TAYLOR & FRANCIS

COPYRIGHT PERMISSIONS FAQS

Copyright permissions are a critical part of the publication process and in order to proceed with
publication of your manuscript, all Copyright Permissions must be successfully received and
completed. This document will assist you with some common copyright permissions questions,
as well as provide you with instructions regarding how to use the Copyright Clearance Center for
your permissions requests. Please do not hesitate to contact your Project Coordinator with any
further questions.

Please be reminded that your manuscript is not complete until all permissions are on file with Taylor and
Francis. Failure on the part of an author, editor, or contributing author to secure and submit permissions
will delay publication!

• Who is responsible for requesting any copyright permission necessary for the material in my
book?
• How early should I begin the permissions request process?
• What material needs permission for use?
• What are the copyright rules regarding data, i.e. form vs. content?
• Does government material require permission for use or is this considered in the Public
Domain?
• Do I need to request permission to reuse material from Taylor & Francis Group books and
Journals?
• Do I need permission to use internet material?
• Can I use Wikipedia as a source?
• Do I need permissions to reuse my own material?
• Do I need permission if I alter a figure?
• Do I need to obtain permission for cover art?
• Do I need permission to use material that is published in a PhD Thesis or dissertation?
• Do I need permission to reprint music lyrics in my text?
• Can I show brand name products in my figures?
• Do I need to request permission for figures/material that appeared in a conference proceeding?
• Do I need permission to show crime scene/victim photos?
• Do I need permission to include mugshots?
• What if I haven’t gotten a response after several requests?
• What if the publisher is defunct/rights reverted back to the author and I can’t locate the author
or he is unresponsive?
• My Project Coordinator sent me a Permission Verification Form and the Copyright Request
Letter, what do I do with these?
• All of my/my contributor’s work is original and unpublished, do we still need to complete the
permission verification form?
• When should I turn in my forms and copyright permissions?
• What happens if I do not turn in a completed Permission Verification form and the necessary
permissions with my final manuscript submission?
• What if I am ready to submit my manuscript, but have not received all of my requested
permission requests?
• Do all of the contributors for a chapter need to sign the permission verification form?
 • I have been directed to make my requests through the COPYRIGHT CLEARANCE CENTER.
How do I do this?
• Will I be charged a fee from CCC to reuse my own work?
• The publisher of the material is requiring that my request go through Rightslink®. How do I
do that?
• What does it mean if the grant is given on a one time only basis?
• The publisher is charging a fee for the permission, who is responsible for paying this?
• I am writing another edition of my book and want to reuse material from the previous edition,
do the permission grants I obtained for my previous edition still stand?
• My permission request was denied, what do I do?
• Should I include the source lines in my text?
• How specific do I need to be on my source lines?
• I have verbal permission to reuse a figure, is this sufficient?
• Should I need to keep copies of the permissions grants?
• How long do the terms of copyright last?

Who is responsible for requesting any copyright permission necessary for the material in my
book?
You are. As the author/contributor, it is your responsibility to obtain all necessary permissions
for any copyrighted material you wish to reuse. If you are an editor, you should direct your
contributing authors to promptly secure permissions for copyrighted material that appears in their
chapters.

How early should I begin the permissions request process?

You and your contributors should request permissions as soon as you know copyrighted material
will be included in your book or chapter. Requests can take several weeks to process. It is always
possible your request may be denied and that will mean modification of your manuscript. Please
be aware that some publishers may also require that you obtain the original author’s permission
as a courtesy.

What material needs permission for use?

• A passage from a play, poem, or song
• A quote of 50 or more words from a periodical or journal
• A quote (or series of shorter quotes) totaling 400 words or more from a book
• Any table, diagram, figure, or illustration (line drawing or halftone)

What are the copyright rules regarding data, i.e. form vs. content?
Data itself cannot be copyrighted, only the format in which it is published. No permission is
needed if data that appears in another text are converted to tabular form (it still requires
referencing, however). Slight modification, such as changing the order of columns in a table, is
not sufficient to circumvent the legal necessity of permission. If you are the first author to create
a table comparing studies by four other scientists, you do not need permissions, but you should
cite the studies as references.

