1. Course Pack Production and Compilation of Digital Reading Materials
Workshop on
Course Pack Production and
Compilation of Digital Reading Materials
HKIEd Library
Time: 13 Oct., 2015
Venue: e-Learning Studio, 1/F, MMW Library

2. Outline Background: License agreements between HKIEd and HKRRLS
Procedures of Course Pack Production at HKIEd
Integration of Library resources on Moodle
Q&A

3. Why Course Packs? Guaranteed and legitimate access to course materials
Saves students’ time and effort in locating and buying various types of course readings during the term, including book chapters, journal articles, electronic resources, etc.
Instructors are sure that the students have complete access to the course materials required

4. What Course Packs are about?
A copyright-cleared collection of readings extracted from various copyrighted and / or copyright-free sources
Types of Course Packs:
1. Paper Course Packs
photocopied extracts of book chapters, journal articles, etc.
2. Scan/Digital Course Packs
digitised copies of printed materials, e.g. book chapters, journal articles, etc.
electronic resources, e.g. e-books, e-journals, etc.

5. License agreements between HKIEd and HKRRLS
Starting in Jan 2013, the Library handles all course pack production at HKIEd in both paper and scan formats
Paper Course Pack (since Jan 2005)
since Jan 2005, HKIEd has entered into an agreement with the Hong Kong Reprographic Rights Licensing Society (HKRRLS)
covering paper course packs only
handled by the City University Press until Dec 2012
2. Scan/Digital Course Pack (from Jan 2013)
starting in Jan 2013, a licence on Scan Course Pack has been added to the licence on Paper Course Pack production

6. Paper Course Packs vs Scan/Digital Course Packs
Delivery format
Paper-based copy in bound volumes
Digital files to be accessed on Moodle
Cost
Production cost
Photocopying: $0.3 per page
Binding: $15 per copy
Copyright licence fee
$0.65 (2015) or $0.7 (2016) per page charged by HKRRLS
Varied charging schemes from other copyright agents or owners
Administration fee ($10 per copy)
Administration fee ($10 per course user)
Number of copies to be charged
Number of copies to be produced:
Based on the number of students opting to buy course packs
+ copies for all instructors
Number of students enrolled in the course
+ all instructors

7. How much does a Course Pack cost?
A typical paper course pack with ~100 pages will cost around HK$120
Actual amount depending on various factors, e.g.
Paper or Scan/Digital Course Pack
Number of pages of copyrighted materials
Involving any non-regular copyright clearance items / fees

8. Library Website on Copyright and Course Pack Production http://www.lib.ied.edu.hk/course_pack

9. Library Website on Copyright and Course Pack Production Charging Schemes Details (Staff Access Only)

10. Important points to note
Course packs must be used for HKIEd courses only
To be used by HKIEd students and instructors of relevant courses only
Each course is limited to one course pack only
A minimum of 10 copies is required for each order of Paper Course Packs

11. Important points to note
Restrictions applied to the amount that can be extracted from each copyrighted work included in a Course Pack
e.g. one article per journal
one chapter or 10% per book
No Course Pack can contain more than 30 copyrighted works
Textbooks and consumables (e.g. worksheets, exercises, assignments, etc.) with copyrights cannot be included in the Course Pack
Instructors should consider making use of Library’s existing electronic resources in compiling their course reading materials

12. Can I distribute extra readings to students AFTER producing the Course Pack?
Yes – if this is covered by the exemptions provided in the Hong Kong Copyright Ordinance, in particular, Section 41A on fair dealing for purposes of giving or receiving instruction

13. Do we need to clear copyright for all readings included in the Course Pack?
Not necessarily – because they may be:
Copyright-free materials
Copyright owned by the instructor or HKIEd
Copyrighted materials from electronic resources subscribed by the Library with provisions for course pack inclusion
Copyrighted materials that are not covered by any licensing bodies (fair dealing applies)

14. Can we mix copyrighted and copyright-free contents in the same Course Pack?
Yes, a Course Pack can contain both copyrighted and copyright-free materials
After receiving the list, Library colleagues will identify the following for copyright clearance:
copyright-free materials
copyrighted materials that HKIEd Library has already paid license fees
copyrighted materials that we need to pay copyright fees to the licensing bodies, etc.

15. Procedures of Producing Course Packs at HKIEd

16. Who can make the request and how much time is needed?
Must be requested by the course instructor through his / her Department;
Requests must be made at least two months before the Course begins

17. How to make the request?

18. Section B for Guidelines and Workflow

19. Request Forms

20. Paper Course Pack - Key Steps for Instructors & Departments:
At least 6 weeks before the term starts
Instructors send Forms A1 & A3  via Department  Library
NOTE: Form A3 should be sent in soft copy
Use Form A2 instead of A1 if copyright clearance is not required
The Library may contact the instructors if necessary during copyright clearance:
e.g. Library has already subscribed to the copyrighted works
exceeding allowed amount of copyrighted materials
copyright clearance cannot be obtained
extra fees involved, etc.

