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Grant Permissions Online (GPO) Detailed Instructions

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Getting Started:

Go to RightsCentral by going to  http://rightscentral.copyright.com  or by clicking on the RightsCentral link under QUICK LINKS on the copyright.com homepage.

                       

 

Log into RightsCentral.

  

 

Go to the Open Permissions Requests section on the left-hand side of the page.

 

 

 

Responding to Open Permission Requests:

The initial Grant Permissions screen displays the number of outstanding permission requests to use your copyrighted materials, in one or more of the following transactional services:

  • Pay-Per-Use - Print (Academic)
  • Pay-Per-Use - Digital (Academic)
  • Pay-Per-Use - Digital
  • Pay-Per-Use - Republication
  • Pay-Per-Use - Print

Permission requests for your pre-authorized publications will not appear within this service. Requests for pre-authorized material are processed instantly using the royalty fees and unique terms you/your organization have previously provided. For more information regarding how to pre-authorize additional material, please contact your Customer Service Representative at 978-646-2800 (Option 2), Mon - Fri, 8 AM to 6 PM Eastern Time,  or email  rightsholders@copyright.com.

Step 1. View your open permission requests:

Requests within a service select the link for a specific service. For example, to begin processing all the open requests for the Pay-Per-Use – Print (Academic), click the "Pay-Per-Use – Print (Academic)" link. By processing requests within a selected transactional service you will have the ability to permission multiple requests at one time by applying a single permission response and royalty fee.

To view and begin processing open requests click the "open requests" tab and then click the service name next to the number of open requests.

Review the individual open requests
10 open requests are displayed at a time. Use the forward >> and back buttons << to view additional requests by page. To review additional information provided by the user on any request, click the "view details" link. You may print a copy of the request for your records. Use the close button on the expanded view window to return to the selection screen.

Expanded views of completed permission requests are available for up to 12 months in the archive of Closed Requests.

View details/order history
When an order is modified by the customer, Grant Permissions presents a "Notification Response History" which reflects the Response Date, Entered By (i.e. the name of your staff person who acted on the order), Response, and any Instructions to CCC. View this notification response history to verify that an order is new or an existing order modified by the customer.

Sorting open requests Open permission requests are sorted by the date of the request (order date). The oldest request will appear first. You can change the sort order to help you throughout the permissions process. Select a "Sort by" option and the page refreshes automatically.

Step 2. Select the request(s) to process

Select the request(s) to process by clicking the check box to the left of each request. If you have chosen to process requests within a single service and you have multiple requests that you wish to process in the same manner, click the check box for each request. If you wish to process all requests in the same manner, click the Select All button. This will select all open requests within the service not just the requests visible on the page.

If you have chosen to view all open permission requests you can only process one request at a time.

Step 3. Choose a response option from the drop-down and then click the Go button.

Once you have selected one or more request(s) you are ready to select one of the three response options provided in the drop-down next to "Selected records":

 

a.GrantAuthorize the use of the materials.
Assign the same royalty fee and terms to all the requests selected.
b.DenyDeny the request to use the materials.
c.Do not hold rightsNeither a grant nor a deny to the requester. 
Provide CCC with information regarding which portion of the requested rights you do not hold. Provide CCC with the name and contact information of the correct rightsholder, if known.

 

3.a. Granting Permission Request(s)

At minimum you must assign a royalty to the request(s). Then click the continue button.

Note: Please remember that the royalty you assign applies to all the requests you selected. If you wish to exclude any of the requests, click the check box(s) to de-select the item(s) you don't want to approve. You must de-select items before you click the "Go" button. Any item you de-select will remain in the list of open requests.

Optional Information:

 
A number of fields are available for you to provide optional information. They are:

Entered By: Enter the name of the person processing the request. This information will appear on the request in the list of Closed Requests.

Rightsholder Ref #: Enter a reference number to help identify each permission response. This reference will appear on your distribution report.

Feedback to requester: Include a comment to the requester with the response. Select from a list of possible responses in the drop-down box.

Additional instructions for requester: Provide the requester with any special terms regarding the use of your material.

Optional Instructions for CCC:

 
If you/your organization holds the necessary rights to grant permission to re-use this/these publication(s), you can authorize CCC to instantly permission future requests for this material. This means that future requesters receive instant authorization to use your material, at the royalty fee and subject to any special terms you specify, and you no longer need to respond to each request to use that title.

Special instructions to CCC: Provide CCC with information regarding the selected title(s).

Once you have completed this page, click the continue button.

Confirm your Permission Response:
A confirmation page is presented displaying all of the information entered on the Grant Permission Response Details page. The calculated royalty fee is displayed in each permissioned request at the bottom of the screen. Click the submit button to complete the permission response.

If any information is incorrect, click the cancel button to return to the Grant Permission Response Details.

3.b. Denying Permission Request(s)

To deny any selected request, select deny from the "Selected records" drop-down menu and then click the Go button.

Note: Please remember that the permission response you assign applies to all the requests you selected that are displayed at the bottom of the screen. If you wish to exclude any of the requests, click the check box. The request will be "de-selected" and will not be processed along with the other selected requests. It will still appear in the list of open requests

Optional Information:

 
A number of fields are available for you to provide optional information. They are:

Entered By: Enter the name of the person processing the request. This information will appear on the request in the list of Closed Requests.

Rightsholder Ref #: Enter a reference number to help identify each permission response. This reference will appear on your distribution report.

Reason for deny: Select from a list of possible responses in the drop-down box.

Specify missing info: Provide the requester with details about the information you need to process his or her request.

Special instructions to CCC: Provide CCC with information regarding the selected title(s).

 

3.c. If You Do Not Hold The Rights to the Material

Select "Do not hold rights" from the "selected records" drop-down and then click the Go button. The Do Not Hold Rights - Response Details screen is where you act on requests for materials to which you do not hold the rights. The information you provide will assist CCC in locating the current copyright holder of the work or content requested. The requests you process on this page will NOT be displayed in your list of Closed Requests as you have indicated that you are not the copyright holder.

You must identify the portion of the material for which you do not hold the rights
a. the entire work, or
b. requested page range only.

Note: Please remember that the information you provide applies to all the requests you selected that are displayed at the bottom of the screen.

Choose one of the following:
To assist CCC, you may select from one of the following:

  • Rights belong to the following author or publisher (please provide contact information). Use the scroll box to provide that information
  • Rights have reverted to the author and no other info is available.
  • Selected title(s) is in the public domain.
  • We have no knowledge of the current Rightsholder.

Entered By: Enter the name of the person processing the request.

Click the submit button to complete the permission response.

 

Reviewing Closed Permission Requests

Closed or completed permission requests are sorted by the date of the request (order date). The newest request will appear first. You can change the sort order by selecting a "Sort by" option; the page refreshes automatically.

Completed permission responses are available for review online for 12 months, beginning the date of the permission response (not the date the order was placed). The "Period" drop-down defaults to the "last one month" and offers period choices up to the last 12 months.

You may view closed requests within a certain service. Use the Service drop box to specify All or to select a single service.

 

Research Order Status

Under View Reports there is a tab called Research Order Status. Use this report to search for the status of any order: open, cancelled or paid.

  

If you have further questions...

If you have further questions or comments regarding this service or CCC, please email Customer Service at rightsholders@copyright.com.






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