Rights and Permissions Assistant

Staff – Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried – Tech Svc Library Asst 3 (Gr6)

Job Title

Rights and Permissions Assistant

Department

UBC Library | Digital Initiatives | Rights and Permissions

Compensation Range

$3,881.00 – $4,082.00 CAD Monthly

Posting End Date

May 4, 2021

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

POSITION FUNCTION:

The Scholarly Communications & Copyright Office (SCCO) is a key part of the University’s effort to adapt to the evolving needs of faculty and students, and to support teaching, research and learning at UBC. The SCCO advises faculty and staff on the application of UBC’s copyright requirements and guidelines in a higher education setting and provides a range of services, including Rights and Permissions.

The Rights and Permissions services provide assistance with course related copyright permissions for faculty and instructors, including via the Syllabus Service.

The Rights & Permissions Assistant processes course reserves requests and obtains copyright permissions and transactional licences for materials used in courses. Ensures that all requests for copyrighted materials in the course reserves system are processed uniformly according to the requirements and guidelines of the University. Creates and maintains records of permissions and transactional licences undertaken by the office. Acts as a point of contact for rightsholders and course instructors for information on permissions requests and general inquiries.

UBC Library’s aspirational values are core to our work environment and we are looking for candidates who share and practice these values. To explore our aspirational values and learn more about working at UBC Library please visit https://about.library.ubc.ca/work-with-us/ .

WORKING RELATIONSHIPS:

Works under the direct supervision of the Rights & Permissions Manager and the functional supervision of the Senior Rights & Permissions Assistants. Communicates with course instructors, faculty, rightsholders, publishers, vendors and other stakeholders. Brings complex problems and situations to the Rights & Permissions Manager.

DUTIES:

1) Receives syllabus submissions and adds requests into the Library Online Course Reserves system (LOCR).

2) Communicates with instructors. Explains general guidelines and specific copyright agreements determined by the rightsholder to course instructors to ensure copyright compliance.

3) Receives and processes individual permission requests from faculty. Makes the initial copyright determination – fair dealings or licence required. Subject to review by the Rights and Permissions Manager.

4) Searches the internet and informational databases to locate rightsholders. Uses critical thinking, logic and problem solving to locate rightsholders. Contacts copyright collectives, publishers, and rightsholders to obtain permissions for material usages.

5) Investigates and assesses rightsholder fees and terms according to established guidelines set by the Library Copyright Officer. Refers those set outside the guidelines to the Rights and Permissions Manager.

6) Obtains copyright permissions and transactional licences, and forwards permissions invoices to the Rights and Permissions Manager.

7) Resolves unfilled requests by verifying the citation’s accuracy, identifying and adding the relevant data, uploading materials, ensuring the materials are copyright compliant and notifying instructors of the request’s status.

8) Maintains records of all permissions and transactional licences undertaken by the office.

9) Keeps up to date all office records including faculty contact information, course lists, syllabus service tracking system, eBook orders.

10) Informs the Rights & Permissions Manager when an issue has been identified (e.g. non-responsive copyright holder, problems with accessibility of the course materials, etc.)

11) Keeps up to date procedures on all work performed via the Office Manual

12) Performs other related duties.

EXERCISING JUDGEMENT / CONSEQUENCES OF ERROR:

The Scholarly Communications & Copyright Office is a complex new University operation with major legal and policy aspects. This position needs to exercise tact and judgment when communicating with faculty and rights holders. Errors could affect users’ perception with potentially negative impacts for the Office. Errors in reviewing publisher copyright policies could potentially have legal implications. Works under general policies and administrative framework. Work is reviewed in terms of quality and effectiveness in meeting Rights & Permissions Service goals. Good judgment is required in knowing when to refer an issue to the Rights & Permissions Manager.

SUPERVISION RECEIVED.

Receives daily supervision from the Rights & Permissions Manager. Works independently under minimal supervision. Work is performed in accordance with broadly established procedures and practices requiring initiative to plan and complete work independently and judgement to determine which methods are applicable in a given situation.

SUPERVISION GIVEN:

None.

PERFORMANCE CRITERIA:

Accuracy in the creation and maintenance of database records. Demonstrates appropriate communication skills when interacting with instructors and rightsholders. Knows when to refer issues to supervisor. Proper allotment of time to the various duties involved.

MINIMUM QUALIFICATIONS:

High School graduation and two-year Library Technician diploma, plus three years relevant experience or the equivalent combination of education and experience. Ability to effectively use MS Office suit (Word, Excel, Power Point, Outlook) at an advanced level. Experience using and maintaining electronic filing systems. Ability to perform complex searches on web using advanced searching techniques, information tools, and library tools. Ability to gather, record, and organize information. Ability to maintain accuracy and attention to detail. Ability to identify and correct missing and incomplete data. Ability to understand and apply policies, procedures, and instructions. Ability to provide quality service to customers in a courteous, patient manner. Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals. Ability to maintain cooperative and productive working relationships and engage in workplace culture. Ability to work with a diversity of people in a calm, courteous, tactful, and effective manner. Models and demonstrates good communication through active listening and appreciative inquiry and open to providing and receiving timely, constructive feedback. Ability to work effectively independently and in a team environment. Ability to recognize and appreciate the contributions of colleagues. Ability to recognize, respect and work effectively with individuals and groups with diverse perspectives and backgrounds. Takes initiative in learning about language and issues relating to equity and diversity. Ability to make thoughtful, informed, and thorough decisions. Ability to exercise sound judgment. Ability to anticipate problems and issues and plan ahead. Ability to analyze problems, identify key information and issues and resolve effectively in a timely manner. Models and demonstrates good communication through active listening and appreciative inquiry and open to providing and receiving timely, constructive feedback. Ability to develop and maintain cooperative and productive working relationships and engage in workplace culture.