Tag Archives: permissions

A week in the life of a picture researcher

By Lorraine Beck

Monday

I spent most of my weekend working on what I call the ‘Art Book’ – the history of a well-known art school published by a small university press, featuring photos of works of art by its many successful staff and alumni. Clearing photos of works of art is tricky, as there are twice as many permissions to clear. First you need to obtain a good image of the artwork and clear that, and only then can you apply for permission from the artist or their estate to reproduce the work.

There has been great support for the book with former staff, alumni and their families/estates/galleries all interested and willing to supply images, in many cases for free, with only a relatively small number coming from image libraries.

Today I find myself engaged in a brief email conversation with an artist who has been nothing but helpful – but who was once perceived as a bit of a bad boy of British art – about his memories of his time at the school…

I found out on Friday morning that the deadline for high res photos is tomorrow – so I have been working hard all weekend to tie up as many loose ends as possible, resulting in a huge flurry of emails to answer. I don’t make a habit of weekend working, but this time, I’m happy to put in a few extra hours to finish the job, so as many high res photos as possible can be included in the first proofs, as in the long run, I know this will make my job easier.

Tuesday

Deadline day – a flurry of last-minute approvals, including several for photos I initially thought would be impossible to clear: I need a signed permission form/written agreement from all picture sources and artists before I can supply the high res images. Much of today was spent updating my master spreadsheet to keep track of agreements now in place or still outstanding, plus labelling and filing permission forms and images ready to send to the client. I wrote the image credits, clearly indicating which wording can’t be changed, adding a note to suggest they will need a thorough copyedit. As there are so many different image sources in the book, the credit style varies significantly, but I do my best to make this straightforward for the copyeditor by ensuring details are in a consistent order and with consistent punctuation.

I hit my deadline of 5pm after a brief phone conversation with the author to discuss the two or three images where final permissions have not yet been obtained. An email arrives from an educational publisher I work with regularly asking for a few new images for an ELT workbook.

Wednesday

Catching up with other projects today. I send in a few new images requested for the ELT title – the editorial team are still chasing an unreleased image featuring children that they found online but I’m pretty sure the publisher won’t agree to this, so flag it up as a reminder when I send the new image selections in.

I receive a flurry of email questions about captions and credits from the Art Book publisher. They decided to clear some local archival images themselves, to save costs, but at this late stage realise they need to check some copyright issues and need advice rewriting credits. I direct them to the excellent DACS summary of copyright.

I make a start on a new job – reclearing text permissions for an Italian publisher for three ELT textbooks for which they have bought rights. I recleared some images for them a few years ago and although I work mainly on picture research, I’m happy to clear text permissions if I can fit this in.

Thursday

Continue working on Italian text permissions job. In a world where we face the freelance dilemma of ‘If I say I can’t make the schedule will I lose the job?’ I’m glad I told them when they emailed last week that I wouldn’t be able to turn this around in the week they had originally requested – mostly because I wasn’t free to start work until yesterday, but also because past experience suggests permissions departments for large publishers frequently take longer to reply. Sure enough, today one warns me when I fill in their online form that they can take up to 6 weeks to reply to an initial query. Hopefully it won’t take that long! Two of the permissions are proving to be tricky. They are biographies of well-known children’s authors from websites that have since been updated, rather than extracts from books, which means lots of emails between permissions departments/agents/the authors themselves/the previous publishers to try to obtain permission.

Friday

Unusually I find myself in the car at 7.45am wearing smartish clothes and driving up the A34 to Oxford for my first ELT Freelancers’ Community Awayday. From my initial arrival into a room buzzing with over 150 people, I was made to feel most welcome. The varied programme included presentations from large publishers about how they work with editorial freelancers and an open discussion about rates and fees, as well as a series of springboard talks with the opportunity to discuss issues raised in breakout groups afterwards. Lunch and refreshment breaks provided plenty of opportunities for networking with colleagues and potential new clients, and although some sessions were aimed more at freelance ELT project managers, copyeditors and proofreaders, there was plenty to interest me and the other picture researchers who attended. By the end of the day I was struck by the huge amount of expertise in the room – something it can be easy to lose sight of when you work alone. The day ends with a glass of wine and me agreeing to write a blog post for the CIEP!

