CAUL Hot Topic Copyright monitoring: Swinburne’s experience Derek Whitehead University Copyright Officer

Background Now 37 out of 38 universities have a CAL sampling agreement – Copyright Act, Part VB Every 5 years or so parts of your university will have to record all photocopying Electronic copying and communication is deemed to be centralised In most universities the library is closely involved Processes are evolving – the deal goes to Dec 2007

Monitoring – How it Works Particular academic units are selected for monitoring Administrative areas may be included or not Both hard copy and electronic, or electronic only University must appoint a university representative and copyright monitoring coordinators “perhaps a senior administrative officer” - or not A C Nielsen does the survey Field auditors collect forms and provide advice

Monitoring – More on How it Works Detail on forms must be full and complete or they are returned There is an amnesty for the duration of the survey Instructions are very detailed –The timetable –Guidelines to Staff, copying record forms, monitoring reminder signs and notices are all specified –Content of training sessions

Swinburne context Swinburne 2002 – 9980 EFTSUs (Higher Education), 15,700 FTE (TAFE), 839 FTE (staff) – 40,000 in all. Located in 5 campuses in Melbourne’s east Copyright Office is small Late move from record keeping to sampling Notified of sampling by A C Nielsen on 18 July 2002 Training was held in late September

Establishing parameters Sampling period 7 October – 29 December 2002 Both hard copy and electronic use system Areas selected –3 academic organisational units –Libraries –Central print service –ALL central administration areas at all campuses TAFE was also added, later

Set up process Problems Which TAFE departments? (there are 17) Most TAFE departments operate across most of the five campuses Units which collect information are small and overlap with others – shared photocopiers, combined copier/printer/faxes Nominating, training and responding to questions from about 70 coordinators The time of year is complex and stressful

Electronic Use System Monitors “centres” only – any area providing a central resource or facility for electronic copying and communication. At Swinburne: two campus libraries Data required for EUS spreadsheet has 21 fields It comes from several sources – library catalogue, publisher databases, university statistician, the copied files themselves Some fields fairly meaningless

Electronic use system: issues Excel spreadsheet not user friendly Most of our copying was “anniversary” communication Separate lines record copying and communication Needed to add additional fields which were later stripped out (staff name, subject code) Incidental artistic works were a problem Some fields – course pack, intended audience, copied for, number of copies, material type.

Photocopying: issues Problems with shared photocopiers Role and responsibilities of field auditors Hi tech photocopiers with complex counting mechanisms Problems in areas with lots of sessional and part-time staff Overcoming staff resistance and negativity

What we learned EUS would be a problem if there were more records EUS needs rethinking – as a database – with consideration of the fields Field auditors lines of communication were very convoluted Training staff, especially sessionals, was difficult TAFE needs to be incorporated into monitoring systematically Photocopier training would be good too