Copyright Clearing Office

Copyright Clearing Office 版權處理辦事處

Course Pack and Copyright

According to Intellectual Property Department of Hong Kong, a course pack is defined as “a compilation (whether bound or loose-leaf) of 4 or more photocopied extracts from one or more sources which is intended to provide students with a compilation of materials designed to support the teaching of a course”.  It may sometimes contain photocopies of copyright materials. The current Guidelines on Photocopying of Printed Works by Not-for-Profit Educational Establishments do not cover course pack. It implies that any faculty and academic department of the University that intend to produce course packs for their students have to seek permission from the copyright owner or seek a license from a local licensing body by paying appropriate royalty.

Service of Copyright Clearing Office

To ensure the production of course packs is legal, the University has signed the two-year License Agreement (Course Packs) with the Hong Kong Reprographic Rights Licensing Society (HKRRLS), an alliance of local publishers. The License Agreement grants the University the right to make and use PRINT copies of the licensed materials for preparation of course packs subject to the terms and conditions set out in the Agreement.  Please note that Learning Management Systems such as Blackboard and the mounting of any other copyrighted materials for instruction online are not covered by this license.

Authorized by the Senate, a Copyright Clearing Office (CCO) has been set up at The Chinese University of Hong Kong Library to act as the liaison point and registration office for:

  • clearing the copyright for course packs according to the License Agreement
  • obtaining a unique “Reference Number” for the course pack from HKRRLS
  • reporting to HKRRLS
  • collecting the copyright payment from Faculty/departments and settling the payment to HKRRLS

CCO does not cover the production or printing of course packs.

Please note that the copyright payment only covers materials licensed by HKRRLS as listed in Schedule II.  No license fee is needed for the following types of materials included in a course pack:

  • Materials with copyright owned by professors or instructors themselves
  • Materials from professors or instructors to students including course details, grading criteria, assignments, reading list, URLs for accessing online articles, examination timetables, etc.

For the following materials, fees need to be paid directly to the respective copyright owners:

  • Materials licensed from publishers or copyright owners other than HKRRLS
  • List of materials excluded from the HKRRLS license agreement, as listed in Schedule IV, the additional exclusions list provided by HKRRLS and all textbooks

Contact

Dr. Ella Fu

Tel: 3943 9985

E-mail: cco@lib.cuhk.edu.hk

Address: Research Support & Digital Initiatives, 1/F University Library, The Chinese University of Hong Kong Library


License Agreement

The following is highlights of the License Agreement for Printed Course Pack, the full agreement is available here.

  1. Copies of the licensed materials for preparation of course packs must be used for instruction to CUHK courses and distribution to CUHK students only.
  2. Instructors cannot copy more than one complete article of any length from each issue of newspaper, journal or periodical for inclusion in any one single course pack in any one academic year.
  3. Instructors cannot copy more than ten percent (10%) or a chapter of any licensed materials other than newspapers, journals or periodicals, whichever covers the smaller portion of the licensed material, for inclusion in any one single course pack in any one academic year.
  4. Each course pack cannot include copies of extracts from more than 30 works.
  5. Licensed materials do not include all works listed in Schedule IV (“List of Excluded Licensed Materials”) of the Agreement, and books written in accordance with any syllabus issued by the Hong Kong Curriculum Development Council.
  6. Each instructor and student cannot receive more than one set of the same course pack.
  7. No more than one course pack, plus sufficient copies of that course pack for distribution to instructors and students, shall be made in relation to the same course of study.
  8. A unique reference number from the Licensor (HKRRLS) for each course pack (“Reference Number”) should be obtained.
  9. On the first page of every course pack made by compilation of copies of the licensed materials, 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 following words:

    This material (insert the Reference Number) has been copied in accordance with the terms of the license issued by The Hong Kong Reprographic Rights Licensing Society Limited. You are not permitted to make any further copy of this material, or to make it available to others. No re-sale is permitted.
     

