Digital Content Creation Team
Permission Request Template
This page provides a template letter to request permission to digitize materials that are under copyright, where the copyright holder is known. The template letter must be adapted to the specific project by customizing the text in red. The text in blue must be used as is without changes. It was approved by campus legal counsel on March 10, 2005. A copy of a signed copyright permission form MUST be retained permanently in the University Librarian's Office.
If you feel this template does not adequately address your needs, please contact the Digital Content Creation Team or the Head of the Digital Services Development Unit.
Front of letter. Letter must be sent on library letterhead.
Dear [Contact Person]:
I am writing to request, on behalf of the University Library at the University of Illinois at Urbana - Champaign, copyright permissions pertaining to the item(s) listed on the reverse of this page. Our aim is to digitize the work(s) in order to increase availability for educational and research purposes. The following Notice of Copyright will be included on the website where the work appears:
"The digital reproductions on this site, from materials held by the University Library at the University of Illinois at Urbana-Champaign, are provided to University of Illinois at Urbana-Champaign students, faculty and staff, and other researchers who visit this site, for research consultation and scholarly purposes only. Further distribution and/or any commercial use of the works from this site is strictly forbidden without the permission of [name of the copyright holder]."
[Insert sentence or paragraph describing project and rationale for digitizing here]
Full acknowledgement will be given to the rights holder for a given work when the digital reproduction is accessed. If you are not the copyright holder or do not have authority to grant this request, we would greatly appreciate any information you can provide concerning the current copyright holder.
Please review the reverse of this letter, sign it, and return it to me using the enclosed self-addressed stamped envelope. A copy of this letter is also enclosed for your files. If you have any questions or concerns, please contact me.
Thank you in advance for your assistance in allowing us to make these works more widely accessible and useful for scholarship.
Reverse of letter
The University of Illinois at Urbana-Champaign Library is seeking permission for use of the following copyrighted work(s):
[list library materials for which permission is sought here, using as much detail as possible].
If you are not the rights holder, please check here and complete the following if possible. Otherwise, please review the rest of the form and sign at the bottom.
I believe the rights holder may be:
We request permission for the use of your copyrighted work(s) by the University of Illinois at Urbana-Champaign Library for the purposes described on the front side of this letter, to:
[you may include any or all of the following bulleted items in the letter, as they apply to the specific project for which permission is being sought. If you need different permission, please contact the head of DCCT or DSD.]
"I confirm that I am the rights-holder for this work, or have authority to grant permission to use the work, and that I grant permission for the use of the work(s) by the University of Illinois at Urbana-Champaign according to the terms indicated in this letter, for educational and research purposes."
University of Illinois at Urbana-Champaign
Library Gateway Homepage
Comments to: UIUC Library Webmaster
Updated on: 3.2.200g CJP