User Guide
Contents
1. e gt Table of contents AA wR Introduction Account Registering a new account Account management Repertoire Document search Add documents 12 18 19 21 33 Welcome to Savia Copibec s new online copyright licensing and rights management system This guide will help you use the features of the updated system The main changes versus Copibec s previous system often referred to as DCF Web are indicated in blue From the home page click Log into my account ESSE ae o Copyright licensing and reproduction reporting Copibec Soci t qu b c olse de gestion collective des droits de reproduction Your online account consists of two parts e Account Access to your publisher account including the contact information users and publications e Repertoire Access to your documents books magazines periodicals newspapers CD ROMs etc registered in the Copibec repertoire 5 As a publisher you have a publisher account in Savia One or more user accounts can be associated with that publisher account If you were already a user of Copibec s previous online system your publisher and user account information has been migrated to Savia and you do not have to create a new account You can log into Savia by using your email address Registering a new account Publishers who want to open an account in Copibec s online system have to click Log into my account in the top right c2. Approval E AAA Details of access rights 1 2 3 4 Administration If this box is ticked the new user will have full rights to view and manage the publisher account The user can view and modify the data for the account and other users can view the cheques that have been issued to the publisher and can consult register and approve the publisher s titles Account These rights apply to the publisher account If the Management box is ticked the Viewing box will also be ticked by default In that case the user will be able to access and modify the publisher account data It is possible to give the user only the right to view the account without being able to make changes If neither box is ticked the user will not be able to see the publisher account data Accounting Cheques If this box is ticked the user will be able to view the royalty cheques issued to the publisher Document Partial viewing enables the user to see the list of documents books periodicals dramatic works etc published by the publisher It gives the user access to complete bibliographic details about the document as well as the name of the author s Complete viewing adds access to the royalty allocation percentages It is also possible to allow a user to register titles on behalf of the publisher The user must be able to provide all the information needed for complete registration of a document added to the Copibec
3. Author s reference Publication year between Media Publication country Province Type of work Authorship role Hide search opfions E Gu ge AD AD o D All Aay H Al Result in detailed format 19 At any time you can create an Excel table containing your search results by clicking the diskette icon below the results The menu on the left also allows you to limit your selection to documents that have been approved are being created have been submitted to Copibec or still need to be approved My approved documents Documents that have been registered in the Copibec repertoire and are eligible for royalty payments The information registered for those documents can no longer be modified by the publisher My documents being created Documents that have not yet been submitted to Copibec Click the pencil icon to access the file and complete the data entry and then click Submit to Copibec My documents submitted to Copibec Documents that are waiting to be validated by Copibec My documents to be approved Documents that have been submitted to you by Copibec and that need to be completed Those documents were either created by their author or were reported as having been copied by a content user They are waiting to be completed so that royalties can be paid out Click Approve if the provided information is correct and complete Click Put back in creation mode if you want to make the necessary chan
4. e Royalty allocation percentages among rightsholders A digitized dramatic work play will consist of all of the following data e Title e ISBN and ISBN 13 e Number of pages e Number of characters e Digitization year e Length e Type of work e Atleast one author except for titles who royalties are 100 payable to the publisher e Royalty allocation percentages among rightsholders Books published before February 1 2007 have a 10 character ISBN digits or the letter X Since that date ISBNs have been issued with 13 characters The number 978 or 979 has been added to the beginning of the traditional ISBN while the final digit has been changed Every ISBN 10 has an ISBN 13 equivalent and vice versa In Copibec s Savia system you can enter either type of ISBN at any time The ISBN entered will be automatically converted to its 10 or 13 character equivalent 21 For every type of work three tabs have to be completed Bibliographic information Author s and Rightsholder s 1 Bibliographic information This tab contains data describing the work Certain information such as the total number of pages and the publication year is essential so that copying limits can be calculated and eligibility for lump sum repertoire payments can be determined That information must be entered in order for the document to be complete Other information such as the collection name or the category of the work is not compulsory but can be