  10. All copies of the licensed materials for preparation of course packs can only be made by CUHK instructors or staff within the CUHK campus unless otherwise authorized by HKRRLS.
  11. Course Pack Copyright clearing fee
  • HK$1.0 per page from Jan 1 - Dec 31, 2017 (including license fee to HKRRLS)
  • HK$1.05 per page from Jan 1 - Dec 31, 2018 (including license fee to HKRRLS)

List of Excluded Licensed Materials (Schedule IV of the License Agreement)

  • Works published outside the following territories: Hong Kong SAR, Argentina, Australia, Belgium, Canada, Colombia, Denmark, Finland, France, Germany, Greece, Hungary, Iceland, Ireland, Italy, Jamaica, Japan, Luxembourg, Mainland China, Malta, Mauritius, Mexico, Netherlands, New Zealand, Nigeria, Norway, Philippines, Quebec, Russian Federation, Singapore, Slovakia, South Africa, South Korea, Spain, Switzerland, Taiwan, Trinidad and Tobago, UK, USA, Vietnam and Zimbabwe. (In other words, Works published in named territories may be copied under this Agreement.)
  • Works without ISBN or ISSN (except that this Agreement covers designated newspapers without ISBN or ISSN).
  • Workbooks, work cards, exercise books, worksheets, assignment sheets, tests, examination papers, and other Works intended to be "consumable" or for one-time use.
  • Teachers' resources, including instructors' manuals, solutions manuals, test bank, teachers' guides.
  • Instruction manuals.
  • Publications containing a notice expressly prohibiting copying under the authorization of a license from a reproduction rights organization.
  • Newspapers (except that this Agreement covers newspapers published in Argentina, Australia, Belgium, Canada, Colombia, Denmark, Finland, France, Germany, Greece, Hungary, Iceland, Ireland, Jamaica, Japan, Luxembourg, Mainland China, Malta, Mauritius, Netherlands, Nigeria, Philippines, Quebec, Russian Federation, Singapore, Slovakia, South Africa, Spain, Switzerland, Taiwan, Trinidad and Tobago, UK, USA and Vietnam).
  • Magazines (except that this Agreement covers magazines published in Argentina, Australia, Belgium, Canada, Colombia, Denmark, Finland, France, Germany, Greece, Hungary, Iceland, Ireland, Jamaica, Japan, Luxembourg, Mainland China, Malta, Mauritius, Mexico, Netherlands, New Zealand, Nigeria, Philippines, Quebec, Russian Federation, Singapore, Slovakia, South Africa, South Korea, Spain, Switzerland, Taiwan, Trinidad and Tobago, UK, USA and Vietnam).
  • Printed music including the words (except that this Agreement covers printed music including the words published in Hong Kong SAR, Australia, Belgium, Denmark, Finland, Hungary, Iceland, Luxembourg, Mainland China, Malta, Nigeria, Norway, Philippines, Slovakia, South Korea, Switzerland, Taiwan, USA, Vietnam and Zimbabwe).
  • Works listed hereunder:
    • All publications published by the City University of Hong Kong Press
    • All case studies published by Harvard Business School
    • Hong Kong Nursing Journal published by the College of Nursing, Hong Kong
    • All publications published by the National Comprehensive Cancer Network

Application Procedure

Please follow the steps below for applying to the CCO:

  1. Fill in the Application Form for Copyright Clearance of Course Packs (CCO-1).
  2. Fill in the form for Table of Contents of Course Packs (CCO-2). “Restrictions and Obligations” of the License Agreement should be followed and materials in the “List of Excluded Licensed Materials” at Schedule IV of the Agreement should not be included. Incomplete bibliographic information of the contents would hinder the copyright clearing process with HKRRLS.
  3. Submit both Forms to the Copyright Clearing Office (CCO).
  4. Obtain a unique “Reference Number” for the course pack from HKRRLS via CCO.
  5. On the cover page and contents page of the course pack, put 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 following words:

    This material (insert the Reference Number) has been copied in accordance with the terms of the license issued by The Hong Kong Reprographic Rights Licensing Society Limited. You are not permitted to make any further copy of this material, or to make it available to others. No re-sale is permitted.

    Please refer to Attachment B of CCO-1 for the sample cover page and sample contents page.

  6. The instructor of the course or another CUHK staff makes sufficient copies of the course pack requested by the students of the course within the campus unless otherwise authorized by HKRRLS.
  7. Submit the Form CCO-3 with a copy of the cover page and contents page of course pack to CCO after the production of the course packs.
  8. Payment: Fill out the "Interdepartmental Transfer Form" received from Copyright Clearing Office afterwards.

Contact CCO


Download Forms for Clearing Copyright for Course Packs

Please complete the following forms and send them to CCO.

Before course pack production:

After course pack production: