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How to: Coursepack Reproduction Procedures

  1. Non-Copyright and Copyright Coursepacks
    1. Graphic Communications Center (GCC) receives coursepacks for reproduction from the faculty member or department. The faculty member or department completes a GCC Work Request Form.
      1. GCC logs in the Work Request Form. The quantity to be printed is determined from purchase orders received from subscribing retailers. If a coursepack is not listed on the purchase order (to verify that the retailers are aware that a coursepack exists) the retailer may be notified of the coursepacks existence either by fax or by phone.
    2. Number of Copies Reproduced
      Subscribing retailers, who have received the coursepack adoption information from the University Bookstore, contact GCC and order copies of specific coursepacks they want to sell in their stores. This is in addition to copies reproduced for the University Bookstore.
      GCC will reproduce and distribute coursepacks to all subscribing retailers. Copies will be distributed based on the date GCC receives the request. The number of copies reproduced typically will not exceed the number of students enrolled in the class. If enrollment has been met and a retailer orders additional copies, the retailer will be notified that sufficient copies have been reproduced. If the retailer still wants to place an order, it will be filled with the understanding that no returns will be accepted for this additional quantity.
      After GCC determines the quantity for printing from enrollments and retailer orders, the coursepack is reproduced per the instructions of the faculty member or department.
      1. GCC will return originals and any desk copies to the faculty member or department.
      2. Reproduced coursepacks are picked up by retailers.
    3. Returns
      GCC will accept returns of all unsold coursepacks and will refund reproduction costs only on up to ten (10) percent of the original order of each individual coursepack, if there has not been a reorder. In the event of a reorder, GCC will refund ten percent of the reorder (reproduction cost only). For orders exceeding enrollment numbers or orders placed after the return date, no reproduction cost refunds will be given on said quantity. GCC will attempt to have the copyright clearance fee waived on all returned copyright materials. Should the publisher/copyright holder not waive the copyright clearance fee on the returns, the University Bookstore or subscribing retailer will be responsible for that charge.
      GCC will notify retailers two weeks in advance of the date that all coursepacks must be returned to GCC.
  2. Coursepacks Requiring Copyright Clearance
    GCC is responsible for obtaining copyright clearances on all coursepacks it reproduces (see Copyright Clearance Procedures).
    1. If a problem occurs during the copyright clearance process, GCC will inform the faculty member or department.
    2. If a faculty member or department indicates that they have received copyright clearance for a coursepack, a copy of the clearance must accompany the material before it is reproduced.
    3. Once copyright clearance has been received, coursepacks are reproduced according to the faculty member or department's instructions. Quantities are based on enrollments and retailer orders.
    4. Copyright fees are added to the reproduction costs.
    5. After reproduction GCC will return the original and any requested desk copies (at no charge) to the faculty member or department.
    6. Subscribing retailers who have received the coursepack adoption information from the University Bookstore should contact GCC and order copies of specific coursepacks they want to sell in their stores. GCC requests copyright clearance for the total number of requests from the subscribing retailers and the University Bookstore.
  3. Reorders
    All retailers must contact GCC directly for reorders by fax, e-mail, or phone.
  4. Copyright Clearance Obtained by Departments
    Faculty members or departments occasionally have cleared copyrighted materials included in their coursepacks. These materials are accompanied by a letter from the publisher or copyright holder with permission to copy. This permission letter is to be kept on file in the GCC office. The faculty member or department will inform GCC if there are copyright fees to be included in the reproduction costs. Since the faculty member or department has requested permission for a specified number of coursepacks, there can be no coursepacks reproduced beyond that quantity without approval of faculty or department.


updated August 2009