5. useful Click the relevant box if the document is in the public domain is out of print or includes reproducible material sold with a copying licence Bibliographic information Rightsholder s Number of pages 88 Publication year 2011 Media Book print format gt Collection Little Friend Categories Youth Publication country CANADA Province State Quebec Publication type New edition Public domain ja e Out of print oe Includes reproducible material m Er Document descriptions Type of work Youth literature E 22 2 Author s or Contributors This tab allows you to add authors for a document At least one author is required for books sheet music or digitized dramatic works plays unless the publisher receives 100 of the royalties Enter all the authors who are rightsholders You can also enter authors under this tab even if they do not hold reproduction rights Click Add author Bibliographic information Rightsholderis Add author Author Role Bibliography Document has more than 10 Fl 17 authors MTT In the next window enter a few characters in the Author contributor field in order to search through the authors in your author database Select the relevant author If the author s name is not listed click Add author contributor to create a record for that person For an individual enter as much information as possible in the blank fields The author s first a
6. authenticate the email address that was used for the registration It is essential that email addresses be valid because they allow users to access Copibec s services and will be Copibec s primary means of communication with users After clicking the link the user will be asked to create a password Account management User account My profile To view or modify your own user account click My profile in the top right corner Users who have the necessary access rights can modify their personal information as well as their email address and password through the menu on the left However they cannot modify the access rights assigned to them E Welcome Publisher My profile Log out Status Active General Information Business name Publisher Example Federal business Ho Quebee enterprise No T Generate the statement of amounts paid or credited lo non residents of Canada Representative AAA 12 There are four choices under the name of the user who is online Publisher Example Profile Modify password Modify email Account ADD ANOTE i Profile This is your user profile as described above Modify password This option allows you to choose a new password which must contain at least six characters including at least one number Modify email If your email address has changed please select this option to do the update Your email address is used to identify your user account If your
7. more than 10 authors not including the anthologist the publisher has to tick More than 10 authors in the Author s tab In that case only the anthologist s appear s as rightsholder s for the author share Half of the author share of any royalties is paid into a reserve fund that is used to make general lump sum repertoire payments Adaptation The adapter always receives half 50 of the author share Co publication N B The title must be registered by the work s Quebec publisher using the ISBN corresponding to the Quebec publishing house The publisher must hold the reproduction rights for the work and will be responsible for giving the co publisher its share of any royalties paid by Copibec Music A music composer or lyricist is treated the same way as an author Translation The author of the original work and the translator each receive 50 of the author share If the original work is in the public domain author deceased for more than 50 years half of the author share of any royalties is paid into a reserve fund that is used to make general lump sum repertoire payments That author therefore has to be registered N B Translators who were paid a lump sum and who are not eligible for copying royalties under the publishing contract must not be registered in the rightsholder section for the work The translator s portion of the author share is remitted to the publisher who has to register as the rightsholder f
8. and you prefer to check with your organization business or Copibec about an existing registration you can click Quit the current registration process Step 3 Account contact information The third step is to enter the contact information for the individual who is registering as a publisher or for the organization or business designated as the publisher The complete address and phone number are compulsory Step 4 Information review In step 4 publishers can review the information entered during the first three steps and make any necessary changes Step 5 Terms and conditions The terms of use of the Copibec system are shown in step 5 Publishers have to accept the terms and conditions in order to be able to use the system If they do not accept the registration process will be terminated and the information entered will not be saved 11 After the submit button is clicked a registration confirmation is displayed Account registration Completed Confirmation The registration has been saved successfully and will be processed by Copibec After your account has been validated an account number will be assigned to you and an email summarizing the information you provided will be sent to the address below example publishercom Back to home page a 1 An email is then sent to the user who created the publisher account That user will have to activate the account by clicking the URL link included in the email in order to
