Frequently Asked Questions (general)

About Stichting UvO

What is Stichting UvO?

Stichting UvO is a copyright organization for and by publishers. Publishers' content is used and reused (copied, reproduced) in higher education. We make this reuse possible and simultaneously ensure that publishers – and thereby their authors – receive a fair payment for the reuse of their work. Educational publications are essential for our knowledge economy. The core business of UvO, the 'collective management' of copyrights, is administrative: invoicing and distribution. We do all of this on a non-profit basis.

What does Stichting UvO?

The core business of UvO, the 'collective management' of copyrights, is administrative: invoicing and distribution. This includes the following tasks:

  • Investigating how much 'reuse' of copyrighted works actually takes place within education
  • Arranging and negotiating lump-sum agreements with educational institutions (university, higher education, vocational education, and others) for 'reuse'
  • Collecting fees from educational institutions for 'reuse' (on a Digital Learning Environment or in a paper reader)
  • Mediating in obtaining permission for longer publications
  • Distributing compensation to all publishers who are entitled to it. If a publisher is not yet affiliated with us, we make every effort to trace the rights holders, as far as allowed by privacy regulations.
  • Administering these processes
  • Providing information to educational institutions, publishers, and others
Why pay for the use of publications in education?

The work of authors forms the backbone of our knowledge economy. Higher education cannot function without professional, creative, and up-to-date information. Therefore, we represent the rights of publishers, and by extension, their authors. They are entitled to compensation when their work is reused. Copyright is essential for creating and preserving knowledge.

In the digital age, many people assume that if something is freely available on the internet, it can also be used for free. However, this is only sometimes the case (e.g., when a Creative Commons license is stated).

In general, the use of material that is protected by copyright is not free. The rights holder (the creator and/or the publisher) is entitled to a fair compensation. This is because when something is shared or copied, they lose income.

For more information, you can visit the following websites: www.onderwijsenauteursrecht.nl and www.auteursrecht.nl.

What is the ‘education exception’?

Permission is required for the use of copyrighted material. This applies to both paper and digital copies (e.g., PDFs).

There is an exception in the Copyright Act for educational purposes. You may use copyrighted work without permission “to illustrate education”—but only under certain conditions. The so-called ‘education exception’ (Article 16 of the Copyright Act) is not an exemption for education. A reasonable fee must be paid by the educational institution.

The reason the ‘education exception’ was introduced is that copyright law can sometimes conflict with fundamental human rights, in this case, the right to education. Hence the exception. Additionally, there is the creator’s interest. If their work is distributed for free to students, the creator loses income. That’s why the ‘fair compensation’ is stipulated as a condition.

For more information on this exception, visit the website:

https://www.auteursrecht.nl/auteursrecht/Uitzonderingen


About Your Invoice

Why am I receiving an invoice?

Stichting UvO sends different types of invoices to educational institutions. These are the most common ones:

  • Buyout invoice: Many educational institutions pay a generic buyout fee for the (re)use of copyrighted material. The terms and conditions vary depending on the arrangement.

  • Invoice for permission request: Educational institutions can request permission through our webportal for the use of 'non-short' (i.e., longer) publications. This is settled through an invoice. The amount is based on our page rates.

How can I file an objection to my invoice?

If you have a question or wish to file an objection, please contact us as soon as possible. We are happy to assist you. Please do so within 30 days from the invoice date due to our collection process.

I want to object to my invoice, but the payment deadline has passed.

It may happen that you disagree with an invoice you received. However, after 30 days, you will need to pay the invoice first, or additional administrative fees will be charged.

Then, please send a well-founded objection to the invoice (by post or mail). Always mention your customer number and the corresponding invoice number. If your objection is justified, a possible refund may take place, and the amount will be reimbursed.

If UvO receives your objection after the invoice has been handed over for collection, the administrative fees will always be charged. Even if the objection is justified, the collection costs (and statutory interest from the due date) will remain your responsibility.

How is the amount of my invoice determined?

Each invoice for a permission request includes a breakdown of the amount due. This amount is based on the type of reproduction, the number of pages, the applicable page rate, how many students had access (the 'circulation'), and the number of images.

What is the 'Indemnity Fund'?

Sometimes, it is no longer possible to trace the author, publisher, source, and/or copyright holder of a publication. In such cases, it is impossible to request permission in advance, and as a result, you may be using copyrighted material without authorization.

In this case, you can make an arrangement with UvO to receive indemnity: you will no longer be liable for this unauthorized reproduction. UvO will then take on the responsibility to make efforts to trace the rights holders.

Note: The Indemnity Fund is more expensive. Click here for the current page rates.


Login webportal

I forgot my password.

Click on the "Forgot Password" link on the login screen of the webportal.There, you can request a new password.

Note: The password will only be sent to the email address registered in the webportal.

How can I change my email address?

You can do this yourself. In our webportal, you can enter your new email address. A confirmation will be sent to your old email address and your CC email address.

Note: Anyone in your organization with access to your login details can modify this information. We recommend setting up a CC email address so you receive a confirmation whenever changes are made.

How can I change my mailing address?

You can do this yourself. In our webportal, you can enter your new mailing address. A confirmation will be sent via email.

Note: Anyone in your organization with access to your login details can modify this information. We recommend setting up a CC email address so you receive a confirmation whenever changes are made.

How can I change my billing address?

You can do this yourself. In our webportal our web portal, you can enter your new billing address. Click on "My Details," update the information, and click "Save Changes."

Note: All future invoices will be sent to this address.


About Copyright

Who holds the copyright when there are multiple (co-)authors?

This depends on the agreements made with the publisher. The fact that someone has written a publication does not necessarily mean they (still) hold the copyright. In most cases, the copyright of a published work lies, at least partially, with the publisher and sometimes entirely.

