When making copies of copyrighted material, both printing and mail services and other venues (i.e. Kinkos, Staples, etc.) need written proof that permission has been granted.
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Contact the publisher of the material you wish to use. Ask for the address or phone number of the publisher's "permissions department." Some publishers will send you a required permission form to fill out. Other publishing houses may ask for your request in a letter.
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Start the process of securing permission early. Some publishers take months to respond to permission requests.
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Fill out the request form or write your request letter. Be clear, concise and thorough. Generally speaking, your permission request letter should include:
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Title;
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Volume;
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Issue number;
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Author and/or editor;
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Edition of the proposed source;
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the exact material to be used, including page numbers, chapters, edition, copyright date (include a photocopy of what you want to use if possible);
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Number of copies to be made;
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Dates of usage;
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Form of distribution;
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Whether or not the material is to be sold.
Please remember that all employees are responsible for obtaining permission when duplicating copyrighted material.