9. books music publications in braille microfiche or online format etc Like the ISBN the ISMN contains a publisher prefix a document identifier and a check digit For example if the ISMN is M 53001 001 3 the publisher prefix is M 53001 The following message may appear if you are registering as a new publisher Account already exists An account Publisher containing the following information has already been registered in the system Account No ED43104 Account name Jewel Editions Publishing Created on 2003 09 03 The system can register you as a user for this account and a Copibec representative will follow up your request Do you want to Register as a user Edit the data entered Quit the current registration process 10 In that case the system has recognized a business number that has already been registered with Copibec If the existing publisher account is the right one and you want to add a new user click Register as a user The publisher account administrator can then validate the registration Account registration Completed Confirmation The registration has been saved successfully and has been sent to the account administrator for validation An email summarizing the information you provided will be sent to you at publisher publisher com Back ic home page UTZ Ti To correct any numbers in the existing registration click Edit the data entered If there are no errors in the numbers
10. de the cheque number amount status issue date batch number and cashing date The icon on the left provides access to the royalty payment details appearing on the cheque and the accompanying stub My royalties Cheque No Amount Status In circulation Batch Date cashed Fd 200006 93 45 In circulation 2012 04 25 177581 J 200005 124 89 In circulation 2012 04 24 177580 Id 4 Page oft bl 1102012 item s displayed Number of results per page 50 7 AAA 17 Repertoire In this section of Savia you can search through all your documents and create new ones AccOUNT My documents REPERTOIRE LIW Pies Piper A IA A iinet TTET DIE Te A II A A E TELLETT ET REPERTOIRE Status ISBN ISSN ISMN Title 5 Sank D Approved 978 1 879812 25 3 Brand newt My documents J Submitted to Copibec 978 1 879812 26 0 Once apon My approved documents My documents being created nn My documents submitted to H 4 Page 1 off Pb bl 1to2 of 2 item s disp Ar E y kl te My documents to be approved 18 Document search When you click REPERTOIRE a complete list of your publications is displayed in the table on the right To search through those results click Show search options which will give you access to various criteria for refining your search If you tick the Result in detailed format box the titles will be displayed with more complete details My documents ISBNAISSNISMN Title Publisher Author
11. encil icon on the left provides access to that user s profile so that changes can be made i e personal information settings and access rights To deactivate a user simply click Deactivate in the top right corner A link in the top right corner enables you to add a user A publisher account administrator who wants to allow another person to access the account can now add that person as a new user User list List of the users associated with your organization s account Add user G Last name First name Email Admin Active 7 Example Publisher Sxempre tie Selena com a B A 4 Page 1 ofi P Pl 41to1 of 1 item s displayed Number of results per page 50 5 14 To create the user s profile enter a valid email address and the user s last and first names and phone number A secondary phone number can also be added Then enter the user settings preferred language and subscription to Copibec s e newsletter and determine the user s access rights Account information Account name Publisher Example Account No ED100009 User information Email example2 publisher co First name John Last name Smith Phone 222 333 4444 Secondary phone o SY Settings Language English agree to receive publications from Copibec by email 15 Access rights Administration m Account Cheques Partial viewing Role Viewing Management Account al Accounting E Document E Complete viewing Registration E
12. enterpotss Ho e AGAN comica Informer STEP 4 fa compro a IMorrabon ree Publi Her Ha Description Type Edit Elbe STEP 5 uo compietzd Terms amj cono AA The publisher first has to determine whether to register as an individual natural physical person or as a body corporate artificial legal person Self published authors can create a publisher account and choose to register as an individual The individual s social insurance number SIN will be required in order to issue cheques and tax slips One or more publisher numbers can also be entered but are not compulsory for the registration process If the publisher is an organization or business select the body corporate option The business name will be required as well as at least one business number i e the 10 digit federal business number or the 9 digit Quebec enterprise number One or more publisher numbers if applicable can be added at the bottom of the page 9 gt The publisher number is either an ISBN or ISMN prefix e An ISBN prefix is a variable length identifier assigned to a book publisher e g the prefixes 978 2 551 and 978 2 922258 are assigned to Quebec publishers In Quebec the Biblioth que et Archives nationales du Qu bec is responsible for managing the assignment of ISBN prefixes e An ISMN prefix is composed of the letter M followed by a variable length number and is used to identify a music publisher sheet music anthologies popular song
