PERMISSIONS

Compiling the
Permissions
Log

Requesting
Permissions

Recording
Permission
Responses

Preparing
Permissions for
Prentice Hall

Do's and
Dont's

E-Book FAQ

Copyright
Basics

Author
Permission
Guidelines

The following resources have been added to this website to help you get a better understanding of permissions and the permissions process.

  1. E-Book (SafariX) – This is a brief outline of the most frequently asked questions concerning our e-book projects.
  2. Copyright Basics – This is a copy of the Copyright Basics circular provided by the U. S. Copyright Office.  This circular provides general information about copyright law.
  3. Author Guidelines – This version of the author guidelines provides more detailed information about the permissions process.

The most efficient and legally sound practice is for the author to handle permissions on an ongoing basis as part of the authoring process. As your manuscript evolves through drafts and rewrites, many sources or references will be included in the Notes or Bibliography section of the book. Other sources such as direct extracts, quotes, adaptations, or compilations of previously published and copyrighted material may require written permission.

If all goes smoothly, the permissions process takes approximately 6 - 12 weeks to complete. Be sure to allow adequate time for the entire permission process, ensuring complete and accurate credit line and source information in your final manuscript. The permissions should be complete when the manuscript is turned over.

Compiling the Permissions Log

  • Complete the Permissions Log, using the electronic version provided as an Excel file. Completion of the log is important and will allow us to record data for your textbook in a permissions tracking and archiving database.
  • Include all required information about the original source : publication, copyright holder, date of publication, chapter or article title, table or figure number, and the page number in the original work where the material appears.
  • If your source is a newspaper or magazine article, etc., indicate on the log (under Source Information) the approximate percentage of original source material to be used in your book. This will help determine whether the inclusion falls under the "fair use" clause or if written permission is required.
  • Note: "Fair use" is relative and is based on the length of the original source. Five hundred words from War and Peace is considered fair use and simply requires acknowledgment; five hundred words from a 2-page journal article is not fair use and requires permission.
  • Record the manuscript page number and figure or table number from your book on the Permissions Log. The log should be compiled by chapter and, as much as possible, in sequence of appearance in the chapter.
  • Use an identifying prefix on the Permissions Log to help us quickly analyze the type of permission.
    • Extracts or quotes (prefix Q)
    • Figures or Exhibits (prefix F)
    • Tables (prefix T)
    • Ads (prefix AD)
    • Screen captures (prefix SC)
    • Icons (prefix I)
    • Logos (prefix L)
    • Annual reports (prefix A)
    • Press Kits (prefix PK)

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Requesting Permissions

  • To request permissions, always use the preprinted Prentice Hall Permission Request form. This has the approval of our Legal Dept. and covers all requirements for international and electronic distribution. (It's a multi-part, carbonless form. If folded in quarters, the recipient's address will appear through a #10 window envelope.)
  • Ask your Editor for copies of the Prentice Hall Permission Request form.
  • If you don't have time for the multi-part, carbonless form, go to the forms page for an electronic copy of the Prentice Hall Permission Request form. It doesn't provide the multiple copies, but you can inform the individual you are requesting permission from to be sure to make a photocopy and send back the original copy signed.
  • When completing the Permission Request form, fill in each area carefully from your Permissions Log (copyright holder; source publication; figure, table, and/or page number from the original work.) When multiple items are permissioned from the same source, it is acceptable and preferred to include all on one Request Form.
  • It is as important that you identify carefully the figure, table, and the manuscript page number from your book as well. (See the upper right corner of the form.) This will help expedite payment of permissions fees and processing of sample book requests.
  • Always attach a photocopy of the appropriate manuscript page or image to the Permission Request form. This expedites replies by allowing the copyright holder to quickly and easily identify the permissioned material.
  • Always request World English Print and Electronic rights.

