Dear Colleague

COPYRIGHT LICENSING AGENCY: LICENCE FOR
THE NHS IN SCOTLAND

Summary

1 . This letter is to advise the NHSiS that the SEHD has recently completed negotiations with the Copyright Licensing Agency to secure a single copyright licence that covers all NHS Trusts, Health Boards, Special Health Boards and other agencies (as indicated by the address list). Additionally, the licence will cover general medical practitioners contracted or employed to provide a service to the NHS in Scotland.

2. The licence authorises the ad-hoc photocopying from published material carried out at work by people who need to make use of the information for both their own use and that of colleagues. Its aim is to authorise the fullest possible use of published information without damaging the sales of material by copyright holders and without infringing copyright laws.

Detail

3. The Copyright Licensing Agency (CLA) is the UK's Reproduction Rights Organisation. CLA has created the Photocopying Licence Service for business users of copyright material to enable them to comply easily with the law of Copyright.

4. The licence covers material from most books, journals and periodicals in the UK and from an expanding list of publications through reciprocal licensing agreements with other countries. A full list of what is covered can be found in the Excluded Categories and Works List in the attached information pack.

5. Under the centrally registered licence, those covered can make up to 9 photocopies of:

August 2000
_____________________________________

Enquiries on the Licence to:

Jim MacNeilage
Business Development Manager
The Copyright Licensing Agency Ltd
CBC House
24 Canning Street
EDINBURGH EH3 8EG
Tel: 0131 272 2711
Fax: 0131 272 2811

6. It is possible that different individuals may copy the same material, at the same time, but for different purposes, this is allowed within the terms of the licence and each may make up to 9 copies. If the copying is for a designated committee (e.g. for all the members of the Board, or for an established internal executive committee) up to 19 copies can be made at any one time.

7. The CLA licence does not authorise unrestricted copying and where extensive copying is required clearance is available quickly and simply through the CLA Rapid Clearance Service (CLARCS). Further details on CLARCS are set out in the attached Annex.

8. Enclosed is a copy of a guide that describes further how the Licence Service works and what organisations must do to help them get value from the Licence. Further copies of this letter and the CLA guidelines can be found on the NHS Website Scottish Health on the Web (SHOW) (http://www.show.scot.nhs.uk/). Further information on CLA can be accessed through their Website (http://www.cla.co.uk).

Action Required

9. Chief Executives and General Managers should ensure that copies of this HDL are distributed to:

> key staff with responsibility for dealing with copyright material;

> GP Practices.

10. Within many organisations the responsibility for copyright matters rest with Librarians who, along with Information Officers network through the Scottish Health Information Network (SHINE). The Group's next meetings are to be held on three dates during September when Jim MacNeilage from the CLA is giving a presentation on the licence. You may wish to draw this to the attention of interested staff.

Yours sincerely

JOHN ALDRIDGE
Director of Finance

ANNEX

The CLA Rapid Clearance Service (CLARCS)

1 . Under the photocopying licence, the licensee may make up to 9 copies of extracts from books, journals, periodicals and magazines. If more than 9 copies of any extract, or copies of more than one article is required it will be necessary to clear that additional copying through the CLARCS service.

2. CLA does not charge for enquiries to CLARCS. Contact can be made by phoning 0207 631 5561 or by sending a request by fax on 0207 631 5500 or e-mailing: clarcs@cla.co.uk. Please ensure clearances are sought well in advance to avoid delays in processing your requirements.

3. Generally permission will be granted to take the requested number of photocopies. To make a clearance it is necessary to know:

> how many copies and what they will be used for, i.e. training session/general information;
> the title, publisher and ISBN/ISSN. If the ISBN/ISSN are not known clearance may take longer;
> the licensee's account code and password (see below).

4. It is common practice for organisations to have a central unit responsible for such
matters who will contact the CLA to arrange clearance. This will help to prevent
unauthorised clearances and limit costs as clearance will be given to any staff who quote the organisations code SCNHS04 and password, (passwords will be allocated when contacting the CLA for the first time).

5. Once clearance is given the licensee will be told the fee, which will be charged to their account, and will be given an authorisation number, which is proof that permission has been granted. CLA will refuse to grant permission if there are arrears of payment on an account. If the licensee does not wish to proceed with the permission, they can change or cancel it at any point up to 48 hours after initial acceptance. Remember there is no charge for making the enquiry.

6. If CLA is not authorised to grant permission, the request, together with contact details will be passed (with the licensee's consent) to the rightsholder who will contact the licensee direct and grant or refuse permission.

7. The licensee will be invoiced at the end of each month for all permissions granted during the preceding month.