13. ges and then submit the document to Copibec N B For any incomplete document you can click Show incomplete information to identify which fields or tabs need to be completed Save was successful Incomplete information Show incomplete information Incomplete and creation in progress document Title A new story ISBN 13 978 1 879812 27 7 Publisher Example ISBN 10 1 879812 27 4 Publisher Publisher Example CTT 20 Add documents This option enables you to add a title to the Copibec repertoire Depending on the type of document different information will be required so that the registration is complete and the document can be submitted to Copibec In order for a book dramatic work play or sheet music to be registered the publisher number ISBN or ISMN prefix must appear in the publisher account and must have been approved by Copibec To register a periodical please contact Copibec A complete book registration will consist of all of the following data e Title e ISBN and ISBN 13 e Number of pages e Publication year e Media e Atleast one author except for titles whose royalties are 100 payable to the publisher e Royalty allocation percentages among rightsholders A complete sheet music registration will consist of all of the following data e Title e ISBN or ISMN e Number of pages e Publication year e Media e Atleast one author except for titles whose royalties are 100 payable to the publisher
14. nd last names and role are compulsory For an organization or business the business name and authorship role are compulsory Then click Create It is preferable to create the account in the name of an individual Copibec will make sure that the royalties are paid to the correct rightsholder Once the author has been identified select the authorship role in the dropdown menu adapter rewriter anthologist writer etc and then click Add The author s name will be displayed in the tab To change the authorship role click the pencil icon A short bibliography will be displayed so that you can choose a different role from the dropdown menu and then save it To delete an author click the red X to the right To replace an author with another you will first have to delete the previously registered author and then add the new author 23 3 Rightsholder s This tab is used to indicate the royalty allocation for print format and digital format copying Certain specific rules apply for determining how royalties are allocated depending on the type of work registered anthology translation adaptation co publication etc Make sure you follow the rules described below Anthology The anthologist always receives half 50 of the author share If the anthology consists of texts from 10 authors or less not including the anthologist half of the author share 50 is divided among the authors If the anthology consists of texts from
15. nd the other will receive 20 you can modify the allocation by clicking the pencil icon next to the authors N B The total percentages for each copying format must be 100 Otherwise the document will not be complete and cannot be submitted to Copibec for approval 25 After completing the three tabs click Save A message at the top of the screen will indicate whether the document is complete or incomplete If the information is incomplete click Show incomplete information to identify the fields or tabs that need to be completed Save was successtul Incomplete information Show incomplete information incomplete and creation in progress document Tite A new story ISBN 13 978 1 879812 27 7 Publisher Example ISBN 10 11 87981227 4 Publisher Publisher Exampls UL Ti If the document is complete you can submit it to Copibec The complete document will be automatically approved unless it needs to be validated by Copibec 26 COPIBE O 606 Cathcart St Suite 810 Montreal QC H3B 1K9 Telephone 514 288 1664 or 1 800 717 2022 Fax 514 288 1669 www copibec qc ca For more information comOcopibec qc ca Graphic Design www oblik ca
16. ogress ell e t User identification First name STEP 2 Not completed Last name Account identification Phone E gt STEP 3 Wot completed am Author Account contact information e Publisher e STEP 4 not completed Content user Ej Information review STEP 5 Wot completed Terms and conditions ee ee ee ee ee ee ee Prd ere eres An email address is now used as the access code for the user account it replaces the user code used in Copibec s previous system The basic identification consists of five compulsory elements email address first name last name phone number and user type By hovering the cursor over the question marks you can view pop up help tips 8 Step 2 Account identification Savia ET a Identification of publisher account to be created REGISTRATION STEP 1 Compete a Ind eaturevphysical parson User destificebon a Morel person As ER gt k STEP 2 je TCH eare number i coun denii aion STEP 3 Not oompleteo Account catet mbormalion Publisher Mo Description Trp Edit Eike STEP 4 mol campro niomat rence STEP 5 Not complete Terres send conditions Savia i a Zu u Me ee Identification of publisher account to be created A Indira rela phys el person REGIS TRATION STEP 1 Compe User entiicalion e Moral person b STEP 2 fn pregen i Aces identification Fadaral bums aus Ma STEP 3 ue compieted see Quebec
