UNIVERSITY ADMNISTRATIVE POLICY NO. 22

SUBJECT: PRINT SERVICES/COPYRIGHT GUIDELINES

RESPONSIBLE OFFICES:      All Departments and Programs

Table of Contents I. SCOPE II. POLICY STATEMENT III. RESPONSIBILITIES IV. PROCEDURES V. AMENDMENTS AND ADDITIONS VI. EFFECTIVE DATE APPENDIX I DEFINITIONS  

I. SCOPE

The policies and procedures listed here apply to George Mason University and to all users of its print services.  University Administrative Policy Number 22 applies to all academic and operational departments and offices at all University locations, owned and leased.

II. POLICY STATEMENT

The office of Print Services is created to provide black and white photo duplication, to provide all duplicating equipment on all campuses and to provide assistance in obtaining permissions from publishers to make anthologies for class use. Printing services are not to be obtained at any off-campus copy shop unless it has been pre-determined by Print Services staff that the job cannot be completed in the on-campus facilities. No individual department or institute may purchase duplicating equipment; all requests for duplicating equipment purchases must originate in the office of the Director of Print Services. Print Services will not make copies which would exceed fair use or otherwise violate copyright law; see Appendix I.

III. RESPONSIBILITIES

The services provided by the Director of Print Services are listed in the Print Services Customer's Guide, 1992-1993.

IV. PROCEDURES

A.   Copy Jobs
All requests for photocopying which originate within the University and are paid for through the use of state funds (department activity code) should be made on a standard request form and taken to one of the copy centers as specified in the Print Services Customer's Guide 1992-1993.
B.   Personal Use
Administrative copiers are for official University activities purposes. It is not the policy of the University to subsidize the cost of copies for purposes other than those officially designated, sponsored and/or sanctioned by the University. Personal use of administrative copiers is prohibited. Coin generated copiers are made available for personal use.
C.   Off-Campus Copying
Orders for copying should not be taken to off-campus vendors unless Print Services has first determined that the order cannot be performed or completed by University print services facilities. If commercial printing is required, the originating activity or department will be advised to take the request to the office of University Publications. University Publications is to approve and coordinate all off-campus printing services requests.
D.   Method of Billing
Chargeback reports are sent monthly to each department/activity as outlined in the Print Services Customer's Guide 1992-93.
E.   Copyright
In accordance with GMU: Copies and Copyright Law, Appendix I, the copy centers reserve the right to refuse to make copies that will exceed fair use or otherwise violate copyright law.

V. AMENDMENTS AND ADDITIONS

All amendments and additions to Administrative Policy Number 22 are to be reviewed and approved by the Office of the Executive Vice President for Administration and the Office of the Executive Vice President for Finance and Planning.

VI. EFFECTIVE DATE

The policies herein are effective February 4, 1994. This Administrative Policy shall be reviewed and revised, if necessary, annually and to become effective at the beginning of the University's fiscal year, unless otherwise noted.
 

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APPROVED:  George W. Johnson        DATE:  February 4, 1994 PRESIDENT

APPENDIX I

GEORGE MASON UNIVERSITY: Copies and Copyright Laws

The following guidelines are printed in the Report of the House Committee on the Judiciary (House Report No. 94-1476).
AGREEMENT ON GUIDELINES FOR CLASSROOM COPYING IN NOT-FOR-PROFIT EDUCATIONAL INSTITUTIONS The purpose of the following guidelines is to state the minimum and not the maximum standards of educational fair use under Section 107 of H.R. 2223. The parties agree that the conditions determining the extent of permissible copying for educational purposes may change in the future; and conversely that in the future other types of copying not permitted under these guidelines may be permissible under revised guidelines.

Moreover, the following statement of guidelines is not intended to limit the types of copying permitted under the standards of fair use under judicial decision and which are stated in Section 107 of the Copyright Revision Bill. There may be instances in which copying which does not fall within the guidelines stated below may nonetheless be permitted under the criteria of fair use.
GUIDELINES
1.   Single Copying for Teachers:  A single copy may be made of any
     of the following by or for a teacher at his or her individual
     request for his or her scholarly research or use in teaching
     or preparation to teach a class:
     A.   A chapter from a book;
     B.   An article from a periodical or newspaper;
     C.   A short story, short essay, or short poem; whether or not
          from a collective work;
     D.   A chart, graph, diagram, drawing or cartoon or picture
          from a book, periodical or newspaper.
2.   Multiple Copies for Classroom Use:  Multiple copies (not to
     exceed in any event more than one copy per pupil in a course)
     may be made by or for the teacher giving the course for
     classroom use or discussion, provided that:
     A.   The copying meets the test of brevity and spontaneity as
          defined below; and,
     B.   Meets the cumulative effect test as defined below; and,
     C.   Each copy includes a notice of copyright.

DEFINITIONS
Brevity
 

(i) Poetry:
(a) A complete poem if less than 250 words and if printed on not more than two pages, or
(b) from a longer poem, an excerpt of not more than 250 words.
(ii) Prose:
(a) Either a complete article, story, or essay of less than 2,500 words, or
(b) an excerpt from any prose work of not more than 1,000 words or 10 percent of the work, whichever is less, but in any event a minimum of 500 words. (Each of the numerical limits stated in "i" and "ii" above maybe expanded to permit the completion of an unfinished line of poem or of an unfinished prose paragraph).
(iii) Illustration: One chart, graph, diagram, drawing, cartoon or picture per book or per periodical use.
(iv) "Special" works: Certain works in poetry, prose or in "poetic prose" which often combine language with illustrations and which are intended sometimes for children and at other times for a more general audience fall short of 2,500 words in their entirety. Paragraph "ii" above notwithstanding, such "special works" may not be reproduced in their entirety; however, an excerpt comprising not more than two of the published pages of such special work and containing not more than 10 percent of the words found in the text thereof, may be reproduced.

Spontaneity
 

(i) The copying is at the instance and inspiration of the individual teacher, and

(ii) The inspiration and decision to use the work and the moment of its use for maximum teaching effectiveness are so close in time that it would be unreasonable to expect a timely reply to a request for permission.

Cumulative Effect
 

(i) The copying of the material is for only one course in the school in which the copies are made.

(ii) Not more than one short poem, article, story, essay, or two excerpts may be copied from the same author, nor more than three from the same collective work or periodical volume during one class term.

(iii) There shall not be more than nine instances of such multiple copying for one course during one class term. (The limitations stated in "ii" and "iii" above shall not apply to current news periodicals and newspapers and current news sections of other periodicals).

Prohibitions as to 1 and 2 above: Notwithstanding any of the above, the following shall be prohibited:
 

(A) Copying shall NOT be used to create or to replace or substitute for anthologies, compilations or collective works.  Such replacement or substitution occur whether copies of various works or excerpts therefrom are accumulated or reproduced and used separately.
(B) There shall be no copying of or from works intended to be "consumable" in the course of study or of teaching. These include workbooks, exercises, standardized tests and test booklets and answer sheets and like consumable material.

(C) Copying shall not:

(a) substitute for the purchase of books, publishers' reprints or periodicals;
(b) be directed by higher authority;
(c) be repeated with respect to the same item by the same teacher from term to term.
(D) No charge shall be made to the student beyond the actual cost of the photocopying.

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Stanley Taylor, Administration: (703) 993-8754, staylor@gmu.edu 

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