Copyright:Official Documents/Theses and Dissertations/How to Obtain Permission
How to Obtain Permission
Seeking permission is a straightforward process, but obtaining responses from copyright owners can take a long time. You are strongly encouraged to send out your permission requests as early as possible.
Identify the Copyright Owner
The first step in the process is to identify the copyright owner. Usually you will be able to identify the owner somewhere on the work by looking for the copyright symbol ©, which should have the copyright owner’s name next to it. You’ll often find this at the beginning of a book, at the side of a photograph or at the bottom of a web page.
Permission from Individuals
If the copyright owner is an individual, then the next step is to email or write to him/her, explaining how and why you want to use the work and requesting permission. The permission should be in writing; an email message will suffice. It’s also a good idea to keep a record of who gave the permission, what was permitted, the date, and how to contact the person who gave the permission. (For more information about what information to include in your permission requests, see the next section of this guide.)
Permission from Commercial Publishers
If the copyright owner is a commercial publisher, the fastest course of action is often to search for the work in question at the Copyright Clearance Center (CCC). The CCC handles permissions for a large number of publishers, and permission to include images in theses can often be obtained through the CCC website swiftly and at no cost.
If you cannot obtain permission through the CCC, then the next step is to check the publisher’s website. Many publishers will require that you submit your request directly to their permissions department, while others will require that you use an online form.
When you arrive at the website, look for a link that says "Rights and Permissions" (or something similar), then read through the available information to determine the correct method for requesting permission.
Permission from Journals
If the copyright owner is an academic journal (or an academic association/society that publishes a journal), then you may be able to obtain permission through the Copyright Clearance Center (CCC), as discussed above. If permission is not available through the CCC, then you should check the journal’s website, which may provide one or more of the following:
- Advance permission for specific uses. For example, The Journal of Biological Chemistry provides advance permission for non-commercial use.
- Advance permission to journal authors who have signed over copyright
- Information on how to request permission
- Information on uses that are specifically prohibited
If you can’t locate any information about copyright and permissions on the journal’s website, then visit the website of the company or organization that publishes the journal.
If permission to use copyrighted material is given on a website, then print out or save an electronic copy of the web page that states this and keep it for your records. Note, saving a link to the page is not sufficient, as the link may break or the content of the website may change.
Proof of Permission
You should keep copies of all letters and forms granting you permission to use copyrighted material. These copies are for your own records; do not include them in your thesis or dissertation.
As mentioned above, email permissions are acceptable. The best possible proof of permission is one of the following:
- a completed copy of the Permission to Use Copyrighted Material form, or
- an original signed letter on the copyright owner's letterhead.
Originals are best, though scanned copies work well too.
For more information about seeking permission, see UBC Copyright Basics FAQ 1.16.