Obtaining Permissions and Releases

The author or volume editor is responsible for obtaining all necessary permissions to adapt or reprint materials from other sources. As the author, you are responsible for any fees or associated expenses. We encourage you to contact your acquisitions editor to discuss any issues or questions related to permissions.

Permission is needed to use the following copyrighted work:

  • Long prose passages (whether a single citation or several shorter quotations from a single work). Generally, up to approximately 250 words can be used without obtaining permission from the copyright holder. (Note: A credit line is, of course, still necessary.) If the passage(s) you are borrowing exceeds 250 words or is a significant portion (roughly, more than 10 percent) of the original work, you must obtain permission from the copyright holder to use it.
  • Any passage from a play.
  • Any excerpt from a poem.
  • Any excerpt from a song.
  • Any table, diagram, exhibit, photograph, or illustration that you wish to duplicate or adapt. Your permission request letter should stipulate whether you are reproducing or adapting the original work. You have made an adaptation when you use material from another source and make minor changes to it—for example, you omit one column from a table and/or add another to it. The key to recognizing an adaptation is that most, but not all, of the original material (including its visual presentation) will be identical in your version.
  • If there is a question as to whether permission is needed to use materials from another source, it is best to err on the side of caution and obtain permission from the copyright holder.

Permission is NOT needed for the following:

  • If you are citing data from another source—for example, you created a table that incorporates data originally published in the text of an article in a journal—you do not need permission. Be sure, however, to give credit to the source by including a reference or source note such as "Data from _____________."
  • Material that is developed by a government agency.

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When and How to Request Permission from Copyright Holders
You will need to request permission as soon as possible after your manuscript is complete. It sometimes takes several weeks to get a response from the publisher holding the copyright.

You may copy, adapt to suit your needs, and/or put on your own letterhead HAP's Permission Request Form. If you are filling out a form from another publisher to request permission, be sure to ask for nonexclusive world rights for all languages, formats, media, and editions.

It is often helpful to send along a photocopy of the material, copied from the original source, that you are seeking permission to use. If you have made an adaptation, the copyright holder will likely want to know how you have adapted the original material; attaching a copy of your adaptation may facilitate the granting of the permission. In addition, the publisher will probably want to know the tentative title of your book, the approximate number of pages, the expected print run, and the proposed date of publication. Your editor can provide you with that information.

When you receive your responses from the copyright holders

1. Type the stipulated credit line (exactly as requested by the copyright holder) on the manuscript page that contains the borrowed material.

2. On the correspondence that you receive from the copyright holder, write identifying information that will tell us to what the permission applies (e.g., Figure 3.2; chapter opening quote in Chapter 8).

3. Make copies of your correspondence for your permanent files (if your book goes into subsequent editions, you may not need to request permission again).

4. Send a copy of your request letter and the original of the response to us for the book's permanent permissions file.

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Handling Cases and Proprietary Information
If your manuscript includes information that could be considered proprietary (e.g., cases citing actual hospital data or budgetary information) or libelous (e.g., description of actions or events involving identifiable individuals or organizations), you will need to obtain a release from liability from the individuals or institutions involved. To do this, you may use HAP's Release Form. Please submit your signed releases when you send the final version of your manuscript to HAP.

Unpublished Quotes
If you use an unpublished quotation and attribute it to a specific person—for example, a colleague or client—you must obtain a signed release from that person; an e-mailed approval is acceptable. An example of appropriate wording to use in your request for approval is provided in HAP's Quotation Approval Form.

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Permission Request Form
Click here for a printer friendly version.



I am writing to request permission to reprint the following material from your publication:

[Author, title, date of publication]
[Pages on which material appears or other
identifying information]

This material is to appear as originally published [or with changes or deletions noted] in the following work, which Health Administration Press, a division of the Foundation of the American College of Healthcare Executives, is currently preparing for publication:

[title], [authored/edited] by [name]. The book is scheduled to publish in [month, year] in [hardcover/softcover] and will be approximately [XXX] pages long. [Additional remarks, if needed]

I am requesting nonexclusive world rights to use this material as part of my work in all languages, formats, media, and editions.

If you are the copyright holder, may I have your permission to reprint the material described above in my book? Unless you request otherwise, I shall use the conventional scholarly form of acknowledgment, including author and title, publisher's name, and date.

If you are not the copyright holder, or if for world rights I need additional permission from another source, will you kindly so indicate?

Thank you for your consideration of this request. A duplicate copy of this letter is enclosed for your convenience.


The above request is approved on the conditions specified and on the understanding that full credit will be given to the source.

Approved by:


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Release Form
Click here for a printer friendly version.

The undersigned, as an authorized representative of _______________________, (organization/individual/same)
approves of the identification of (its/his/her) (organization/person) in the book,

__________________________________, (written/edited) by _____________________ (title of book) (author/editor name(s)) for publication by Health Administration Press, a division of the Foundation of the American College of Healthcare Executives (hereafter Foundation). The undersigned warrants proprietary rights of the said (organization/individual) and that the Foundation will be held harmless and indemnified against any claim of proprietary rights or otherwise unlawful or injurious matter.

It is also understood by the undersigned that there will be no compensation in the form of payments or royalties to the said (organization/individual) resulting from the promotion and sale of this book.






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Quotation Approval Form
Click here for a printer friendly version.

Dear :

I used the following quote(s) in my upcoming book entitled __________________________, which is scheduled to be published by Health Administration Press (HAP) in _____(month/year)__.

HAP has asked that I confirm the accuracy of the quote(s) and obtain written approval from you to use your words. Please edit the quote(s) as you see fit and indicate your approval by signing below. Please return the signed copy to me at ___________________________________________ or you may fax it to me at ______________________________________.

Please be aware that HAP may edit your quote for grammar, style, or length.

Please call if you would like to discuss any issues related to use of the quote(s). Thank you.

Sincerely yours,

My signature below indicates my approval to use the quote(s) as described in this letter.

Name, Date

Credentials, title, organization for inclusion with quote. HAP may edit for grammar, style, and length.

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