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

$4,319.00 - $4,540.00 CAD Monthly

Posting End Date

July 4, 2023

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

Job End Date

Summary

The Scholarly Communications & Copyright Office 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 Rights & Permissions Service advises faculty and staff on the application of UBC s copyright requirements and clears permissions for copyrighted material to be used in courses and presentations.

The Rights & Permissions Assistant processes copyright clearance requests for UBC and UBC Okanagan. Acts as a point of contact for rights holders and course instructors for information on permissions requests and general inquiries. Creates and maintains a database of permissions requests. Interprets and ensures compliance with UBC copyright policy.

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/.

Organizational Status

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, rights holders, publishers, vendors and other stakeholders. Brings complex problems and situations to the Rights & Permissions Manager.

Work Performed

• Receives, sorts, distributes, refers and responds to incoming permissions requests.
• Creates, edits and updates a growing database of permissions records including faculty contact information, course lists, item requests, and transactional licenses.
• Receives and forwards permissions invoices.
• Resolves unfilled requests by verifying the citation s accuracy, identifying and adding the relevant data, and notifying instructors of the request s status.
• Prepares and keeps up to date procedures on all work performed in job.
• Makes the initial copyright determination - fair dealings or licence required. Subject to review by the Rights and Permissions Manager.
• Performs other related duties.
• Searches the internet and informational databases to locate rights holders. Uses critical thinking, logic and problem solving to locate rights holders. Contacts copyright collectives, publishers and rights holders for material usages.
• Explains general guidelines and specific agreements for permissions and terms determined by the rights holder to course instructors to ensure copyright compliance.
• Informs the Rights & Permissions Manager when an issue has been identified (e.g. non-responsive copyright holder.)
• Investigates and assesses rights holder fees and terms according to established guidelines set by the Library Copyright office. Refers those set outside the guidelines to the Rights and Permissions Manager.

Performance Criteria:

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

Consequence of Error/Judgement

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.

Preferred Qualifications

High School graduation and two year Library Technician diploma.3 years relevant experience or the equivalent combination of education and experience.Ability to effectively use word processing, spreadsheets, database software at an advanced level (MS Office). 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.