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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.
Date:
[Addressee]
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.
Sincerely,
__________________________________________________________________
The above request is approved on the conditions specified and on the
understanding that full credit will be given to the source.
Approved
by:
Date:
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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.
Signed,
___________________________________
Name
___________________________________
Title
___________________________________
Organization
___________________________________
Date
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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
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
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