1. Course Pack Production at HKIEd HKIEd Library 20 Jun 2013

2. Outline  Background  Procedures for Course Pack Production at HKIEd  Q&A

3. This Powerpoint is Based on The HKIEd Course Pack Web Site http://www.lib.ied.edu.hk/course_pack/

5. Why Course Packs?  Instead of asking students to buy one or a few textbooks; or asking students to find a book chapter from a different book in the Library every week, we can produce a Course Pack – a copyright-cleared collection of readings extracted from various copyrighted and / or copyright-free sources

6. Is this a New Concept?  Course Pack has not been popular in HKIEd but it is definitely not new to us …  It's been around for over 8 years when HKIEd entered into an agreement with the Hong Kong Reprographic Rights Licensing Society (HKRRLS) in Jan 2005

7. Latest Developments  Before 2013, only paper course packs were produced and they were handled by City Univ Press  Beginning Jan 2013, the Scan Course Pack option has been added to paper course pack production; and HKIEd Library is now handling the course pack production for HKIEd

8. In a Nutshell … 1. Paper Course Pack  A Paper Course Pack is a compilation of photocopied extracts of Licensed Materials designed in advance to be used in support of a course of study. 2. Scan Course Pack  A Scan Course Pack is a compilation of extracts of Licensed Materials for scanning in the form of scan copies designed in advance to be used in support of a course of study.

9. Important Differences: Paper vs Scan Course Packs 1. Paper Course Pack  Cost = production cost + copyright fee (licensing bodies) + administration fee (Library)  Delivery Format = paper copy  We only produce the number of copies based on the number of students who want to buy the paper course pack; some students may choose not to buy it

10. Important Differences: Paper vs Scan Course Packs 2. Scan Course Pack  Cost = production cost + copyright fee (licensing bodies) + administration fee (Library)  Delivery Format = digital files on Moodle  Number of student copies of Scan Course Packs to be charged = the number of students enrolled in the course

11. How Much does a Course Pack Cost?  A typical paper course pack with ~100 pages will cost around HK$110 in 2013  Actual Amount depending on various factors. E.g.  Paper or Scan Course Pack?  Number of pages of copyrighted materials  Involving any non-regular copyright clearance items / fees?

12. Charging Schemes Details (Staff Access Only) http://www.lib.ied.edu.hk/info/forms/staff/CoursePack/charging.html

13. Important Points to Note  These Course Packs must be used for HKIEd courses for HKIEd students and instructors of the relevant courses only  Only one Course Pack for one course and each Course Pack cannot contain more than 30 copyrighted works  A minimum of 10 copies is required for each order

14.  Restrictions applied to the amount that can be extracted from each copyrighted work included in a Course Pack  Textbooks and consumables (e.g. worksheets, exercise, assignments, etc) with copyrights cannot be included in the Course Pack  Instructors should consider making use of Library’s existing electronic resources in compiling the course reading materials Important Points to Note (Cont'd) Important Points to Note (Cont'd)

15. Can I distribute extra readings to students AFTER producing the Course Pack?  Yes – if this is covered by the exemptions provided in the Hong Kong Copyright Ordinance (in particular, Section 41A Fair dealing for purposes of giving or receiving instruction)Hong Kong Copyright Ordinance

16. Do we need to get Copyright Clearance for All Readings Included in the Course Pack?  Not necessarily – because they may be:  Copyright-free materials  Copyright owned by the instructor or HKIEd  Copyrighted materials from electronic resources subscribed by the Library with provisions for course pack inclusion  Copyrighted materials that are not covered by any licensing bodies (fair dealing applies)

17. Can we Mix Copyrighted and Copyright-free Contents in the Same Course Pack?  Yes, a course pack can contain both copyrighted & copyright-free materials in the same package  After receiving the list, Library colleagues will sort out which are copyright-free materials, which are copyrighted materials that HKIEd already has paid license, which are copyrighted materials that we need to pay copyright fees to the licensing bodies, etc.

