Responsibilities of CLA and HEIs

Here we outline the relevant responsibilities for both CLA and HEIs.

For further details on these please see our Code of Conduct, which also provides other useful information about what we do and how we work.

CLA

CLA has a range of commitments both to HEIs and to publishers, authors and visual creators, including the following.

• We collect and validate copying data (to inform royalty distributions to publishers, authors and visual creators).
• We publish clear and transparent information regarding our licences including fees.
• We publish guidance and advice on the Licence and related areas.
• We welcome ad hoc enquiries regarding the Licence, and have a dedicated team to ensure answers are provided clearly and quickly. Our Code of Conduct outlines the response times we have undertaken to meet.
•  In all our dealings with all HEIs – whether in person or remotely – we will be professional, courteous, consistent, knowledgeable and helpful.
• We undertake to indemnify HEIs against legal claims where they have been acting in accordance with the Licence terms and conditions – for further information, please see Clause 10 (for State HEIs) or Clause 9 (for Independent HEIs) of the terms and conditions.

Please note that we cannot provide legal advice. HEIs requiring legal advice should seek this independently. You may also find it useful to consult the guidance published by the Intellectual Property Office (IPO) at www.gov.uk/topic/intellectual-property/copyright

HEIs

HEIs holding the Licence undertake to do the following, all of which are set out in our terms and conditions.

• Observe the terms and conditions of the Licence, communicating to all staff (particularly anyone involved in the creation of course materials) their HEI’s obligations under the Licence - for example, within an institutional Copyright Policy or set of procedures.
• Pay their Licence fees on time.
• Ensure they declare accurate data to us, e.g. for invoicing.
• Co-operate with us if selected for a Royalties Data Collection Exercise
• The allocation of overall responsibility for the Licence at your HEI is an institutional decision, although it tends to fall within the remit of the Library. Whatever arrangements are in place, it is essential that they have the active support of senior management, and we believe it’s preferable (though not essential) that they are documented within institutional policy.