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Recording Permission Responses

  • As responses arrive, record the results on the Permission Log.
    • Date of response?
    • Amendments to the source or credit line information?
    • Amendments to the copyright holder's address, phone, or contact person?
    • Was permission granted to use the material with World distribution in English? If not, either re-request this permission or delete the material from your book. World English Rights are required; nearly all of our titles are distributed internationally in English.
    • Was permission granted to use the material in a CD-ROM, E-Book, website, in supplements, etc.? Record this information carefully and fully on the log; this information is important as we plan for future editions, E-Books, websites, online courses, etc.
  • If you have not received a response to your letter, send a Second Request notice. (This is simply a photocopy of the original Permission Request form with "Second Request" (can be either handwritten or typed) and the date visibly recorded. Keep a photocopy of the dated, Second Request notice in your permissions file to demonstrate a good faith effort in securing permission.)
  • Because time is running out, we recommend sending second requests via fax with a phone call as follow-up.
  • Remember: Only written permission releases are accepted legally. Be sure this is clearly stated in your fax and phone contact.

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Preparing Permissions Documents for Prentice Hall Business Publishing

  • Provide two copies of the Permission Log (hardcopy and electronic versions), updated fully to reflect the transactions and results of the Permission Requests.
  • Provide the original Permission Request forms and responses, plus one complete photocopy. Organize these materials item in the sequence in which they appear on the Permission Log and their appearance in the book. Staple the back-up documents with the most recent on top.
  • Send all of the permissions documentation in the current status with the final manuscript chapters, whether responses have been received or not. Include a cover note, summarizing any concerns or open permissions. Our Permissions Coordinator or your Production Editor will contact you to address any open permissions.

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Do's and Dont's

DO Request Permission When…

  • You are directly quoting a significant portion of the original source. Significant or "fair use" is relative: 500 words from War and Peace or a textbook is not a significant portion of the work; however, 200 words from a magazine or newspaper article is.
  • You are using tables, figures, exhibits, data, or portions of tables, figures, etc. from another source. It doesn't matter if the table is reformatted or the data is presented in a different organizational structure than the original source; permission is still required.
  • You are using screen captures from the World Wide Web. Most Web sites are copyrighted and require permission to reproduce. Be sure to check the legal page - the equivalent of the copyright page - of the Web site, even if it is a government site. (Not every government site or publication is public domain!)
  • You are using icons, logos, press releases, annual reports, proprietary product names, or trademarked names. Not only do icons or logos require permission, they often carry the stipulation that they be reproduced in accurate colors.
  • You are reusing permissioned materials for additional rights from the previous edition.
  • You are using song lyrics, poetry, extractions from literature, reproductions of fine art, etc. Not only do these require permission, they usually carry rigorous restrictions.
  • You use information or tables or figures from another Prentice Hall title.

Hints…

  • Watch for third -party sources. If a table that credits a journal article is being used from a book, permission from the original copyright holder - the journal - is required, not the book.
  • Many newspapers do not allow paraphrasing or excerpts; full and accurate replication is required.
  • Many copyright holders have their own legal documents and require sign-off on their contract before granting permission and many copyright holders require specific wording in the credit line.

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Permission is NOT Required When…

  • You are paraphrasing information from another source in your own words. Simply acknowledge the source and include the words "Adapted from" in your credit line.
  • You use the data from tables or exhibits from several sources, and recompile the data to create a new table or exhibit. Simply acknowledge all sources, including the words "Compiled from" or "Adapted from" in your credit line.
  • You use "public domain" material (e.g., publications from the Government Printing Office). (Careful: Not all government publications are public domain. Reports from government agencies are copyrighted. If the source is not a GPO publication, permission is required.)
  • You are using short quotations from books, short stories, lengthy magazine or journal articles, etc. Simply credit the source via footnote or source line.

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Other Questions about Permissions

If any questions arise during the permission process, please contact Prentice Hall's Business Publishing Permission Supervisor, Charles Morris at charles_morris@prenhall.com



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