Copyright Practice

Policy

Category: Communications
Subject: Copyright Practice
Division: Human Resources and Corporate Services
Policy Number: CA.55.01.100
Effective Date: Sept. 2007

POLICY STATEMENT

All copying carried out at Wellington-Dufferin-Guelph Public Health (“WDGPH) will conform to the Canadian Copyright Act.  Original creative works produced by staff, students, and volunteers are owned by Public Health and are automatically considered copyright protected.

Failure to adhere to the Copyright Policy and Practice may result in disciplinary action.

DEFINITIONS

What materials are copyrighted?

Copyright means “the right to copy.” When a work is created, the author holds the copyright for it automatically without the need to register it with any agency. Only the owner of the copyright is allowed to produce or reproduce their work or to permit anyone else to do so.

Copyright applies to all original literary, dramatic, musical and artistic works.  Some examples of copyrighted materials are:

  • Books/Journals/Newspapers
  • Computer programs
  • Databases
  • Works on the Internet
  • Research papers
  • Power point presentations
  • E-documents/Emails
  • Photographs, pictures and images
  • Pamphlets
  • Videos
  • DVDs / CDs
  • Diagrams
  • Charts
  • Cartoons
  • Television and radio programs
  • Inter-office memos

Copyright does not apply to the following:

  • Facts
  • Themes
  • Ideas
  • Proper names (unless trademarked)
  • Slogans
  • Most titles and catch phrases

Please Note: When WDGPH owns the copyright, employees may use materials without permission. Anyone who has ceased employment with WDGPH must obtain permission to reproduce copyrighted materials.

What is Fair Dealing?

The Fair dealing clause in the copyright act permits an individual to copy without permission a portion of a published work for private study, research, criticism, review, satire, parody, education or news summary. If copying is for criticism, review, or news summary, the source and author’s name must be cited. The rule of thumb is not to exceed a reasonable portion of the publication. For purposes of this policy, Fair Dealing does not apply to any materials copied for distribution to clients or non-employees.

Copyright Act does NOT allow:

  • Copying entire works;
  • Copying a substantial portion of works that exceed “fair dealing” (review “What is Fair Dealing”);
  • Making multiple copies of any portion of a work without written permission;
  • Copying a periodical article unless it is scholarly, scientific, or technical;
  • Copying a newspaper article that was published less than a year ago.

 

 

APPROVED BY

Carole Desmeules 


Procedure

Category: Communications
Subject: Copyright Practice
Division: Human Resources and Corporate Services
Procedure Number: CA.55.02.100
Effective Date: October 27, 2014

PROCEDURE

1. Copyright signs will be posted at all photocopiers in the Agency.

2. Prior to copying any materials, all employees must consider the following:

  • If the material to be copied is owned by Wellington-Dufferin-Guelph Public Health (WDGPH) proceed as planned; and
  • If the material to be copied is not owned by WDGPH, but complies with the exceptions under Fair Dealing, proceed as planned.

For all other situations, contact Library Services before copying material.

3. Prior to adapting materials not owned by WDGPH, all employees must consult with Library Services to determine if permission to copy is required.

4. Employees are responsible to ensure there is permission to copy materials from the copyright owner. This includes materials covered through a Copyright Licensing Agreement or permissions granted to WDGPH from the copyright owner.

5. Library Services is responsible for maintaining a list of all materials in use by WDGPH programs for which permission to copy has been obtained from the copyright owner.

6. Requests to obtain permission from a copyright owner are coordinated through Library Services as follows:

  • A request for permission to copy will be sent to the copyright owner in writing or using the copyright holder’s requested form.
  • Upon receiving a response from the copyright owner, employees will forward permission to Library Services.
  • Library Services will retain the original documentation for future reference.
  • It is the responsibility of all employees to ensure that they comply with any conditions placed by the copyright owner.

7. Requests from a third party for permission to reproduce WDGPH copyrighted materials will be coordinated through Library Services as follows:

  • Forward all requests for permission to copy WDGPH materials to Library Services.
  • Library Services will consult with the appropriate Manager to determine if permission will be granted and if there are any specific conditions.  At a minimum, permission will be granted subject to the following conditions:
    • The user acknowledges that the work and copyright is owned by WDGPH;
    • All copies of the work shall bear the Agency logo or the following statement:
    • “Adapted and reprinted with the permission of WDGPH”;
    • The user shall use the work only for the requested purposes;
    • The work shall not be used for profit;
    • The content of the text to be reproduced must remain unchanged. User may replace references to WDGPH area resources/information that are appropriate to the user’s own community (e.g. maps, area services);
    • Reproduction of material is for a defined period of time;
    • Reproduction of the material is for text only unless otherwise stated; and
    • A copy of the finished material will be forwarded to a WDGPH Communications Specialist.
  • Library Services will complete a Consent to Reproduce form CA.30.01.501 and send to the person who has requested permission to copy WDGPH material. The returned form will be retained by Library Services.

REFERENCES AND RELATED FORMS, POLICIES AND PROCEDURES

Corresponding Policy:  CA.55.01.100 Copyright Practice

APPROVED BY

Elizabeth Bowden