When the nature or the extent of copying that you wish to do falls outside of "fair dealing," the onus is on the user to obtain permission from the copyright holder and to maintain records of those permissions. Otherwise, you may be held personally liable and subject to the civil and criminal remedies outlined in the Copyright Act.
The first step in obtaining permission is to determine who holds copyright on the work. Check the item for this information:
Once you have established who holds copyright, you should either fill out a copyright permissions request form on the publisher website if provided (see links) or write a letter to the copyright owner or publisher (attention: permissions), requesting permission to use the material (see templates). Your letter should include the following information:
If you receive permission to copy the material, keep a copy of the letter, fax or form granting permission for your records. You should also ensure that your copies include a statement regarding the holder of copyright and the fact that you obtained permission for the specific use.
The flowchart below outlines when you may and may not need to seek permissions. It is important to note that since the passing of the Copyright Modernization Act that you may not break a digital lock to copy material.
Some publishers provide convenient online forms for requesting permissions. If you approach a publisher for permission to copy and they in turn refer you to Access Copyright for permissions, you will be unable to use those materials and will need to seek out alternative resources or use materials according the exceptions for educational institutions as outlined in the Copyright Act of Canada.
There are a number of copyright collective societies in Canada who administer the rights of copyright owners for materials such as music, television and radio, videos, etc. Collectives can grant permission to use their works and set the conditions for that use. Some collective societies are affiliated with foreign societies which allows them to represent foreign copyright owners as well.
The Copyright Clearance Center (CCC) is a global rights broker for print and online content, from books, journals and newspapers to blogs and images.
CCC works in a fashion similar to Access Copyright by charging institutions an annual fee to cover all copying done on campus.
However, CCC will also process one-off requests for copyright clearance to copy individual works.