Course Pack
Production at
HKIEd
HKIEd Library
20 Jun 2013
Outline
Background
Procedures
for Course Pack
Production at HKIEd
Q&A
This Powerpoint is Based on The HKIEd
Course Pack Web Site
http://www.lib.ied.edu.hk/course_pack/
Background
Why Course Packs?
 Instead
of asking students to buy
one or a few textbooks; or asking
students to find a book chapter
from a different book in the Library
every week, we can produce a
Course Pack – a copyright-cleared
collection of readings extracted
from various copyrighted and / or
copyright-free sources
Is this a New Concept?
 Course
Pack has not been popular in
HKIEd but it is definitely not new to us …

It's been around for over 8 years when
HKIEd entered into an agreement with the
Hong Kong Reprographic Rights Licensing
Society (HKRRLS) in Jan 2005
Latest Developments
 Before
2013, only paper course packs
were produced and they were handled
by City Univ Press
 Beginning
Jan 2013, the Scan Course
Pack option has been added to paper
course pack production; and HKIEd
Library is now handling the course pack
production for HKIEd
In a Nutshell …
1.
Paper Course Pack

2.
A Paper Course Pack is a compilation of
photocopied extracts of Licensed Materials
designed in advance to be used in support of
a course of study.
Scan Course Pack

A Scan Course Pack is a compilation of
extracts of Licensed Materials for scanning in
the form of scan copies designed in advance
to be used in support of a course of study.
Important Differences: Paper
vs Scan Course Packs
1.
Paper Course Pack



Cost = production cost + copyright fee
(licensing bodies) + administration fee
(Library)
Delivery Format = paper copy
We only produce the number of copies
based on the number of students who
want to buy the paper course pack; some
students may choose not to buy it
Important Differences: Paper
vs Scan Course Packs
2.
Scan Course Pack



Cost = production cost + copyright fee
(licensing bodies) + administration fee
(Library)
Delivery Format = digital files on Moodle
Number of student copies of Scan Course
Packs to be charged = the number of
students enrolled in the course
How Much does a Course
Pack Cost?
A
typical paper course pack with ~100
pages will cost around HK$110 in 2013
 Actual
Amount depending on various
factors. E.g.



Paper or Scan Course Pack?
Number of pages of copyrighted materials
Involving any non-regular copyright
clearance items / fees?
http://www.lib.ied.edu.hk/info/forms/staff/CoursePack/charging.html
Charging Schemes Details
(Staff Access Only)
Important Points to Note
 These
Course Packs must be used for HKIEd
courses for HKIEd students and instructors of
the relevant courses only
 Only
one Course Pack for one course and
each Course Pack cannot contain more
than 30 copyrighted works
A
minimum of 10 copies is required for each
order
Important Points to Note
(Cont'd)

Restrictions applied to the amount that can be
extracted from each copyrighted work included
in a Course Pack

Textbooks and consumables (e.g. worksheets,
exercise, assignments, etc) with copyrights
cannot be included in the Course Pack

Instructors should consider making use of Library’s
existing electronic resources in compiling the
course reading materials
Can I distribute extra readings to
students AFTER producing the
Course Pack?
 Yes
– if this is covered by
the exemptions provided in
the Hong Kong Copyright
Ordinance (in particular,
Section 41A Fair dealing for
purposes of giving or
receiving instruction)
Do we need to get Copyright
Clearance for All Readings Included in
the Course Pack?
 Not




necessarily – because they may be:
Copyright-free materials
Copyright owned by the instructor or HKIEd
Copyrighted materials from electronic
resources subscribed by the Library with
provisions for course pack inclusion
Copyrighted materials that are not covered
by any licensing bodies (fair dealing applies)
Can we Mix Copyrighted and
Copyright-free Contents in the
Same Course Pack?

Yes, a course pack can contain both
copyrighted & copyright-free materials in the
same package

After receiving the list, Library colleagues will
sort out which are copyright-free materials,
which are copyrighted materials that HKIEd
already has paid license, which are
copyrighted materials that we need to pay
copyright fees to the licensing bodies, etc.
Procedures of Producing
Course Packs at HKIEd
Who can request and How
Much Time is Needed?
 Must
be initiated by the course instructor
and requested through his / her
Department
 Requests
must be made at least two
months before the Course begins
How to Make the Request?
Get all the Forms and Instructions from the “Copyright
and Course Pack Production” link in the Library web site
Section B for Guidelines and Workflow
Request Forms
Key Steps for Instructors &
Department (Paper Course Pack):

