Permissions
This is a "quick reference" on the topic of copyright permissions and should be read in conjunction with The Gordon's Copyright Policy and Procedure documents.
Good Practice Using Copyright - Chapter 3, Victorian TAFE Association Inc., Used with permission, 1/12/2015
If you are planning to use original content created by Gordon staff, then...
If you plan to use content that belongs to someone outside the Gordon, this is called third-party content and the institute requires...
Third-party content you wish to copy requires permission, so follow these steps...
Step 1: Check if the third-party content comes with a licence or terms and conditions that permit The Gordon to copy it. If there is no licence or T&C's, or they don't permit the proposed usage, then proceed to the next step.
Step 2: Check if we have previously obtained permission. This information should be contained in The Gordon's Records Management System and staff from Records Management, Library or Education Development can assist teachers with this process.
If there is no existing permission, then proceed to the next step.
Step 3: With no existing permission or licence, you need to get permission. Requesting permission is a straightforward process, however, the permission must be provided in writing. An email response is satisfactory.
Request permission this way:
Once received, permissions are stored centrally in the Gordon's Record Management System. This way, staff and copyright auditors can search for permissions that already exist for content we wish to copy or have already copied.
When you receive permission from a copyright owner to use their material, simply email an electronic copy of the permission to The Gordon's Records Manager, or to an Education Development team member, or to your Liaison Librarian so it can be added to The Gordon's Record Management System.
Here are some options for sourcing content that do not require permission...
Strategy 1 - DIY
Consider creating content that the Gordon will then own. Sometimes the time it takes to find a particular piece of content would be better spent making your own. Then you know there are no copyright issues and you and your colleagues can use the content however you choose. Examples include: take a photo, write your own course notes, film a process on your mobile phone, etc.
Strategy 2 - Check existing content
Check for content that the Gordon already has available. Ask questions of staff in your area or others who teach similar subjects. They may have already created suitable content. Or the institute may have previously received permission for some content you wish to use (a search of Records Manager will reveal this). The Gordon may already have purchased content that is suitable for your purposes.
Student textbooks sometimes come with supplementary teaching materials that teachers are allowed to use in their teaching so long as the students have purchased the textbooks. Always check the textbook licence against your planned usage.
Ask a Gordon librarian for assistance as the library often has engaging content available now. For example, library databases contain training videos on many topics that are useful for staff and students.
Strategy 3 - Open licencing
Many content creators chose to openly share their works for free with no permission required. When searching online, refine the search criteria to search for public domain or Creative Commons (CC) licences.
CC licences allow creators to mix and match the restrictions they apply. There can be different levels of openness, so be careful to check that the CC licence conditions suit your intended purpose.
There is no need to register CC licences in Records Manager but you must correctly attribute the content in the copies you are making. That means including a link to the original content and the CC licence.
Strategy 4 - Consider buying content
If you know the content exists commercially, it may be quicker to purchase suitable publishers material than to create it yourself or wait for permission from elsewhere. Remember that you will need a manager's approval for purchases, and don't forget to check that the licence conditions suit your intended purpose before purchasing. You should also file the publishers licence in Records Manager so that staff and copyright auditors can easily find the licence later.