Does government material require permission for use or is this considered in the Public
Domain?
Most printed materials of the U.S., Canadian, and British governments do not require
permissions because they are in the public domain and not protected by copyright. However,
many government-sponsored agencies, such as the NAS, copyright their materials and their use
requires permission. The best approach is if in doubt, request permission.

Do I need to request permission to reuse material from Taylor & Francis Group books and
Journals?
Yes, the permission must be requested so that our copyright ownership can be verified.

Do I need permission to use internet material?

Material published on the Internet is not necessarily in the public domain and will likely require
permission for use. Many websites are copyrighted and will require permission for use of their
material. Please view the website’s disclaimer and copyright page for information on how to
obtain the necessary permissions or for confirmation that the material is in fact in the public
domain. All website material must be referenced appropriately (please view your author’s
guidelines).

Can I use Wikipedia as a source?

Taylor & Francis strongly discourages using Wikipedia or other similar web sites as a source for
material for your book. As Wikipedia and others are publicly modifiable sites, the contents of the
entries can be variable and are unreliable. You must look carefully at the credit lines or links
accompanying this material. Some of it may be 3rd party material and will require permission for
use from the copyright holder. It is strongly encouraged that you use more authoritative websites
for your research.

Do I need permission to reuse my own material?

Yes. Copyright is transferred to the original publisher of the material upon publication (unless
there is an agreement between the author and Publisher otherwise) and therefore the Publisher
owns the rights to the material and their permission for reuse is required. However, if the
publisher has agreed that you will retain the copyright to your material or if their policy permits
authors the right to reuse their own material freely with appropriate credit (you will need to
confirm with the publisher that this is the case), please provide documentation of this and
permission will not be required for use.

Do I need permission if I alter a figure?

The important issue in determining whether permission is needed for an altered figure is the
amount of alteration. The change must be substantial if you want to avoid the legal requirement
to obtain permissions. What constitutes “substantial” change is a murky legal area. Changing
straight lines to arrows, relabeling a figure with letters instead of numbers, or reordering columns
in a table does not constitute substantial change and can distort the meaning of the original
material. The best approach for avoiding permission issues is to use original materials wherever
possible.

Do I need to obtain permission for cover art?

Yes. If you are providing an image for your cover that has been previously published, it will
require permission for use as well.
Do I need permission to use material that is published in a PhD Thesis or dissertation?
No, as this material has not been previously published. However, you should obtain the
permission of the author as a courtesy and all material must be cited appropriately.

Do I need permission to reprint music lyrics in my text?

It depends on the amount that is being used. Less than 4 lines of lyrics are considered fair use
with citation of source info. If you use 4 or more lines, then it will depend on the artist. We
discourage the use of music lyrics and/or images (i.e. album covers, etc.) as permissions can
become very expensive and difficult to obtain.

Can I show brand name products in my figures?

As long as permission is obtained for use. We discourage this as permissions can become very
expensive and difficult to obtain. Please mask any brand names/logos that appear in your images
so that they are not visible. As long as the brand name/logo is covered and the presentation is not
derogatory in any way, there should not be any problem.

Do I need to request permission for figures/material that appeared in a conference

proceeding? Yes. Generally after the conference copyrights are reverted back to the authors and
you should request the permission to the appropriate author of the material. However, this may
vary depending on the specific conference holders, please review the copyright line on the
publication to determine who the copyright holder of the material is and/or visit the specific
company website for information on conference proceedings requests.

Do I need permission to show crime scene/victim photos?

It depends on the material. Police documents and crime scene photos are part of the public record
and not part of public domain. Permission will need to be requested from the police jurisdiction
handling the crime. Please note that if it is a crime scene photo, the victim’s eyes should be
masked. Victim photos that appear in newspapers and on TV are granted permission by the
families to the news source and/or Associated Press. Permission needs to be requested from the
AP or newspaper (if a staff photographer) or the photographer.

Do I need permission to include mugshots?

Yes. They are a part of the public record and not part of the public domain. Although mugshots
cannot be copyrighted, public record documents are available on a need-to-know basis. It is
advised that you do not include real mugshots in your text.

What if I haven’t gotten a response after several requests?

‘Good faith’ attempts do not have legal standing. The best option if you do not receive a
response after several requests is to replace the figure with one that does not require permission.
If you run into this problem with your requests, please bring it to our attention immediately and
we will help you determine the best course of action.