21. Paper Course Pack - Key Steps for Instructors & Departments:
At least 4 weeks before the term starts
Instructors:
Sends a clean copy of the materials to Library
(see B.7 of the Guideline and Workflow for required format)
The Library:
After receiving the clean copy and finished clearing copyright, the Library will send a “dummy course pack” to instructor
Costing with breakdowns will also be sent to the instructor and the Department
Check and make any necessary amendments or complete Form A4 to confirm.

22. Paper Course Pack - Key Steps for Instructors & Departments:
Ordering Instructions for Students
Given by instructors during the first lecture
Order to be placed within the first two weeks of the term
Payment to be made by Octopus using OPM (Octopus Payment Machines)

23. Paper Course Pack - Key Steps for Instructors & Departments:
IMPORTANT: Instructors must warn students that:
Nobody (including the instructor) is allowed to lend Course Packs to others for photocopying or to re-sell their Course Packs
Fees paid for the Course Packs by the students are not refundable

24. Paper Course Pack - Key Steps for Instructors & Departments:
Payment – within the first 2 weeks of the term
Students
Pay by Octopus using OPM (Octopus Payment Machines) at Block B2 / B4 / Learning Commons at Block C
Submit the OPM receipt to Departmental Office as proof of payment
Departmental Offices:
Collect the receipts
Record the receipt numbers, and
Sign on Form A5

25. Paper Course Pack - Key Steps for Instructors & Departments:
Confirming with the Library the number of copies to be produced:
After collecting fees, Departmental Offices inform the Library:
Total number of copies to be produced, i.e.
number of students submitted paid receipts
+ number of copies for staff to be charged to the Department
Expected time of delivery
If the Course Packs are to be distributed at TKOSC (Tseng Kwan O Study Centre Learning Commons), Departmental offices should inform TKOSC Office directly.

26. Paper Course Pack - Key Steps for Instructors & Departments:
Course Pack production and pick up
After confirming the contents and the number of copies to be produced, the Library will start production of course packs
Production will normally take at least 5 working days
Departmental Office will arrange pick up of the course packs from the Library after receiving notice from the Library

27. Paper Course Pack - Key Steps for Instructors & Departments:
Course Pack distribution
Departmental Office will inform Instructors and students to pick up the Course Packs at Departmental Office or TKOSC within a designated period
Students should sign on Form A5 after collecting a copy of the Course Pack

28. Paper Course Pack - Key Steps for Instructors & Departments:
Sending of Form A5 and Octopus receipts to FO:
After students have picked up the Course Packs, Departmental Offices will send the completed Form A5 together with all the original Octopus receipts to Finance Office.
NOTE:
Costs for the copies for instructors and examiners will be charged directly to the Department’s account
Departmental Offices should advise on Form A5 the charging code with endorsement by the respective budget holder

29. Paper Course Pack - Key Steps for Instructors & Departments:
Special Requests: late orders after the first two weeks
Students who have not placed order for the course pack initially but wish to place order within 30 calendar days from the first day of course for which the Course Pack is used, they may approach the relevant Departmental Office who would then contact the Library
A minimum of 10 copies is required for each order
Library will try to accommodate urgent dispatch or collection requests but extra costs may be incurred

30. Production of Scan/Digital Course Packs
The request and ordering procedures are similar to those for the Paper Course Pack production discussed above
The major differences are:
Licence fee will be charged for ALL course participants and instructors
Library will not charge production fee but will charge administration fee for each Course Pack user
NOTE: Forms B1 to B5 should be used instead of A1 to A5.

31. Paper Course Packs vs Scan/Digital Course Packs
Delivery format
Paper-based copy in bound volumes
Digital files to be accessed on Moodle
Cost
Production cost
Photocopying: $0.3 per page
Binding: $15 per copy
Copyright licence fee
$0.65 (2015) or $0.7 (2016) per page charged by HKRRLS
Varied charging schemes from other copyright agents or owners
Administration fee ($10 per copy)
Administration fee ($10 per course user)
Number of copies to be charged
Number of copies to be produced:
Based on the number of students opting to buy course packs
+ copies for all instructors
Number of students enrolled in the course
+ all instructors

32. Find out more on Course Pack Production on the Library Website at
Presentations and video recordings of previous Library workshops on compilation of course packs and reading materials are available at