17. old email address was also used to register the publisher account you will also have to do the update for the publisher account because the email address is Copibec s primary means of communication with you Account This option gives you access to the publisher account Publisher account The name of the publisher account appears under the word ACCOUNT in the menu on the left Under the publisher account name depending on the access rights that you have been assigned between one and three publisher account viewing and or management options will be available If the options are not displayed click the publisher account name Shown in orange ACCOUNT Publisher Example Profile Users My royalties ADD ANOTE AAA 13 e Profile This option gives you access to the contact information and social insurance number of an individual registered as a publisher For an organization or business the business name and business number s are displayed This option also provides access to the publisher numbers it is possible to submit publisher numbers to Copibec by clicking Add a publisher number and the account s contact information The information in any of the unshaded fields can be updated by the user e Users This option shows the list of users associated with the publisher account The boxes in the two columns on the right indicate whether the user is an account administrator and whether their status is active The p
18. or the translator s portion of the author share The royalty allocation will then be 75 publisher and 25 author The publisher will receive the translator s share However the translator s name and role can be added in the Author s section 24 If the document s rightsholders were registered in the previous steps publisher and or author click Generate default rightsholders Bibliographic information Rightsholder s Generate default riohtsholdars Print format copying Reason Rightsholder Rights start date Rights end date Yo for transfer Publisher Example 2011 12 15 50 FS IX Author Example 2011 12 15 50 PX Digital format copying Reason Rightsholder Rights start date Rights end date Yo for transfer Publisher Example 2011 12 15 50 PX Author Example 2011 12 15 50 FR TTT A window will open so that you can select the royalty allocations for print format and digital format copying After indicating the allocations click Generate The system will calculate the distribution percentages according to the selected allocations and number of registered contributors For example if the document has two authors the Generate default rightsholders function will allocate 50 of the royalties to the publisher and the author share will be divided equally between the two authors who will each receive 25 of the royalties If your publishing contract stipulates instead that one of the authors will receive 30 a
19. orner of the home page and then click Complete the registration process on the left Savia AS Email u YOU DON T HAVE A USER ACCOUNT Password Forgot your password Remember my information obtain an account Created by AL EquiSof Contactus Privacy policy UL 6 There are five steps in the new account registration process User identification system user s personal account Account identification publisher account Account contact information Information review Terms and conditions A publisher account will contain one or more users A user is an individual who is identified by their email address which must be unique in the system and phone number and who has provided their contact information They are authorized to carry out actions affecting the publisher account The first person to create a user file will be designated the account administrator Other users can be created through the administrator s account The administrator will give those users the applicable access rights ranging from very limited access to complete administrator access During the registration process start by identifying the user who will then create the new publisher account New feature in Savia Buttons at the bottom of the screen allow you to move between steps in the registration process Step 1 User identification Sav a User identification REGISTRATION STEP 1 m pr
20. repertoire Please note that if a user is authorized to manage registrations that user will automatically have complete viewing rights for documents registered in the repertoire 16 The user can also be authorized to approve documents submitted to the publisher by Copibec e g Copibec needs to know the author s name or the royalty allocation percentages for a title reported in copy logs The information can be approved as is or the document can be put back in creation mode If either the Approval or Registration box is ticked the Complete viewing box will be ticked by default After the data has been entered the administrator can activate the new user profile by clicking Activate in the top right corner The user will be sent an email and will have to activate their account by clicking the URL link provided At that point the user has to choose a password before being able to use Copibec s services An administrator who activates a new user account does not have to click the Reset password link in the menu on the left That function is used only if the administrator is informed that a user has lost or forgotten their password When a new account is activated an email is sent automatically e My royalties This link displays the list of royalty licence fee cheques issued to the publisher by Copibec It is possible to do a search for cheques or to filter the results by clicking Show search options The results inclu
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