Correspondence and Copying

1.100 CORRESPONDENCE AND COPYING

1.110 The Correspondence Center

Secretarial assistance is available for all faculty in the Correspondence Center . Administrators also may use the service by making arrangements with the Coordinator of the Correspondence Center . The Correspondence Center is located in the basement of Duke Memorial Hall and is open from 8:30 a.m. to 5:00 p.m., Monday through Friday. All work must be submitted to the receptionist in the Correspondence Center who will enter the work into the logbook. Materials may be left in the box on the door of the Correspondence Center after regular hours but confidential memoranda as well as test and examination questions must be delivered to the Correspondence Center in person and marked "confidential."

Secretaries are instructed to follow a first-come, first-served policy and to give priority to typing course syllabi and test and examination questions before correspondence, abstracts, or other departmental items. Requests for typing should be submitted at least forty-eight (48) hours in advance (minimum turnaround time) with more lengthy advance notice for sizeable jobs. Jobs requiring both typing and copying (see below) should be submitted at least seventy-two (72) hours in advance (minimum turnaround time). Every effort will be made to complete work by the date requested; any work not completed on the date requested, because of unavoidable circumstances, will be given first priority the next day. Priority and other special requests must be discussed with the Coordinator of the Correspondence Center .

The Correspondence Center cooperates with the Mail Room and Print Shop in the use of equipment located in the basement of Duke Memorial Hall. Charges for typing, the use of the photocopier in the Correspondence Center , and for work completed by the Print Shop are made to academic departments, administrative areas, or individuals, as indicated.

The Correspondence Center does not distribute personal mailings or mailings from outside groups to faculty or staff. Exceptions may be made by the President. "Advertising" may be posted on designated campus bulletin boards.

1.120 Copy Service

The Print Shop offers high speed duplicating services to all faculty, staff and student organizations. Copy items should come through the Correspondence Center where they are logged and assigned a Job Order Number. Jobs will be billed to the appropriate department or organization number you provide.

We require a 24-hour turnaround time on job requests. During the first two weeks of the semester as well as two weeks before school starts we ask for 48 hours notice. Exceptions to these time frames may be considered on a special request basis.

Some of the services we offer include folding, binding (both comb 10 - 112 sheets and glue  up to 125 sheets), hole punching, and cutting to various sizes. We require that set ups for post cards or items with multiple copies on one sheet come to us camera ready. We do not copy directly from books. Please submit clean originals on white paper when requesting copies or check with us to see if we have an original on file.

1.130 Copyright Policy

When copyrighted material is reproduced by any means, the College faculty and staff are expected to adhere scrupulously to federal copyright laws as revised by Congress in 1976 through Public Law 94-553, effective January 1, 1978, and as subsequently amended. Copy permission is never needed for material after its copyright has expired nor for government publications, which are not copyrighted.

Within any calendar year, a library may request from another library reproduction of not more than five copies of any article or articles published in a given copyrighted periodical during the five years prior to the date of the reproduction request, and not more than five copies of a small excerpt from a given larger copyrighted work, other than a periodical. The library supplying the copy for interlibrary loan purposes may not fulfill a copy request unless the request is accompanied by a representation of the requesting entity that it has been made in accordance with these guidelines, and the requesting entity must maintain records of all requests it has made for copies of material that comes within the guidelines. All such records must be retained at least until the end of the third complete calendar year after the end of the calendar year in which the request was made.

In addition, a library may make a copy of (1) an unpublished work for the purposes of preservation and security, (2) a published work for the purposes of replacement of damaged copies if a replacement cannot be obtained at a fair price, and (3) an out-of-print work that cannot be obtained at a fair price.

Finally, at the request of the user, a library may make a copy from its collection of no more than one article or other contribution to a copyrighted collection or periodical collection, or a copy of a small part of any other copyrighted work, if the copy becomes the property of the user and the library has no notice that the copy will be used for any purpose other than private study, scholarship or research. The library must display prominently, at the place where copy orders are accepted, and include on its order form, the warning required by the Register of Copyrights as set forth at 37 C.F.R. S 201.12. Any reproduction by a library pursuant to any of these guidelines should include the statutory notice of copyright.

