Data Collection Exercises (DCEs) CLA sells copyright licences to schools and colleges so that institution staff can copy, scan and re-use the published materials they need without taking the time and money to seek the permission that might be necessary under copyright law. The Licence also protects from the risk of copyright infringement. Every year, CLA collects information (data) from its licensed schools and colleges as is referenced in the T&Cs of the Licence. This is simply a sampling exercise which takes place over a number of weeks, during which time staff submit data to CLA on what they’re copying. This data is then used to work out the royalty payments that the creators of the material being copied should receive. Who to contact for help At every step of the way, there are talented individuals working hard to ensure your licence fees go to the right creators and publishers. From our field network of Regional Royalties Officers (RROs) to our Head Office Team and our partner organisations. If you have been selected to take part in a royalties data exercise to tell us which publications you copy from, you will be contacted by one of our RROs who will visit you on site and brief you about how it all works. There are various ways we might ask you to provide copying information. – see some simple step-by-step guides. If you have been contacted by the RRO and have a question about any part of the process then you should contact him or her directly. See a directory of RROs If you have an enquiry about anything else or if you are having problems contacting the RRO, then please feel free to contact the appropriate Head Office based Coordinator below who will be pleased to help you. Royalties Data Collection As part of CLA’s role within the creative ecosystem, each year our royalties team speak to hundreds of CLA customers to find out how they have been using their CLA licence. Understanding which publications are being accessed and reused helps CLA to distribute royalties to the creators in a fair and transparent way. The most obvious types of re-use are copying and scanning but it also includes pasting extracts or images into a document or email, uploading published content to a digital platform such as Teams and even sharing content you’ve captured using a mobile device. This important information, known as royalties data, is recorded during one of our royalties data collections which takes place across all sectors, under the licence terms. In line with CLA’s mission to keep copyright simple, we now conduct these exercises remotely and have numerous ways of capturing your data depending on the sector and the type of CLA licence you hold. Whether it’s the CLA copy button in PaperCut, an online questionnaire or a bibliographic list, each is designed to be quick, and easy and provide an opportunity to help support the rightsholders. Our team will be with you every step of the way, explaining what is involved and passing on experiences that other CLA customers have shared with us. Of course, a royalties data collection also provides a great opportunity to highlight copyright awareness and ensure you and your colleagues are making the most of your CLA licence. What happens next? We will write to you to notify of your next royalties data collection but, in the interim, if you have any queries or simply want to find out more, please email us at royaltiesdatacollection@cla.co.uk. What we need you to do Complete the Central Government Data Template, click here to download. The template includes a number of tabs that correspond to the different ways copyrighted material may be held or used (e.g. List of journal and magazine subscriptions – print/digital) In any instance where publications are included, please include the Title and Publisher as a minimum. If possible, please also include the ISBN/ISSN. Completed templates should be sent to Surveys.CGovt@cla.co.uk The deadline for submission is Friday 26 August 2022 We have also created a page with guidance on questions participants may have about the Exercise, click here to be taken to the page. Further information and resources Privacy Policy link and information: www.cla.co.uk/privacy-policy Licence for Central Government Departments – https://www.cla.co.uk/central-gov-licence Contact information If you have any questions, or, if you have recently relinquished copyright responsibility or if there is a more appropriate person who we should contact to collect data, please contact the following: Kathy Casson, CLA Data Research Manager Email: surveys.CGovt@cla.co.uk Telephone: 07899 842365 Karen Ball, Vice-Chair, CDL Copyright Practitioner Group Email: kaball@mail.dstl.gov.uk Telephone: 01980 955418 How to tell us what you copy If we have contacted you and asked you to tell us what you are copying then this section should help you through the process. We have developed several systems to make it as easy as possible for you to log your content use and send it to us. These include paper-based, online and mobile platforms – we will inform you which method to use and the information in this section should help you along the way. Follow the links below to see a simple step-by-step guide about how to help us to pay royalties to the creators and publishers who produce the content you use. Log your copying or publication details here: Web-logging system Visit Publications you hold Visit Thomas Evans Contact with questions about logging copying in business or government organisations 020 7400 3182 thomas.evans@cla.co.uk Andrzej Sowinski Contact with questions about logging copying in schools, colleges or universities 020 7400 3187 andrzej.sowinski@cla.co.uk Royalties Data Collection Guidance Why do you need this information? Data collected is used by CLA to inform the distribution of royalties from