Processing CCC Copyright

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Ares allows you to process copyright requests through the Copyright Clearance Center (CCC) from the Process Copyright form or from an Item form. Libraries using the CCC to secure copyright permissions can use either the standard rights management gateway or the annual subscription service. Ares allows you to search and select the copyrighted work, submit the copyright request and monitor the work's reserves history. Copyright Clearance Center copyright processing is handled by the Ares System Manager and can be performed on both serial and monograph items.

The Awaiting Copyright Processing Queue

Items needing copyright are displayed in the Awaiting Copyright Processing queue while also remaining in their respective status queues (usually Awaiting Reserves Processing). This queue is a virtual queue that alerts you to those items that need copyright, and it is not visible in the Requests grid on the dashboard. Instead, items in this queue are displayed in an Awaiting Copyright Processing grid on the Process Copyright form. Items placed in the Awaiting Copyright Processing queue are filtered by location and displayed in the grid meet the following criteria:

  1. Copyright Required is true (Copyright Required checkbox on Item form is checked)
  2. Copyright Obtained is false (Copyright Obtained checkbox on Item form is not checked)
  3. No entries in the ItemCopyright table
  4. Status is not one of the following:
    1. Awaiting Supply by Instructor
    2. Item Submitted
    3. Item Cancelled by Staff
    4. Item Cancelled by Instructor

The default query used to send items to the Awaiting Copyright Processing queue can be modified. See Processing CCC Copyright for further information.

Submitting Copyright Clearance Center Orders

To process item copyright from the Process Copyright form:

  1. To view the Process Copyright Form, double-click on the Awaiting Copyright Processing link in the system group, or click the Process Copyright button under the Process tab.
  2. Select an item in the Awaiting Copyright Processing grid
  3. Search for the item's title. If the Auto Search toggle button is on, the search is performed automatically. 
  4. If you are performing a manual search, use the Title, ISSN, and Publisher search icons or use the Search button to search all available fields.
  5. Search results for copyright works will appear on the grid at the bottom of the screen.
  6. If the item is covered by Annual License, click the Annual License button to place the order.
  7. If the item is covered by pay per use, click the Submit Order button.
  8. If the item must be special ordered, click the Special Order button.

To process item copyright from the Item form:

  1. In a specific request, click on the Copyright tab.
  2. Search for the item's title. Use the Title, ISSN, and Publisher search icons or use the Search button to search all available fields.
  3. Search results for copyright works will appear in the grid.
  4. Select the title you wish to order from the list.
  5. If the item is covered by Annual License, click the Annual License button to place the order.
  6. If the item is covered by pay per use, click the Submit Order button.
  7. If the item must be special ordered, click the Special Order button.
  8. After submitting the order, you will be prompted to save any pending changes to the item.

The following information is sent to the CCC when submitting an order:

  • ItemId
  • Number of copies
  • ISxN
  • Publisher
  • Title
  • Number of pages
  • Edition
  • Publication year
  • Volume
  • Article title
  • Author
  • Number of Copies (i.e. Number of Students)

When CopyrightCourseStudents = Enrolled Students

If your CopyrightCourseStudents key is set to Enrolled Students, you will be prompted to update the value for Enrolled Students when submitting a CCC order where a number of students is different than the number of Enrolled Students in the Course record. Clicking Yes will update the course enrollment and continue processing the CCC order. Clicking No will not update course enrollment, but the CCC order will be sent. If the staff does not modify the course enrollment the next time the system manager runs the CCC checks it will change the number of students on the copyright order back to what is set as the number of estimated students in the course.

The Copyright Process Buttons

When you select different works in the copyright works grid, the buttons change based on the rights of the work you select. Buttons that affect the criteria for being in the Awaiting Copyright Processing queue refresh the form after performing their action so that the list of items needing copyright processing is up to date.

Route Routes the selected items.
Add Flag Adds a new custom flag to the selected items.
Cancel Cancels the selected items.
Auto Search When toggled on, automatically searches the Copyright Clearance Center
using the best available search when you select an item.
Search Search Title, ISSN, and Publisher boxes or select the Search icon to search
using all terms. The bottom half of the Search icon clears the search fields.
Refresh Feed Refreshes the Pay Per Use fees based on the number of students.
Copyright
Not Required
Marks the selected items as not requiring copyright permissions or fees.
Sets the value of the Copyright Required checkbox on the Item form.
Copyright
Obtained
Marks the selected items to indicate that copyright permissions have been
obtained for them. Sets the value of the Copyright Obtained checkbox on
the Item form.
Submit Order Submits an order for the selected work to the Copyright Clearance Center.
This button is enabled when the annual license is denied, but pay per use
is granted.
Special Order When an item is not covered by annual license and rights for pay per use
are not granted, the Special Order button is enabled. Clicking this button
submits the order as a special order.
Annual License When an annual license is granted, you can click on the Annual License
button to mark that the item's copyright was covered by the annual license.
This button is visible only if the CCCAnnualAcademicLicensee key is set to Yes.

Searches against the Copyright Clearance Center can be performed automatically or manually. When you select an item in the grid, the Title and ISSN search fields are both prepopulated with the values of the corresponding fields of the item. Toggling the Auto Search button ON prompts Ares to automatically conduct a CCC search when an item is selected in the grid. When searching manually, searching by ISSN provides the most exact search.

When performing searches for items, the item must include the page range and page count as well as a journal year. If this information is not provided you will be prompted to enter it. Entering a single page number or valid page range in the New Pages field of the Invalid Pages form will prompt Ares to auto calculate the New Page Count. The Invalid Year form will prompt you to enter a 4-digit year into the New Year field. Once this information is corrected, a list of results will show on the grid at the bottom of the form. When a work is selected, information about the work is displayed on the right-hand side of the form.

Checking the Status of an Order

To check the status of a Copyright Clearance Center order after it has been submitted, open the item and click on the Copyright tab. The status display on the right-hand side of the form will show if the order has already been processed with the Copyright Clearance Center.

Copyright Denied or Granted

Items that have been denied permissions are automatically flagged to the Copyright Permissions Denied virtual queue. If the CopyrightAlertGranted customization key has been set to Yes, items that have been granted permissions are flagged to the Copyright Permissions Granted virtual queue.

Fees Increased or Reduced

Items that have had fees increased are automatically flagged to the Copyright Permissions Denied virtual queue. If the CoprightAlertFeeReduced customization key has been set to Yes, items that have had fees reduced are flagged to the Copyright Fees Reduced virtual queue.

See the CCC's support site for additional documentation.

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