If the work has not been published and the copyrights have not been transferred, then for a publication with multiple authors, there is a "joint" copyright.

What is the boundary between ‘quoting’ and ‘reproducing’?

Using a (short) quote is permitted without prior permission—reproducing a longer section is not. Always include the source. A quote serves to clarify an argument. The rule of thumb is: if the quote is removed, the argument should still hold.

In non-literary analyses (such as book reviews), substantial excerpts from the work being reviewed may be included. The question is whether this constitutes merely a "quote" or an actual "reproduction." However, UvO applies generous limits to define "reproductions," leaving little room for doubt. A review may include:

  • Up to 10,000 words from a book, provided this does not exceed one-third of the original work.
  • Up to 8,000 words from a magazine.
  • Up to 100 lines of poetry or 2,500 words of prose, as long as this does not exceed one-tenth of the original work.

Each quoted source is assessed independently. If one quoted source exceeds the applicable limit, it qualifies as a "non-short" reproduction. In such cases, prior permission must be obtained from the rights holder (publisher and/or author).

Can I use 'my own work' for free in my teaching?

Not always. While you may think of a work you’ve authored as "your own," legally, the term "own work" means that you (and only you) hold all copyrights. For published works, this is rarely the case. Once a work is published, the publisher typically owns part or all of the copyrights.

There are exceptions, such as when you have explicitly agreed with the publisher that your publication can be used for free in (digital) readers or syllabi. Alternatively, you may have retained some (or all) of the copyrights. However, these agreements must be formally documented and shared with UvO: a written agreement with the publisher is sufficient.

If your work has been published and you transferred your rights to the publisher without any additional agreements, you will need to request permission through the UvO web portal or directly from the publisher.

If you intend to use less than 40 pages (or 20% of the work), this reuse may already be covered by the Easy Access Agreement 2023 (for universities). In such cases, you can distribute it freely to your students.

Can I link to a publication?

Yes, absolutely – but make sure it’s to a website with legal content. By placing a link or reference, copyright-protected works are not embedded in the digital learning environment. As a result, this does not constitute a "reuse." Therefore, you don’t need to report a link or reference to UvO.

Can I use images from the internet for free?

In principle, images are protected by copyright. This applies to pictures, illustrations, graphs, tables, charts, and similar items—whether they come from books, magazines, or the internet.

However, there are also royalty-free images that can be used without permission. The copyright information point (AIP) at your educational institution can provide more details on this.

Is Shakespeare public domain?

It depends. In principle, copyright on a work expires 70 years after the death of the creator. So, in the case of William Shakespeare (died in 1616), his original works are indeed public domain.

However, this does not apply to adaptations, such as films or translations. These adaptations have their own copyright. A recent translation of Shakespeare’s works, for example, is often not public domain. The adaptation is a reproduction of the original work but also constitutes an independent creative work.

Can I use Google Books for free?

Digitized books on Google Books may appear to be copyright-free and part of the "public domain." Unfortunately, this is not always the case. A book may also be unlawfully available on Google Books. Therefore, it is important to check the copyright status of each book before using it.

I am receiving a claim from a publisher or author, what should I do?

Direct them to Stichting UvO. With UvO’s compensation scheme, educational institutions are indemnified against claims from copyright holders – as long as it relates to ‘reuse’ for which payment has been made.

If the claim concerns ‘other use’ or the reuse of longer excerpts, this is not covered by the compensation scheme. However, you can still contact us so that we can mediate between you and the publisher/copyright holder.

Do I always need to cite a source?

Yes. If you use, copy, or incorporate someone else's work, you must cite the source, if reasonably possible. Otherwise, it constitutes plagiarism. TheCopyright Act (artikel 16) requires that the name of the creator be clearly stated. However, UvO requires a full citation for each use or reproduction of a work. If the source cannot be traced, indicate where the material was sourced from.

Are books that are out of print free to use?

Not usually. A book that is no longer sold and is not being reprinted is considered "out of commerce" (OoC). However, this does not mean it is "free," as the work is most likely still under copyright.

UvO applies a different, lower rate for books that are no longer in circulation. Click here for the current page rates.

It is therefore useful to find out whether a book is still in circulation if you want to use it in your teaching.

Note: You must request permission in advance and provide proof that the book is indeed out of print. Otherwise, the (higher) infringement rate will apply.

How do I prove that a book is out of print?

How can I prove that a book is out of print?

You need to provide UvO with evidence that the book is indeed out of print (also known as "out-of-commerce" or OoC). Here are the steps you need to follow:

  1. Request permission in advance to use the book via the UvO web portal. Make sure to include the proper citation (author, title, ISBN, publication year, and publisher).
  2. UvO will ask you to provide proof that the book is no longer in circulation.
  3. Ask the publisher if the book is out of print. They will have accurate information about any reprints, and perhaps you can still purchase remaining copies of the title.
  4. Upload the email confirmation (e.g., a PDF) to the UvO webportal. The email must clearly state that the publisher confirms the edition, or any reprint, is no longer being printed.

UvO will let you know as soon as possible whether you qualify for the reduced page rate.

Open Book Exams: How to Handle E-books

During a digital exam with an open-book format, an e-book may be made available through a digital platform, but only to students who already possess a digital version of the book. Legally, "e-lending" is considered comparable to lending physical books.

Example 1: A student has an open-book exam. He/she has purchased the e-book and therefore cannot physically bring the book to the exam. In this case, making the e-book available is permitted.

Example 2: A student has an open-book exam. He/she has not purchased the e-book. In this case, making the e-book available is not allowed without prior permission from the rights holder (publisher and/or author). Without permission, this would be considered an unlawful reproduction.

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