Document Rights Received

As each permission agreement comes in, review the terms to ensure the appropriate rights have been granted.  If the rights holder requires a signature to finalize, please consult your Editorial team. Record any rights restrictions, required credit lines, fees, and comp copy requests on the permissions log.  Label and organize all permissions agreements as indicated below.

Permissions Log

The Permissions Log is a document you will create as you write your book.  It is available on the Resources page, in either Word or Excel format.  Please review the guidelines for completing the log.  The Permissions Log must be submitted to your Editorial team along with your final manuscript.  You are strongly encouraged to retain a copy of the Permissions Log for your records.

Prior to submitting the Permissions Log:

  • Confirm that all third-party content contained within your manuscript has been recorded on the permissions log and that each column is completed.
  • Make sure the items listed on the permissions log are ordered as they appear in the book.

Permissions File

The Permissions File consists of the documentation you accumulate from rights holders who grant you permission.  The Permissions File must be submitted to your Editorial team when all permissions have been received, at the time you submit your final manuscript or as soon as possible thereafter.   You are strongly encouraged to retain a copy of the Permissions File for your records.

Prior to submitting the Permissions File:

  • Confirm that all permission agreements, licenses, and releases are included.
    • Add any relevant communication with the rights holder to the file, including all email correspondence and any attachments.
    • Invoices do not always contain the full scope of rights granted, so be certain to include any terms of use provided by the rights holder.
    • Include any relevant communication with your Editorial team regarding the permission requirements of specific content.
  • Arrange documents in order, according to the Permissions Log.  Scan the file as a single PDF, if possible.
    • Electronically label the items in the PDF with the item description (i.e. Table 5.2) so that the file is searchable, if possible.  Otherwise, clearly label the hardcopy documents prior to scanning, and review to confirm all labels are legible in the scanned file.