What we need you to do Complete the Central Government Data Submission Template which can be downloaded here. The first tab provides a summary of what data is required for all of the other tabs. Each tab corresponds to the different ways copyright material may be held or used (e.g., List of journal and magazine subscriptions – print/digital). Please note that your CLA licence covers all organisational functions so is not limited to library services, marketing or PR, communications or the equivalent thereof. When recording details of your publications, please include the Title and Publisher as a minimum. If possible, please also include the ISBN/ISSN. Completed templates should be sent to cgcopy@cla.co.uk. The deadline for submission is Friday July 26th 2024. We have also included a useful guidance section to help address questions you or colleagues may have about the exercise. This can be found by scrolling further down this page. Further information and resources CLA processes personal information fairly and lawfully in accordance with GDPR data protection and related legislation. For more information, please see CLA’s Privacy Policy at www.cla.co.uk/privacy-policy Licence for Central Government Organisations – https://www.cla.co.uk/central-gov-licence Contact information If you have any questions, have recently relinquished copyright responsibility or there is a more appropriate person who we should contact to collect data, please do get in touch with us: Thomas Evans Email: cgcopy@cla.co.uk Telephone: 020 7400 3182 Karen Ball, Vice-Chair, CDL Copyright Group Email: kaball@mail.dstl.gov.uk Telephone: 01980 955418 Royalties Data Collection Guidance What period does this data collection cover? The exercise data is currently being collected for covers the reporting period January 1st to December 31st 2023. When should this data be submitted? Your submission can be made as soon as you have the data, please don’t wait until the last minute! The final deadline for returning your data is Friday 26th July 2024. Why do you need this information? Data collected is used by CLA to inform the distribution of royalties from the licence fee collected. It is crucial that we know which publications are copied or reused by UK government, as this ensures that the distribution is fair. For the rightsholders (authors, publishers, and visual artists) who receive these royalty payments, they provide a source of support. In receiving these payments, they can continue to produce the range of valuable content we all use. The data collected during this exercise is not linked to the licence or the fee paid by your organisation. There are no cost implications to your organisation for providing this data. Do I need to use the Data Submission Template when submitting a response? The Data Submission Template should be used to submit the required information wherever possible. You do not have to use the form but it's essential where possible to include title, ISBN/ISSN and publisher details if submitting this information in a different format. This is so we can correctly identify the publications listed. What information is needed and what are the minimum requirements? To correctly identify publications, we need to have the Title and ISBN/ISSN. However, we recognise that IS numbers may not always be available so we would ask that Title and Publisher are provided as a minimum. If you have any issues with getting this level of detail, please do not hesitate to contact us. Some organisations will be able to collect all the data listed on the various Data Submission Template tabs whilst others may not. Is providing this information mandatory? Under the terms of the Central Government Licence with the Copyright Licensing Agency (CLA), provision was made to collect data from those organisations holding the licence. We understand that not everyone will be able to fully contribute as we know that many library services have closed and some offices may not be fully functioning, but we anticipate that some at least will be able to provide statistics, particularly for digital resources. Please provide as much data as you can within your organisation so that we can achieve a representative sample. I work for a shared information resource supplying more than one organisation. What should I do? If you can only supply a joint return for all the organisations that use an information resource, that is not a problem. The only thing that is essential is that you note all the organisations that are represented by your submission. Do I have to fill in all the tabs in the Data Template? If you do not have any data to submit for a specific tab, it is fine to leave that tab blank. Some organisations may not have information to submit so not all tabs will be relevant. I have data to submit that does not fit any of the tabs supplied, what should I do? If you have data to supply that is not mentioned, please add this to the blank “Additional Data” tab and let us know in the covering email. If you have any queries regarding what you should and should not submit, please contact us. We copy extracts from various published legislation for inclusion in decision letters and reports. I am not sure if it should be included. What should I do? We would always ask that if you are unsure if data should be recorded, please include it in your submission, ideally under the relevant tab. If you’re unsure which tab to use, please use the “Additional Data” tab, as mentioned above. Any data which cannot be used in the distribution is filtered out during the validation process undertaken by CLA staff. Should we include any publications that are under Crown Copyright? We do not include Crown Copyright publications if they are published under the Open Government Licence (OGL). Crown Copyright publications published outside the OGL framework, and which are free to copy, should be included as we may be able to distribute royalties on them. If you are in any doubt, please submit the data and we will filter it appropriately during the validation process. You can always use the CLA Check Permissions tool to see if a publication is covered by your organisation’s licence. We have publications that are produced in our organisation which are not covered by Crown Copyright. Should we include this in our response? If these publications are loaned to other organisations, please include them in your response. Should we include any publications that are covered under Library Privilege? No, please do not include this in your data submission. I have received your email, but I am unable to supply the data as I am not the right point of contact for this exercise. What should I do? If we have emailed you but you are not the correct contact, please do let us know! We do try to ensure we notify the right person but if you can suggest a more appropriate contact, we would greatly appreciate it. This will ensure we can successfully complete the exercise with your organisation as quickly as possible. I’ve completed our submission using the spreadsheet provided - where should I send it? Please send your completed submission cgcopy@cla.co.uk.
