Each year, a sample of licensed education providers are statistically selected to participate in a data collection process.
The purpose is to establish what copyright material is being copied and shared with students so that we can remunerate authors and publishers accordingly.
What is required from your school or educational organisation?
If your school or education organisation has been selected to take part in a data collection process, we want to thank you for your support. If you're a school, in the terms of your school's licensing agreement, you will not be required to take part in another data collection process for another five years. You can view the School Licensing Agreement here.
The data collection process is structured by a statistician to be representative of the copying conducted over the term of each license and to account for variations such as location, size and enrolments amongst licensee groups.
We will often survey between 40-80 schools a year, depending on size of the school or education organisation.
What happens in a school data collection process?
- Copyright Licensing will contact your school to set up an appointment to discuss the data collection process.
- At the meeting, you will be fully briefed on what is required during the process, timing will be confirmed and forms supplied. We can also answer any copyright questions you have.
- Once the data collection process begins, you will be required to complete copying records during the survey period (typically 4 weeks for schools). We will keep in touch during this process to answer questions.
- Once the process is complete, we will be in touch to organise getting the data from you.
- Watch this short clip about the school data collection process:
What does Copyright Licensing do with the data collected?
The data obtained in the survey will then be collated and processed by us. The recorded copyright owner details are used to make annual distributions of licence fees to the publishers and authors whose works are shown to be copied. We also use the sampling records to set appropriate licence fees for users based on the volume of copying being done.
Why is our organisation being surveyed?
It is a requirement in your licensing agreement that your organisation is required to take part in a data collection process once every five years. It would be logistically impossible to require all licensees to keep full records of all the copying they undertake in any given sampling period. The cost to us to then process such data would quickly soak up any monies available to distribute back to copyright holders. Working on a sampling survey basis, we gather data from a representative ‘basket’ of licensees, who are able to maintain strictly accurate records without assuming onerous and costly administrative responsibilities.
In some circumstances, copying records are also obtained from select licensees via usage report software that is provided to us digitally and uploaded in our systems to be processed.
In addition to this, working this way we follow an international precedent: the majority of RRO’s use sampling surveys as the basis for licence fee distribution.