About the Copyright Monitoring Survey

About the Copyright Monitoring Survey

From 5th June-27th August 2017, the University is required to participate in a copyright monitoring survey. The survey is mandatory; it is a legal obligation under Part VB of the Copyright Act. Part VB allows staff to copy and make textual material, such as books or journal articles, as well as images available on the LMS or in coursepacks for educational purposes. The Part VB licence is essential for teaching and learning, and there are certain obligations, such as participating in the copyright monitoring survey, that the University must meet to be able to use it.

The purpose of the survey is to collect information about what material is being copied or used so that royalties can be paid to authors and creators for material that the University uses for teaching. The University pays a substantial annual fee for the Part VB licence. The Copyright Agency (CA) collects the annual fee and then distributes the fee to creators and copyright owners as royalties. The University, as a copyright owner, and individual academic staff have received royalties from CA for material used by other educational institutions.

The survey will monitor photocopying (the "Hardcopy System") to collect information about material used in coursepacks & as class handouts and electronic use (the "Electronic Use System" or "EUS") which captures information about material made available on the LMS.

It is important that the University meet its obligations during the monitoring period. We need to get it right the first time, or face the prospect of doing it again and meeting CA’s costs in repeating the process. The Copyright Office will work closely with the departments who have been selected for the survey to ensure we all successfully complete the survey.

The survey is being conducted by AMR Interactive on behalf of CA.

Who’s participating in the survey?

Not all University staff are participating in the survey. See the list of participating Departments.

For the Electronic Use System (EUS), only departments that have "centres" are included. A "centre" is defined as areas of the University that provides a central resource or service for copying and communication. The University’s central system for the EUS is Readings Online. To manage risk and to meet the legal requirements of copyright compliance under current legislation, teaching staff should use Readings Online exclusively when uploading subject readings to the LMS for students. Readings Online is set up to manage the complex task of copyright compliance and it also manages the significant reporting requirements imposed by the survey. The University Copyright Office currently has project funding to assist staff with transitioning subject readings to Readings Online.

Faculties and Schools that are not using Readings Online will need to report separately on teaching material being made available if they are providing their own central system, known as a Centre. A department which has a scanner available for staff use is not necessarily a “Centre”; a department which provides a scanning service is a “Centre”.

Copyright Monitoring Coordinators

All areas participating in the survey need to appoint a Copyright Monitoring Coordinator. The Coordinator acts as a central point of contact and a local expert for the other staff in their area. For areas participating in the Hardcopy Survey, it is recommended that there be a Coordinator for every three or four monitored copiers. Hardcopy coordinators will also liaise with AMR Field Officers during the monitoring period. A list of coordinators from the participating Departments is available.

For the EUS, a Coordinator has been appointed for each Centre to liaise with the Copyright Officer.

What do Staff Have to Do?

Staff participating in the Hardcopy Survey need to record all photocopying on monitored copiers, even if the material being copied is not being copied under the Part VB licence. For copying other than Part VB copying, only the person’s name, the date, and the number of pages has to be recorded, on a form provided at each copier. Recording all copying, allows AMR to reconcile reported copying with the copier’s page count. For copying in reliance on Part VB, a form has to be filled in for each item copied, with sufficient detail attached to allow CA to identify the work.

Some affected areas like libraries will have unmonitored copiers, because those copiers are used by students as well as staff. (Students copy in reliance on other exceptions, not Part VB). For staff of affected areas copying using unmonitored printers, or sending course packs out to external printers, a Copying Declaration Form must be filled out, with sufficient information attached to allow CA to identify the works.

Where the copier is a multi-function device that allows printing and scanning, material that is printed or scanned does not have to be recorded.

In the EUS survey, the centre will provide information identifying what has been copied or communicated under Part VB, the number of copies made by the University of each item, and the intended audience size for items communicated. This information will be provided to the Copyright Office in electronic form. Staff using Readings Online will not need to report individually as all reporting from Readings Online is managed centrally by the Copyright Office.

Contact Details

If you have questions, or would like more information, please contact us copyright-office@unimelb.edu.au or X46647.