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Home > Book Production Guide > Cambridge > Science Technology & Medicine > Manuscripts in LaTeX > Permissions
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Permissions

Important notes

It is preferable that you use your own material for illustrations, figures and tables, or that you adapt other material, rather than reproducing from another source. If material is taken directly from another source without substantial modification you must obtain written permission from the copyright holder, who may be a scientific society, author or publisher. Note that hospitals hold copyright for any photographs taken during the course of work done on their premises and permission has to be obtained from the patients if the subjects of the photograph can be recognised.

Part of our standard contract with authors and editors is that you are responsible for getting the necessary permissions for materials from other sources used in the book. If you did not create the material used in the book, or it has been published elsewhere, you will need to get permission from the copyright holder of the material. This applies even if it is material created by you, but used in another book or journal article, as you may not be the copyright holder.

Do not wait until you have submitted the book before getting permissions. There is always a chance the permission won't be given. The figure will then have to be removed, which could mean you will have to adapt the text.

Materials from another source must always be acknowledged at the end of the caption. Material has to be substantially modified to avoid needing permission to reproduce. Cosmetic changes such as tinting, relabeling or redrawing are not enough.

It is important that you request all permissions as soon as you have the necessary details so that any fees can be settled and you can insert any special credit lines into the captions before the typescript is sent to the typesetter. If in doubt, please consult your Press editor.

It is very important that you complete full details of your permissions on the Illustration checklist, which lists what type of permission you have. You must also supply a copy of each permission you receive, labelled with the figure it corresponds to in the book. We will not begin any production work (copy–editing, typesetting, etc.) on your book until we have the completed spreadsheet and copies of all permissions. This is because without permissions information we will be unable to create an electronic version of your book, which is important because ebooks now form an increasing percentage of total book sales.

Quotations

Quotations are a type of permission, and if taken from material still in copyright, they will require permission from the copyright holder if they are to be reproduced in any form. Copyright applies to anything published during the life of the author or in the seventy years following his/her death.

Texts of previously out of copyright works that have since been edited and now appear in revised editions may also be in copyright.

If the quoted material is subjected to a direct critical analysis or review (where the actual lines quoted are engaged with critically, rather than being reproduced merely in order to illustrate a point), it may be covered by the fair-dealing clause of the Copyright Act and permission may not need to be applied for, although the source will still need to be acknowledged. If you are unsure whether something will be covered by fair dealing, please contact your Press editor.

Requesting permission

Most publishers have forms on their websites which can be completed electronically. These are preferable to sending permissions letters as they will go straight to the relevant department to be handled.

Where an electronic form is not available, you must send a letter or email (an email will not require a signature). Below is a template for a permission request.

A Word version can be downloaded by clicking here.

Copies of the letters giving permission to reproduce copyright material must be sent to your Press editor when you submit your typescript.

Dear <rightsholder>

<Cambridge book title>

I am writing/editing/contributing to an academic work under the provisional title above, to be published by Cambridge University Press in <estimated date of publication> with an initial print run of approximately xxxx copies and an estimated retail price of xxxx. Cambridge University Press is a not-for-profit organisation, and my book is intended principally for scholars and their libraries.

I request your permission to include the following material in this work:

Author:
Title:
Date of publication:
ISBN:
Page no(s)./
illustration no(s)./
table no(s).:

I require the nonexclusive right to use the material in print and electronic editions of the work in all languages throughout the world, in all subsequent reprints and revised editions of the work and as part of a digitised extract from the work made available online for promotional purposes only.


The source of the material will be fully acknowledged in the usual way. Please indicate if you have any special requirements:

............................................................................................................................

............................................................................................................................

Please indicate your agreement to this request by signing and returning one copy of this letter. By your countersignature, you warrant that you control these rights and are authorised to grant this permission. If this is not the case, I would be grateful if you could let me know to whom I should apply.


Yours sincerely
<your name>


I/we hereby grant the permission detailed above.


Signed: ...........................................................................

Date: ..............................................................................


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