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Copyright Licensing Agency (CLA)

CLA royalties data collection of photocopying, scanning and digital / website re-use of copyright material including music

All UK schools hold a CLA (Copyright Licensing Agency) schools’ license, an NLA (Newspaper Licensing Agency) schools’ license and an SPML (School Printed Music License).

These licenses are paid for by the DfE and the costs then recouped by the DfE from the Local Authorities (LAs). The licenses permit schools to copy and reproduce extracts from digital and print publications on behalf of the copyright owners – authors, publishers and visual artists. This includes electronic, online or print versions of books, journals and magazines, websites, press cuttings or documents supplied by a licensed third party. Please note: this does not include copyrighted images and photos found on the web, for which permission to use needs to be sought separately.

The CLA collects data from schools on an ongoing basis, and targets 30 LAs per year (10 LAs per term). This data is not used to “catch schools out” or to reprimand them for the materials they are copying or reproducing. It is purely an exercise to understand which publications schools are using and the quantities they are copying, so the money generated from the license fees can be accurately passed back to the appropriate authors, publishers and visual artists.

Due to the scale of the process, LAs are generally targeted roughly only every five years, and Hertfordshire has been selected as one of the LAs to be included in the data collection in the autumn term 2016.

Approximately 25% of Hertfordshire schools will be randomly selected to participate in the collection process, with schools from all phases being included. The data collection takes place across a period of 55 working days, with data collection points set up in each school so staff can quickly log what they are copying. Schools must collect data across the same nominated 55-day period.

Autumn Data Collection

The Copyright Licensing Agency is intending to conduct a data collection exercise in selected schools and academies in Hertfordshire during the autumn term 2016.

This will enable CLA to establish what is being photocopied / scanned and / or digitally re-used, and in what quantity, so that your licence fee can be fairly re-distributed, as royalties payments, to authors, artists and publishers of CLA licensed material you are using. It should be noted that your Licence now includes enhanced rights: in addition to the existing photocopying and scanning permissions, it now provides all schools with the permission to re-use paid-for digital material and website content. Further, the new Schools Printed Music Licence, which will be managed on behalf of Printed Music Licence Ltd exclusively by CLA, similarly provides schools with permission to copy printed music as does the NLA licence for newspaper copying.

In accordance with the current terms and conditions of the Licence, you are required, if requested, to participate fully in any such data collection exercise.

If your school/academy is selected, you will receive an explanatory letter from CLA in June, followed by a contact and visit from their staff who will explain the procedures involved. CLA is aware of teacher workload issues affecting all schools and has refined their procedures accordingly. Staff complete an extremely quick and simple recording procedure for photocopied and scanned material and/or follow a web based logging procedure to record re-use of digital material. Music staff will be required to follow a separate, but equally simple procedure to record the copying of printed music. All installation, collecting and collating is carried out by CLA staff. Note that the latter are DBS checked but that they will have no direct contact with children and would expect to be escorted to any satellite photocopiers as appropriate.

The data collection exercise will begin as soon as possible after the start of the term and last for 55 working days only.

It should be noted that this is not a policing operation (though schools will want to ensure they have the appropriate licence). The re-distribution of fees as royalty payments is the reason for the exercise.

Selected schools/academies should direct any questions to the CLA Sector Coordinator for Schools, Mike Gray on 01777 702721.

DfE Copyright Factsheet

This fact sheet provides information for maintained schools, academies and local authorities on copyright licensing in schools for 2015-16.