19. Who can request and How Much Time is Needed?  Must be initiated by the course instructor and requested through his / her Department  Requests must be made at least two months before the Course begins

20. How to Make the Request? Get all the Forms and Instructions from the “Copyright and Course Pack Production” link in the Library web site

21. Section B for Guidelines and Workflow

22. Request Forms

23. Key Steps for Instructors & Department (Paper Course Pack):  At least 6 weeks before semester  Instructor completes Forms A1 & A3  via Department  Library (A soft copy of A3 must also be sent to Library) [NOTE: if no copyright clearance required, complete Form A2 instead of of A1 & A3]  Library may contact the instructor if necessary (e.g. Library already has subscribed to the copyrighted works, exceeded allowed amount of copyrighted materials, copyright clearance cannot be obtained, extra fees involved, etc) 6 Weeks

24. Key Steps for Instructors & Department (Paper Course Pack):  At least 4 weeks before semester  Instructor sends a clean copy of the materials to Library (see B.7 of the Guideline and Workflow for required format)  After receiving the clean copy and getting copyright clearance finished, the Library will send a “dummy course pack” to instructor. The instructor should check and make any necessary amendments or complete Form A4 to confirm. Costing with breakdowns will also be sent to the instructor and the Department. 4 Weeks

25. Key Steps for Instructors & Department (Paper Course Pack):  Ordering by Students  First Lecture – Instructor informs students about the course pack, its unit price and order instruction  Student Orders the Course Pack by filling Form A5 at department office

26. Key Steps for Instructors & Department (Paper Course Pack):  NOTE: Instructors must warn students that:  Nobody (including the instructor) is allowed to lend Course Packs to others for photocopying or to re-sell their Course Packs  Fees paid for the Course Packs by the students is not refundable

27. Key Steps for Instructors & Department (Paper Course Pack):  Payments – within the First 2 Weeks of Semester  Student Pays by Octopus using OPM (Octopus Payment Machines) at Block B2 / B4 / Learning Commons at Block C  Students must submit the OPM receipt to department office as Proof of Payment; Departmental Staff collects the receipt and records the receipt number and signs on Form A5 for each order

28. Key Steps for Instructors & Department (Paper Course Pack):  Confirming Number of Copies  After the Department finishes collecting fees, Departmental Staff should inform the Library 1. Total number of copies to be produced (# paid receipts from students + # copies for staff to be charged to the Department); and 2. Expected time of delivery.  If the Course Packs will be distributed at TKOSC, the Department should inform TKOSC Office directly

29. Key Steps for Instructors & Department (Paper Course Pack):  Course Pack Production and Pick Up  Production will normally take at least 5 working days after both the contents and number of copies are confirmed  Department Office will arrange the pick up of the course packs from the Library after getting the notice from the Library

30. Key Steps for Instructors & Department (Paper Course Pack):  Course Pack Distribution  Department Office will inform Instructors and students to pick up the Course Packs at Department Office or TKOSC within a designated period  Students should sign on Form A5 after collecting a copy of the Course Pack

31. Key Steps for Instructors & Department (Paper Course Pack):  Final Steps  After students pick up all Course Packs, Department Office will send the completed Form A5 together with all the original Octopus receipts to Finance Office.  NOTE: costs for the copies for instructors and examiners will be charged directly from the Department’s account. Department Office should advise on Form A5 the charging code and have endorsement from the respective budget holder

32. Key Steps for Instructors & Department (Paper Course Pack):  Special Requests  Late Orders after the First Two Weeks  If there are a small number of students who did not order in the first two weeks but wish to order the Course Pack within 30 calendar days from the first day of course for which the Course Pack is used, they may approach the relevant Department Office who should contact the Library.  Library will request for a minimum of 10 copies in such cases.  Library will try to accommodate urgent dispatch or collection requests but extra costs may be incurred

33. Production of Scan Course Pack at HKIEd  The request and ordering procedures are similar to those for the Paper Course Pack production discussed above (NOTE: Forms B1 to B5 should be used instead of A1 to A5).

34. Production of Scan Course Pack at HKIEd  Don't Forget:  Number of copies to be charged = number of students in the course + number of instructors & examiners to be paid by the Department – Department will be charged for the total number of copies based on the above course users even if there is any shortfall in fees collected from the students

35. Production of Scan Course Pack at HKIEd  Since the Scan Course Packs are delivered online, there is no need for Department to arrange for pick up and distribution to students  For Details, see Introduction, Guidelines and Workflow on Production of Scan Copies of Course Packs (Staff Access Only) under the Production of HKIEd Course Packs in Library web siteIntroduction, Guidelines and Workflow on Production of Scan Copies of Course Packs Production of HKIEd Course Packs