified by the HKRRLS. Please refer to the attached sample page
Payment of License Fee to the HKRRLS
To facilitate payment process and to comply with the HKRRLS’s requirement, Instructors or their delegates should complete the Quarterly Report on Course Packs and return it to the Library according to the following time schedule. The quarterly report should be certified with departmental green chop or signed off by Budget Controller or his/her delegate and it will be used as supporting document for Finance Office to arrange payment to the HKRRLS.
|For the period from||Deadline for submission|
|October to December||By the 5th of the following January|
|January to March||By the 5th of the following April|
|April to June||By the 5th of the following July|
|July to September||By the 5th of the following October|
Notes: The above procedures apply only to Course Packs for photocopied extracts from copyrighted works. In case of Course Packs for scanned copies from copyrighted works, the license fee charged by HKRRLS will be based on the "total number of Course Users", that is, each and every one of all Course Users irrespective of whether they make access to the Course Collection. For enquiry, please contact the Library at firstname.lastname@example.org.
with the HKRRLS
|Course Pack Fee Collection /
Payment to the HKRRLS
|Collection Development and Management, Library
|Reprographic, CityU Press
(Email: email@example.com /