Use more than 25% of a publication or more than 50 pages or more than 25 images

You wish to use more than agreed within the Easy Access agreement for your educational purposes? You will then be subject to the conditions for the use of long excerpts.

The use of long excerpts requires (annual) prior permission from the copyright holder and the payment of a fee.

Please note: this also applies to works created by your colleagues or your own work in cases where this work has already been published and the copyright has been transferred to the publisher.

The following options can be used to obtain permission and arrange payment:

  • Apply through the online portal of UvO
  • Request permission from the rights owners and negotiate the fees yourself
  • Rights owners already stated reuse options and conditions on the document or their website (for example through CC licenses that allow reuse and don't require fees)

Your school will have to pay additional fees for the use of long excerpts. Make sure to have such usage approved in advance by your team leader.

All of the long excerpts you use require notification to AIP (copyright information desk). This is used to compile a mandatory annual report (more information: see bottom of this page).

Use of long excerpts - prior permission

Permission for reuse of long excerpts can be acquired by registering on the Stichting UvO portal. 

Stichting UvO (Publishers' Association for Educational Licences) is a central executive body that handles requests, notifications and payments for the use of long excepts on behalf of the copyright holders. It should save you time because you do not have to contact all parties yourself.

 

Requests for the use of long excerpts must be submitted at least 10 days before the materials are used/published in BB. Since the introduction of the new scheme, you are no longer required to upload proof copies of readers (compilations of two or more texts). 

 

Each school can register usage through its own UvO login account. The amount of fees and confirmation of consent is visible in the portal. Requests for permission and payment of fees must be made annually.

 

Contact the Copyright Information Point (AIP):

- if you need the login details for your school;

- if you need help registering usage;

- if you have any questions regarding the use of long excerpts.

 

Direct permission of copyright holder

In some cases, you might also consider directly contacting the copyright holder to request their consent for usage. 

Please note: This does not apply to publishers due to the joint buyout arrangement with UvO.

However, you might want to consider this option in the case of businesses or institutions that produce reports, annual reports or manuals. You will then have to negotiate an equitable settlement, which can also be zero euros in some cases. For example, this can be the case if the copyright holder considers usage for educational purposes to be valuable.

 

If you will be negotiating a settlement for permission yourself:
  • make sure to reach clear agreements on the type of usage and usage period;
  • make sure that the agreements are recorded in writing, in the form of a letter, email or consent form;
  • archive these agreements and make sure the excerpt includes a statement (in the reader or in the file on the LMS) that permission has been obtained directly from the copyright holders;
  • such consent may be valid for either a fixed or indefinite period. If you intend to use materials for a period of several years, please take this into account when applying for permission.
  • when it contains more than 50 pages or more than 25% of a work, also report to AIP for annual UvO reporting (form)

Example request for direct permission of a copyright holder: 

Example how to link the permission with the item on the LMS:

Submitting statements to Stichting UvO

All universities of applied sciences report annually their 'other usage'. This contains details of all content reuse that has not been settled under the Easy Access agreement:

  • the use of long excerpts from publishers registered through the UvO portal;
  • long excerpts that are reusable because of a license (for instance Hanze Library content databases or Creative Commons)
  • applications for direct permission from copyright holders;
  • applies to both text and images (more than 50 images; more than 25 images from a single source; more than 10 images from a single creator).

AIP will send the report for Hanze UAS to UvO before April 1st each year. It is therefore important that you report your long excerpts to the AIP using the following form below: 

Other useful information

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