If you don’t own the copyright and your application doesn’t fall under fair use, you must obtain permission from the copyright holder(s) before using it.

TIP: The cost of obtaining permission, as well as amount of time it takes to secure copyright permissions can vary, so allow as much time as possible.

Remember that linking to web content or content licensed by the Carleton Library does not require permission. Use this method for delivering course readings and other digital content.

Otherwise, there are three basic steps to requesting permission.

Determine who owns the copyright • Contact the rights holder • Maintain good records • top ^

Determine who owns the copyright

This is often either the publisher or the author. Formal copyright registrations will list copyright owners.

For other media (images, music, films) see the University of Texas Libraries website for a helpful guide to Finding Owners and Getting Permission for information about finding copyright holders and collective rights organizations.

Contact the rights holder

Contact the rights holder directly

We have posted examples of a general permissions letter and a letter requesting permission to upload your work to the Carleton Digital Commons (our institutional repository).

For more detailed information, including templates of letters requesting permission, see Asking for Permission, by the Columbia University Libraries. Or consult Getting Permission: How to License & Clear Copyright Materials Online & Off by Richard Stim, available in Gould Library’s reference collection at KR3024 .C6 S75.

  1. First, determine who holds the copyrights. This is often either the publisher or the author. Formal copyright registrations (searchable at Copyright Catalog, 1978–Present and Copyright Renewal Registrations, 1950-1977) will list copyright owners.
  2. Contact the rights holder (if uncertain, start with the publisher, followed by the author or the author’s estate if necessary). Some publishers will then want you to establish a license or Memorandum of Understanding (examples can be found in Getting Permissions, listed above). Here are some sample letters to use when contacting rights holders.
  3. Keep good records permanently, including copies of all correspondence. Should you be challenged on your use of the material, these records will become essential. 

Companies that get permissions for you

  • The Copyright Clearance Center licenses print and digital works. The CCC maintains a database of available licenses that you can purchase. For works for which they do not already have a license, they will obtain one for you from the copyright holder unless they are unable to contact the copyright holder.
  • Musical works are generally licensed by ASCAP or BMI. Search the ASCAP repertoire or the BMI repertoire to see if they maintain the licensing rights for the work you wish to broadcast.

Maintain good records

Keep good records permanently, including copies of all correspondence. Should you be challenged on your use of the material, these records will become essential. For questions on maintaining records and data management, consider reaching out to Carleton’s Academic Technology team.