the licence fee collected. It is crucial that we know which publications are copied or reused by UK government, as this ensures that the distribution is fair. For the Rightsholders (authors, publishers, and visual artists) who receive these royalty payments, they provide a source of support. In receiving these payments, they can continue to produce the range of valuable content we all use. The data collected during this exercise is not linked to the licence or the fee paid by your department. It is important to note, there are no cost implications to your department for providing this data. Is providing this information mandatory? Under the terms of the Central Government Licence with the Copyright Licensing Agency (CLA), provision was made to collect data from those organisations holding the licence. We understand that not everyone will be able to fully contribute as we know that many library services have closed and many offices are still not fully functioning, but we anticipate that some at least will be able to provide statistics, particularly for digital resources. Please provide as much data as you can within your department so that we can achieve a representative sample. What information is needed and what are the minimum requirements? Some departments will be able to collect all the data listed on the various Data Template tabs and others will not be able to complete all these tabs. To uniquely identify publications, we would need Title and Publisher as a minimum, though preferably we would wish to have Title and ISBN/ISSN. If you have any issues with getting this level of detail, please do not hesitate to contact us. CLA processes personal information fairly and lawfully in accordance with GDPR data protection and related legislation. For more information, please see CLA’s Privacy Policy at www.cla.co.uk/privacy-policy Do I need to use the Data Template when submitting a response? The Data Template should be used to submit information wherever possible. You do not have to use this template format, but it’s essential where possible to include title, ISBN/ISSN and publisher details to identify the publications. I work for a shared information resource supplying more than one department. What should I do? If you can only supply a joint return for all the departments that use an information resource, that is not a problem. The only thing that is essential is that you note all the departments that would be represented by your submission. Do I have to fill in all the tabs in the Data Template? If you do not have any data to submit for a specific tab, it is fine to leave the tab blank. However, please complete as much as you can; this is key for us to achieve a fully representative sample. I have data to submit that does not fit any of the tabs supplied, what should I do? We have tried to account for all the possible data types. If you have data to supply that is not mentioned, please add this to the blank “Additional Data” tab and let us know in the covering email. If you have any queries regarding what you should and should not submit, please contact us. We copy extracts from various published legislation for inclusion in decision letters and reports. I am not sure if it should be included. What should I do? We have set out the tabs for the different sort of data you are submitting. To ensure that the data is processed effectively, we would appreciate you working to add entries to the relevant area. However, the data is all processed by staff at CLA who will sort out any events which cannot be used in the distribution. We would always ask that if you are unsure if data should be included, please include it for submission. Should we include any publications that are under Crown Copyright? We do not include Crown Copyright publications if they are under the Open Government Licence (OGL). This is because as we are not able to distribute royalties on them. If publications are not under the OGL, they are free to copy, and we are able to distribute royalties on them. This means that these publications should be included in the Data Return. If you are in any doubt, please submit the data and we will filter it appropriately at Head Office. Should we include any publications that are covered under Library Privilege? No, please do not include this in your data submission. We have publications that are produced in our department which are not covered in Crown Copyright. Should we include this in our response? If these publications are loaned to other departments, please include them in your response. When is the timeframe for this data to be submitted? The data collection exercise running 2022-23 covers the period January 1st, 2021, to December 31st, 2021 When should this data be submitted? Your submission can be made as soon as you have the data, please don’t wait until the last minute! The final deadline for return of this data is 26/08/22. I have received your email, but I am not able to supply the data, or I am not the right point of contact for this exercise. What should I do? We do try to ensure we contact the appropriate person in the first place. If we have emailed you and you are not the correct staff member, please do let us know! If you can suggest a more appropriate contact, we would greatly appreciate it. This will ensure we can successfully complete the exercise with your department as quickly as possible. I’ve completed our submission using the spreadsheet provided - where should I send it? Please send your submission, once completed, to surveys.CGovt@cla.co.uk Who should I contact if I have questions? Please contact: Kathy Casson, CLA Data Research Manager Email: surveys.CGovt@cla.co.uk Telephone: 07899 842365 Karen Ball, Vice-Chair, CDL Copyright Practitioner Group Email: kaball@mail.dstl.gov.uk Telephone: 01980 955418
