PERMISSIONS PROCESS FAQ

When should I start the permissions process?

As soon as possible. While the manuscript is the most important part of your book, photos and text excerpts can greatly enhance the final presentation. Securing permissions takes time, and if left until after the manuscript is complete, you risk delaying publication as well as the possibility of not being able to run photos, text excerpts, illustrations, and other items that would benefit your book.

I am editing a book with numerous contributors. When should I submit contributor names and contact information?

Please ask your Acquisition or Development Editor for our Excel spreadsheet (See Sample Contributor Spreadsheet or List), which is set up to help simplify this process. Instructions for easy use are included with the spreadsheet. It doesn't matter if the information comes to us piecemeal or in a completed list as long as the spreadsheet is used. But, please attend to this task as soon as possible. All signed releases are needed for publication.

The contract states that I am responsible for finding and securing all permissions. I'd like to use photos in my book—how do I get started?

Take advantage of the aids that Greenwood provides. Use the guidelines provided by your editor, including the Art Resource Guide and the sample request letters that cover text and illustration requests.

What are Greenwood's minimum permission grant standards?

It is the author's responsibility to obtain all necessary rights and permissions for all artwork and permissionable text excerpts used in the manuscript, unless otherwise contracted. Please obtain world rights, all languages, and all media, for the life of the product. You should also note that the work will be published simultaneously as a print and electronic product.

I've used the sample letter and the granting agency responded by saying I could have "one-time use." What does that mean, and what do I do?

"One-time use" generally means that the agency has granted permission to use the item in one format—e.g. the hardcover only. Greenwood can no longer accept permissions for one time use since we potentially need to use the books in a variety of formats: hardcover, e-book, perhaps a database, perhaps a paperback. Please contact the grants agency and request electronic rights for the item. When requesting electronic rights, use the term "electronic edition" or "electronic version" as opposed to "e-book." These more general terms will allow for a broader range of uses within the realm of electronic publishing.

The granting agency asks, "What is the print run?" What should I say?

Even though our print runs often end up in the 1000-2500 range, we need to request permission for a larger number to cover us in the happy circumstance of us having the go back for additional printings. The minimum print run requirement is 3000.

The granting agency asks, "What is the print run for the e-book?" What should I say?

While there is no print run for an e-book, 250 copies of the e-book would be sufficient.

In regard to electronic versions the granting agency asks, "How many users or "How many subscribers will have access?" What should I say?

Steer your answer away from users (agencies never ask for the number of potential readers of the print version) and focus on the number of purchasing libraries. Five hundred library purchases would cover us for all electronic versions.

The granting agency says I can have a "one year term." What should I say?

Please ask the agency to extend the permission to Greenwood's minimum term of five years. If the agency does not extend the term, you will need to consider replacing the image or text piece with something that provides a longer term or falls under fair use.

The granting agency asks for a URL. What should I say?

We recommend supplying the agency with Greenwood's main URL: www.greenwood.com. Via this URL, anyone can ultimately locate information about all forms of the book, and, if they have proper credentials, even access the content directly.

The fees seem overly high and my permissions budget appears to be in jeopardy of being exceeded. What do I do?

Call you editor right away. It is important for all of us to work within our established budgets. There may be a number of viable alternatives to pursue. For example, you might want to explore a public domain image or alternate (and less expensive) photo agencies for a similar image; you may want to paraphrase a text excerpt so that it falls within the range of fair use (for a listing of fair use/permissions parameters, please refer to the online Author Guidelines page at http://www.greenwood.com) In any case, discuss these issues with your editor as soon as they arise.

The granting agency states that electronic rights are not available. What should I do?

Unfortunately, you won't be able to use that material in your book. The economics of our program are built on publishing manuscripts in multiple formats. Publishing in print only would limit our markets considerably, which would negatively affect our income and your royalties. On top of that, it would introduce multiple intrusive (and therefore costly) steps into the production and distribution processes. If an agency won't make electronic rights available, contact your editor to discuss alternatives (see question above).

Who signs the permission agreement form?

Unless otherwise stated on the contract or on the release form, authors should sign the license form from the granting agency. Please be sure to save a copy of all agreements and related correspondence for our files.

Who pays for the permission?

Unless otherwise stated in the contract, authors should pay for the permission. Greenwood will reimburse submitted expenses, if contracted, soon after your manuscript is transmitted.

The permission states a copy of the book must be sent to them. Who takes care of this?

This is considered a permission payment and unless otherwise contracted, is the responsibility of the author. Arrangements can be made before publication to have copies sent and charged against royalties.

The granting agency states that they only control a portion of the rights (say, North American only). Is it necessary for me to contact the additional rights agencies?

Yes. All permissions must cover the Greenwood minimum requirements, even if that involves multiple agencies. We require World Rights for distribution purposes, since our books are sold throughout the world.

I've sent three requests to the rights holder and have received no response. Can I still use the material?

Maybe.... You need to do a couple of things. First, make sure to save the records of your attempts to contact the rights holder. These are important because they show a good faith attempt to secure the rights. Second, contact your editor to discuss the situation. A decision will be made based on the particulars of that case. All correspondence showing attempts should be sent to your editor for our files.

I'd like to use material from a book published in 1946, and I can't seem to determine who the rights holder is. Can I use this material?

Maybe.... You need to do a couple of things. Make sure you save the records of your research into determining the name the rights holder. This is important because the research shows a good faith attempt to secure the rights. A search of Amazon.com may help you to find the copyright holder, particularly if you have the ISBN number. If you have contacted the publisher listed and discovered that they are no longer the rights holder (oftentimes in cases likes this, the rights have reverted to the author), they need to inform you who to contact for the rights. Also, contact your editor to discuss the situation. A decision will be made based on the particulars of each case.

Do I need to request permission from a free Web site or blog?

Oftentimes, the answer is yes. Because information is transmitted for free does not necessarily mean it is not under copyright control. Check the Web site or blog for any indication of copyright information. For example, and while we strongly discourage its use, most of the articles on Wikipedia.com are considered in the Public Domain. If the information presented is copyrighted, Wikipedia will list the source at the bottom of the article, with a notice that permission is needed to reproduce. Not all websites are as thorough; check the terms and conditions of the site if you are unsure. Oftentimes, permission from a Web site will not include a fee but will require proper citation of the site. In any case, if you have questions, contact your editor.

Do I need permission to quote from my own previously published works?

This is what is called Courtesy Permission and this needs to be obtained from the original publisher of your work if the material quoted exceeds fair use. Although the original publication may be copyrighted in your name, the original publisher is likely to control the rights.

Can verbal permission be accepted?

Unfortunately, no. Permission is needed in writing. When the completed manuscript is submitted, all permission requests and letters granting permission should be included.