When copyrighted material is reproduced, by any means, the College employees are expected to adhere scrupulously to federal copyright laws as revised by Congress in 1976 through Public Law 94-553, effective January 1, 1978, and as subsequently amended. Under copyright laws, a teacher may make a single copy for use in scholarly research, in teaching, or in preparation for teaching a class, of a chapter from a book; an article from a periodical or newspaper; a short story, short essay or short poem whether or not from a collected work; a chart, graph, diagram, drawing, cartoon or picture from a book, periodical or newspaper.

Multiple copies, which are not to exceed one per pupil in a given course, must include a notice of copyright and must meet tests of brevity, spontaneity and cumulative effect. A teacher may make multiple copies, for classroom use only, of a complete poem, if it is shorter than 250 words and printed on not more than two pages; an excerpt from a longer poem, if it is shorter than 250 words; a complete article, story or essay, if it is shorter than 2,500 words; an excerpt from a prose work, if it is shorter than 1,000 words or ten percent of the work, whichever is less; one chart, graph, diagram, drawing, cartoon or picture per book or periodical; and excerpts from children's books no more than two pages in length, comprising no more than ten percent of the entire text. The copying must be at the instance and inspiration of the individual teacher.

However, a teacher may not make such multiple copies for class use if planning ahead for a course allows time for copyright clearance, nor may the same item be repeatedly duplicated by the same teacher from term to term. Moreover, a teacher may not make multiple copies of a work for classroom use if it has already been copiedfor another class in the same institution; make multiple copies of a short poem, article, story or essay from the same author more than once in a class term, or from the same collective work or periodical issue more than three times a term; make multiple copies of works more than nine times in a class term; make a copy of works to take the place of an anthology; or make a copy of "consumable" materials, such as workbooks.

The College encourages its faculty who intend to use duplicated materials in the classroom to plan work sufficiently in advance so that permission from copyright owners may be secured. Letters to copyright holders requesting permission to duplicate must include exact and complete information, as follows:

1. Title, author and/or editor, and edition of materials to be duplicated;
2. Exact material to be used, giving amount, page numbers, chapters, and, if possible, a photograph of the material;
3. Number of copies to be made;
4. Use to be made of duplicated materials;
5. Form of distribution (classroom, newsletter, etc.);
6. Whether or not the material is to be sold; and
7. Type of reprint (ditto, photocopy, offset, typeset).

Sample letters requesting permission to duplicate copyrighted material are available in the Correspondence Center .

The Copyright Revision Act of 1976 also repealed the not-for-profit exemption for public performances of musical works, and the definition of "public performance" was greatly expanded. Under the new law, the author's consent is required and royalties must be paid for the public performance of all musical compositions. The law applies to live performance by musicians as well as to the playing of phonographic records or tapes. However, certain limited exemptions were made in connection with the public performance of non-dramatic musical compositions, e.g., (1) face-to-face teaching activities in a classroom or similar place devoted to instruction, (2) instructional broadcasting, (3) religious services, (4) other performances where there is no admission charge and where performers or organizers are not paid. Another general exemption for some uses of music is that "fair use" of copyrighted material is not an infringement.

To comply with the provisions of the Copyright Revision Act as applicable to musical compositions, Guilford College, along with other colleges, has entered into licensing arrangements with the three organizations representing the copyright owners of music, paying a flat rate fee, based on full-time equivalent enrollment, for the general performance of musical compositions covered by copyright (e.g., dances, coffee houses, sports events, dormitory record parties charging a small admission fee, noncommercial radio broadcasting, etc.), and a special fee for large concerts, based on performer fees, admission prices and seating capacity. College faculty involved in the performance of musical works may secure additional information about the new copyright provisions from the Business Office.

1.140 Software Copyright

Guilford faculty using computer software in their teaching or research should be aware of, and are expected to abide by, the licensing agreements and copyright laws pertaining to the programs and manuals which they use. Most computer programs are not only protected by copyright; they are usually sold under a licensing agreement as well. Licensing agreements can restrict the use of the software to a single machine. While the copying of such programs, in whole or in part, is often necessary and frequently desirable, it is only legal to do so on the licensed machine, and then only if the copies are to be used solely on that machine. Copyrighted computer manuals of course, are protected under federal copyright laws, as described above.

It should be noted, especially in the case of personal computers, that not all machines on the Guilford campus are licensed to run all programs owned by the College. If there is any doubt about the terms of the licensing agreement for any of Guilford 's computer software, a faculty member should check with the Computer Services staff to see if the proposed use conforms with the software license.