Lorraine Beck is an experienced freelancer picture/clip researcher currently working on a variety of schools and ELT titles, but is happy to turn her hand to any subject. She’s a member of the Picture Research Association and listed in the ELT Publishing Professionals Directory.

 


We’re always looking for new contributors and exciting topics for the blog. If you’d like to contribute or wish we’d blog about something in particular, do get in touch!


Photo credits: Hanging photos Brigitta Schneiter; images on shelf Annie Spratt, both on Unsplash

Proofread by Alice McBrearty, Entry-Level Member.
Posted by Abi Saffrey, CIEP blog coordinator.

The views expressed here do not necessarily reflect those of the CIEP.

Getting permission to reuse published content: PLSclear

By Lucy Metzger

PLSclear is a free service to help editors and authors get permissions to reuse content quickly. The PLSclear people contacted the SfEP Council and invited us to watch a webinar on it, which I’ve just done.

Here’s some information provided by PLSclear, and then I’ll let you know a little about the webinar.

PLSClear say …

PLS clear logoPublishers’ Licensing Services introduce their free service for authors and editors seeking permission to reuse content.

If you’re planning to reuse extracts of third-party content in your own work, whether the extract is from a book, journal, magazine or website, and you are uncertain how to go about getting that permission, Publishers’ Licensing Services (PLS) can help you. They have developed PLS PermissionsRequest, a free service which streamlines the process of requesting permission.

From the webinar

Making a permission request

PLS Clear user interface

If you’re seeking permission to reproduce published content – an image, a chapter, a poem, a table – PLSclear lets you search for the publication on their database, which contains the catalogues of participating publishers. You can search on title, author, keywords or ISBN/ISSN. When you’ve found the work, you go through a series of forms to specify what you want to use and how you want to use it. You’re asked about the content type, number of words if it’s text, and the nature and purpose of your own publication (the one in which you intend to reproduce the material).

These requests are free, and there is no limit on the number of requests you can make. If you’re looking to clear multiple permissions, you can set up a ‘project’ that retains details so that you don’t have to keep re-entering them.

Getting the request to the publisher

When you’ve entered all the details, PLSclear generates a request and sends it to the publisher’s inbox. The publisher-facing side of the software allows for various levels of automation. A publisher may choose to assess each request in person, as it were; or they can tell PLSclear to make an automated or semi-automated assessment of requests, based on rules given by the publisher.

The publisher’s response

The publisher may decide to issue a free licence. In that case PLSclear will generate the licence, with the necessary legal wording, and send it to you. No money changes hands, either on the publisher’s part or on yours.

If the publisher wants to charge you a fee, PLSclear will generate a quote containing terms and conditions and send it to you. If you choose to pay the fee requested, you can make payment through PLSclear and you’ll then be sent your licence; or if you want to negotiate, you can do so; or you can walk away. If you do pay a fee, a proportion of it goes to PLSclear and the rest goes to the publisher.

My view

I haven’t used PLSclear myself, but based on the webinar it looks straightforward and well-conceived. I certainly like the fact that it’s free for the requestor, and in many cases it will be far quicker than less automated methods of requesting permissions. It would be interesting to know how publishers and their authors like it.

Lucy Metzger Lucy Metzger is based in Glasgow. She copy-edits and proofreads, mostly academic books and textbooks, and is a mentor and trainer for the SfEP. She is an amateur cellist and singer. Her degree is in French. She is the external relations director for the SfEP.

 

 

Posted by Abi Saffrey, SfEP blog coordinator.

The views expressed here do not necessarily reflect those of the SfEP.