At least 6 weeks before semester

Instructor completes Forms A1 & A3  via
Department  Library (A soft copy of A3 must
also be sent to Library)
[NOTE: if no copyright clearance required, complete
Form A2 instead of of A1 & A3]

Library may contact the instructor if necessary
(e.g. Library already has subscribed to the
copyrighted works, exceeded allowed amount
of copyrighted materials, copyright clearance
cannot be obtained, extra fees involved, etc)
6
Weeks
Key Steps for Instructors &
Department (Paper Course Pack):

At least 4 weeks before semester


Instructor sends a clean copy of the materials to
Library (see B.7 of the Guideline and Workflow for
required format)
After receiving the clean copy and getting
copyright clearance finished, the Library will send
a “dummy course pack” to instructor. The
instructor should check and make any necessary
amendments or complete Form A4 to confirm.
Costing with breakdowns will also be sent to the
instructor and the Department.
4
Weeks
Key Steps for Instructors &
Department (Paper Course Pack):
 Ordering
by Students

First Lecture – Instructor
informs students about
the course pack, its unit
price and order instruction

Student Orders the Course
Pack by filling Form A5 at
department office
Key Steps for Instructors &
Department (Paper Course Pack):
 NOTE:
Instructors must warn students
that:
 Nobody (including the instructor) is
allowed to lend Course Packs to
others for photocopying or to re-sell
their Course Packs
 Fees paid for the Course Packs by
the students is not refundable
Key Steps for Instructors &
Department (Paper Course Pack):

Payments – within the First 2
Weeks of Semester

Student Pays by Octopus using
OPM (Octopus Payment Machines)
at Block B2 / B4 / Learning
Commons at Block C

Students must submit the OPM
receipt to department office as
Proof of Payment; Departmental
Staff collects the receipt and
records the receipt number and
signs on Form A5 for each order
Key Steps for Instructors &
Department (Paper Course Pack):
 Confirming

After the Department finishes collecting fees,
Departmental Staff should inform the Library
1.
2.

Number of Copies
Total number of copies to be produced (#
paid receipts from students + # copies for
staff to be charged to the Department); and
Expected time of delivery.
If the Course Packs will be distributed at
TKOSC, the Department should inform
TKOSC Office directly
Key Steps for Instructors &
Department (Paper Course Pack):
 Course
Pack Production and Pick Up

Production will normally take at least 5
working days after both the contents and
number of copies are confirmed

Department Office will arrange the pick up
of the course packs from the Library after
getting the notice from the Library
Key Steps for Instructors &
Department (Paper Course Pack):
 Course
Pack Distribution

Department Office will inform
Instructors and students to pick up
the Course Packs at Department
Office or TKOSC within a designated
period

Students should sign on Form A5
after collecting a copy of the
Course Pack
Key Steps for Instructors &
Department (Paper Course Pack):

Final Steps

After students pick up all Course Packs,
Department Office will send the completed Form
A5 together with all the original Octopus receipts
to Finance Office.

NOTE: costs for the copies for instructors and
examiners will be charged directly from the
Department’s account. Department Office
should advise on Form A5 the charging code
and have endorsement from the respective
budget holder
Key Steps for Instructors &
Department (Paper Course Pack):

Special Requests

Late Orders after the First Two Weeks
If there are a small number of students who did not
order in the first two weeks but wish to order the
Course Pack within 30 calendar days from the first
day of course for which the Course Pack is used,
they may approach the relevant Department Office
who should contact the Library.
 Library will request for a minimum of 10 copies in
such cases.


Library will try to accommodate urgent dispatch or
collection requests but extra costs may be incurred
Production of Scan Course
Pack at HKIEd
 The
request and ordering procedures are
similar to those for the Paper Course Pack
production discussed above (NOTE: Forms
B1 to B5 should be used instead of A1 to
A5).
Production of Scan Course
Pack at HKIEd
 Don't

Forget:
Number of copies to be charged = number of
students in the course + number of instructors &
examiners to be paid by the Department –
Department will be charged for the total
number of copies based on the above course
users even if there is any shortfall in fees
collected from the students
Production of Scan Course
Pack at HKIEd

Since the Scan Course Packs are delivered
online, there is no need for Department to
arrange for pick up and distribution to
students

For Details, see Introduction, Guidelines and
Workflow on Production of Scan Copies of
Course Packs (Staff Access Only) under the
Production of HKIEd Course Packs in Library
web site
Q&A