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Advice for authors/editors obtaining permission to use material for publication in Maney books and journals

When an article is accepted for publication in a Maney-published journal author(s) will be asked to sign a copyright assignment form stating that they have obtained permission to use all material that is not their own within the article. 

When compiling material to be included in an article for publication authors should ensure that they request permission to use all material that was not originally created by them. This should be done whenever an author wishes to include a quotation, part of a poem, an illustration or a figure or any other material where the copyright may be held by a third party. Authors should obtain written permission from the copyright holder to use such material and submit evidence to the journal editor where required. 

Fees 

In some cases there will be a fee attached to the use of material and it will be the responsibility of the author to pay this fee. Authors and editors of works should include these additional costs when applying for funding for projects so that this can be covered by research grant aid. Authors should state when applying for permission to use material that it is required for use in an academic work, as in some cases a discount can be obtained or the fee waived in lieu of credit or a copy of the article upon publication. 

Citation and referencing material 

The copyright holder may require the extract or work in question to be cited in a specific format so authors should confirm this when they have obtained permission. If the style of the credit differs from the usual style of the journal please contact the editor for more information, but this can usually be accommodated. 

Previously published books and articles 

It will usually be sufficient to contact the publisher of previously published books, although depending on the copyright assignment of a work, it may also necessary to contact the author, but the publisher should be the first point of contact as they can often help make contact with an author or act on their behalf. 

Poetry or prose 

It should be assumed that even if the author of a poem or piece of prose has been deceased for more than 70 years (and is therefore judged to be out of copyright), permission must still be sought to use their work. There is usually a trust or publisher that owns the rights to the material. Authors should use their best endeavours to contact the copyright holder in these cases. 

Images and illustrations 

Permission should be sought from the owner or copyright holder of an image or illustration before the item is included in the article. Authors must use their best endeavours to seek permission for all images and illustrations that they wish to use. Again, it is not always the case that an image goes out of copyright once the artist has been deceased for more than 70 years. A piece will almost always be owned by a trust, gallery or other institution which will own the rights of use. Illustrations are the most common items to incur a charge for use. There is often a requirement for figures to be referenced in a certain way; authors should check the correct form of any acknowledgement with the copyright holder. 

The kind of permission that should be requested

Maney's publications are normally published in both printed and digital format. Authors should therefore be careful to seek permission to use the material concerned in all media (including digital formats), within the context of the article or publication concerned, in perpetuity and in all geographical regions worldwide. Authors may also be asked to provide information about the print run and the price of the journal. Information is available on each journal's home page and print run information should be obtained from the journal editor or managing editor. It is worth noting that journals are often provided to members of associations or societies at a reduced rate; where appropriate this information should be provided too and can be obtained from the journal editor. 

All media 

Asking for permission in all media allows the publisher to make the article available in as many formats as possible, thus fulfilling our obligation to societies, authors and editors to disseminate the work published to as wide a readership as possible. We are all familiar with publication on the Internet, but asking for permission in “all media” allows us to take advantage of technologies that are forthcoming and still to be developed in the future. 

In perpetuity 

Asking for permission to use items in perpetuity removes future restrictions on the dissemination of the work. 

Worldwide

Asking for permission throughout the world ensures that it possible for Maney to maximise the readership of the published item without restriction.  

Licensing to a third party 

It should also be stated in any permission request that the material may be licensed for dissemination by third parties nominated by the copyright holder and publisher of the journal/book article (within the context of the article). For example, all Maney-published content will be licensed to the Publishers Licensing Society in the UK and the Copyright Clearance Center in the USA. These third parties are used for the purpose of regulating the further dissemination of the published works. 

Protection for authors

As well as protecting authors by ensuring that they obtain permission to use material included in articles and books, Maney will ensure that no third party is allowed to republish the material in its journals without the proper consent, and that full acknowledgement is given to the authors of the work, the original place of publication and the copyright holder, thus protecting the rights of the author and the society or association to which they are linked. 

To obtain further help and advice please contact permissions@maney.co.uk or the specific journal editor or managing editor. 

15th May 2008