What if the publisher is defunct/rights reverted back to the author and I can’t locate the
author or he is unresponsive?
Same as above.

My Project Coordinator sent me a Permission Verification Form and the Copyright Request
Letter – what do I do with these?
These are required documents necessary to close the permissions on your book. You will need to
complete the Permission Verification Form and sign and return it with your manuscript submission and
all necessary copyright permission grants. If your work is original/public domain and no permissions are
required, you may select Option A. Otherwise, select Option B and list all previously published material
and its source, and include a signed permission grant for each item.
The Copyright Request Letter is a sample request letter for your use in making your permissions
requests. This letter covers use of copyrighted material in all subsequent editions, revisions and all media.
You may use an alternate request form if the publisher requires this, however please include these specific
rights in your request to ensure the proper grant is received. You must include clear information regarding
the material you are requesting permission for as well as indicate the text excerpt, figure or table number
it will appear as in your manuscript. You should retain copies of all permission request correspondence in
your files

If you are an Editor, please forward both of these forms onto your lead contributors so that they may
complete these for their chapters.

All of my/my contributor’s work is original and unpublished, do we still need to complete the
permission verification form?
Yes. This form is required in order to successfully close permissions. For edited projects, a
completed Permission Verification form must be received for each chapter or there is the
possibility that the book will be placed on hold in production and publication delayed.

When should I turn in my forms and copyright permissions?

These should be submitted with your final manuscript.

What happens if I do not turn in a completed Permission Verification form and the necessary
permissions with my final manuscript submission?
Your manuscript can be placed on hold in our production department should permissions not be
closed in a timely manner. This is not ideal, but this is the reality. All copyright permissions
must be completed and received before your book can be released to the printer.

What if I am ready to submit my manuscript, but have not received all of my requested
permission grants?
Please submit copies of those permissions requests with your manuscript and continue to follow
up on the grants. You do not need to delay your submission until the actual grants have been
received. We can allow you an additional month from your final submission date to forward the
grants as long as you have provided proof of the requests.

Do all of the contributors for a chapter need to sign the permission verification form?
No. We can accept the completed permission verification form with the lead contributor’s
signature.
I have been directed to make my requests through the COPYRIGHT CLEARANCE CENTER.
How do I do this?
Many publishing companies provide information on permission requests via their websites; however
several publishing companies are now requiring that all permissions requests be directed through the
Copyright Clearance Center (CCC) via their website, www.copyright.com. Please follow the steps below
to file your request with the Copyright Clearance Center. Please note that CCC does not provide content.
You are purchasing permission to use copyrighted content that you already have in your possession.

It will take approximately three business days to process your permission through Copyright.com. Please
print a copy of your request for your records. Should the grant still be pending upon your final
submission, please provide a copy of the request to your project coordinator and forward the grant upon
receipt.

To create a new user account:

1. Click on Log in on top right of the home page.
2. Click on Create a new account

3. Fill out the form below with your contact and billing information and click submit
To make your permission request, please follow the steps below:

1.) Type your ISBN/Title of the requested work in the search box on the top right of the home page
2.) Select the title from which you would like to use partial material. You may click on the ‘Permission
Options’ button or directly on the title itself.

3.) Select “Special Order” (Republish into a book, journal, newsletter)– the last choice in this menu
below:
4.) Then fill out the form below:

5.) Make sure to fill in all applicable fields, including your print run, page amount, and if you are the
author of the material. For electronic rights use the “other book” option. If you are unsure of the print
run or any additional information, please contact your project coordinator and/or Acquiring Editor
and they can assist you. Please note that if you are the original author of the material, please be sure
to note this as this can affect the permission fee you will be charged.

6.) Click “Add Special Order to Cart”

7.) Click “check out” in your shopping cart and receive an Order #

If you have any issues or questions about the application process you may contact Customer
Service Monday to Friday 8:30 a.m. to 5:30 p.m. EST at 877-622-5543 (toll free) or 978-777-
9929, Fax 978-646-8600, or [email protected].

Will I be charged a fee from CCC to reuse my own work?

As long as you note on your request that you are the original author, you should not be charged. However,
please note that a small administrative/processing fee can be charged from CCC.
The publisher of the material is requiring that my request go through Rightslink®. How do I
do that?
Rightslink is a licensing service through Copyright Clearance Center that provides permission
for the reproduction and distribution of copyrighted materials in print and electronic formats on
behalf of rights holders who list their titles with them. Rightslink is a service that is typically
accessed directly through a publisher’s website. Please be aware that the types of licenses offered
are established by each individual rights holder, and will vary.

1.) When you go to the participating publisher’s website, please locate the specific article
that contains the material that you are looking to reuse. Click on the Rightslink icon (i.e.
“Request Permission” or similar link), and you will be directed to the Rightslink order
page where you may enter in your request information.
2.) Before you can place a license order, you will first need to create an account with
Rightslink, by selecting the Create Account option that will appear. After you have
completed the 2-step account creation process, you will then be able to submit your order.
3.) You are also able to obtain a price quote by using the “quick price” button. Please note
that any fees are set by the publisher, and not by Rightslink, which is a service that acts
on behalf of the publisher.
*Please note that each Publisher establishes the type of information that they require in order to
grant the permission, therefore no two requests will be alike. A helpful tip – Taylor and Francis
is an STM signatory and should be selected if this is listed as an option for a requester type.*

If you have any further questions on the request process, you may contact a Customer Relations
Representative at 978-646-2777, Monday-Friday 8:00 to 6:00 EST, or email
[email protected] and they will assist you.

What does it mean if the grant is given on a one time only basis?
Some publishing houses do grant permissions on a one-time use only basis. This is acceptable for your
current publication but note that you will need to request this permission again to reuse the material in any
future editions of your work.

The publisher is charging a fee for the permission, who is responsible for paying this?
Securing permission and payment of any fees is the responsibility of each editor, author, and/or
contributor.

I am writing another edition of my book and want to reuse material from the previous edition.
Do the permission grants I obtained for my previous edition still stand?
Not necessarily. Some publishing companies grant permissions on a one time basis so you must
confirm that the previous permission was granted for use ‘in subsequent editions’ and not ‘for
one time use’ only. If the permission grant was for one time use only, you must request the
permission again for use in the new edition. If your previous edition was published with Taylor
& Francis and if all material was original to the previous edition, the copyright is now held by
Taylor & Francis and therefore permission is not required to reuse this.

My permission request was denied, what do I do?

If permission cannot be obtained despite your best efforts, you can:
1. Delete the copyrighted material.
 2. Find a substitute for the copyrighted material.
3. Substantially alter the material so permission is no longer required. Taylor and
Francis strongly discourages this option.

Should I include the source lines in my text?

Absolutely. A source line attributing material to a copyright holder must be included where
appropriate in the manuscript (i.e. beneath the table, figure, photograph, or other material
covered by the permission grant or with the figure captions). Figures and tables that do not have
source lines are assumed to be original work and must be verified as such.

How specific do I need to be on my source lines?

Source lines must be complete and contain all appropriate source information. Do not use
abbreviated source lines (i.e. ‘Miller, 2007’). Follow the recommendations of your author’s
guidelines for source lines (or credit lines) unless special wording is required by the copyright
holder (typically included on the grant). Taylor and Francis honors copyright holders’ requests
for special wording.

I have verbal permission to reuse a figure, is this sufficient?

No, all permission grants must be in written format.

Do I need to keep copies of the permissions grants?

Yes. Please submit the original permissions signed by copyright holders with your manuscript,
but remember to always keep a copy for your files.

How long do the terms of copyright last?

For works created after January 1, 1978, copyright lasts for the life of the author plus 70 years. In
the case of a joint work, copyright lasts for 70 years after the last surviving author's death. For
anonymous and pseudonymous works and works made for hire, copyright lasts 95 years from the
year of first publication or 120 years from the year of creation, whichever ends first.

For works created but not published or registered before January 1, 1978, copyright lasts for the
life of the author plus 70 years, but it will not expire earlier than December 31, 2002. If the work
is published before December 31, 2002, copyright will not expire before December 31, 2047.

For pre-1978 works still in their original or renewal term of copyright, copyright is extended to
95 years from the date that copyright was originally secured.