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Janet Woods . Permissions Editor . Support Services

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What is a Text Copyright Permissions Editor?


Textbook authors, or any book author for that matter, submit their manuscripts to publishers for publication. Before a book is published, the publisher has to make sure that all material contained in the manuscript, from outside sources, follow copyright law.

Therefore, every photograph, text quote, cartoon, full article reprint, chart, line drawing, graph, map, screen shot will need to be analyzed. Someone must (1) review the full manuscript page-by-page and create a permissions log based on "used items" to be printed in the book. Where permissions are required, someone must (2) obtain written permission before each item can be reprinted.
If complete source information is provided, it makes the copyright evaluation permissions process easier. If the source information is not complete, research is conducted to find the copyright holder of any used items. This is the job of a Permissions Editor, which encompasses many tasks during the process.
General Scope of Work:


Publisher provides:

        CourseSmart Access or copy of manuscript

        Previous log if applicable

        Project Manager name and contact information

            Author name and contact information

            Person responsible for payment of fees and service invoices

            Project Timelines 

            Project budgetary restraints


Permissions Editor:

           Obtains title of book (manuscript) and description, author, edition, print runs
           Determines rights required 

               Print AND electronic (for eBooks, websites, etc.)
               This edition and all subsequent editions
               World distribution in all languages 
               Ancillary products and derivative works (PPTs, TBs, IMs, SMs, etc.)
          Analyzes manuscript
          Determines what material requires permissions
          Creates the Permissions Log (or use proprietary system)
          Prepares Permissions Request Letter and Form
          Determines copyright holder and obtain contact information
          Sends Permissions Request to copyright holders
          Creates filing system Sent, Open, Closed
          Creates Invoicing Logging System for payments requiring immediate attention
          Follows up on requests
          Processes replies and reminders

          Creates credit citation Page for Manuscript


Project Management/Organization/Tracking (FileMaker)
Data Entry (RMS/CRS/PCD)
Follow up on all communications

Negotiation on fees
Collecting and analyzing Permissions Contracts


What is Operational Support

Activity Management
Database Creation
Systems and Procedures

Project Management

The role of a Project Manager is to plan, measure, coordinate and oversee all aspects of a project. Responsible for monitoring, reporting and summarizing the project's progress. Lead and direct the work of others. Set and continually manage project expectations with team members an

d other stakeholders.  Direct, measure, and manage project development from beginning to end.


General Scope of Work:

Define project scope, goals and deliverables that support business goals in collaboration with senior management and stakeholders.
Define project success criteria and disseminate them to involved parties throughout project life cycle.
Determine the frequency of needed status reports from the project team, analyze results, and troubleshoot problem areas.
Develop and deliver progress reports, proposals, requirements documentation, and presentations to management.
Liaise with project stakeholders on an ongoing basis.
Direct and manage project development from beginning to end.
Track project milestones and deliverables.
Proactively manage changes in project scope, identify potential crises, and devise contingency plans.
Plan and schedule project timelines and milestones using appropriate tools.
Delegate tasks and responsibilities to appropriate personnel.


Ability to elicit cooperation with management, clients, and other departments
Strong written and oral communication skills
Able to learn, understand, and apply new technologies
Ability to effectively prioritize and

execute tasks in a high-pressure environment
Ability to read communication styles of team members and contractors
Can conform to shifting priorities, demands and timelines
Able to use analytical and problem-solving capabilities to conform as needed


Work Environment



Work Schedule

I can work daily Monday-Friday for up to 8 hours per day.

Willing to work on weekends with two days prior notice.

Flexible days okay.


Work Hours

My core hours of availability by phone or Skype are 7 am – 5 pm EST.

“Early bird” or “night owl” schedule available as required.

Flexibility is given for arrangements to be made to satisfy the company’s needs.

Hours are tracked and reported via Excel formula driven timesheet.

Weekend time is considered Overtime and is billed at a slightly higher rate.

Work is approved during the process of activities, as required by the company and the timesheet is issued prior to invoicing.

Work Place

All tasks will be done at Home office.

All days worked will be done at Home office.

Skype meetings will be available, as requested, and scheduled by company to discuss and evaluate all tasks.

Project reviews will be conducted, as requested and scheduled by company.



A dedicated business phone number can be provided for guaranteed access, as needed.

In case of inability to contact, a message voice mail will be activated.

Emails for company are alerted as work is being processed and a response is made immediately.

Any important or large documents can be delivered to company via DropBox.

Status-updates are provided via email as appropriate.


Standard Software, Logistics, Equipment, and Costs

PC with Microsoft Office, high speed internet, a USB headset.  Skype, email and IM communication.  Microsoft Office - Word, Excel, Outlook, PowerPoint, OneNote.
Carbonite backup system is active on computer, however, can backup on reimbursable purchase of a thumbnail.
Will contact provided company designated technical support, if company applications are provided.
Equipment provided includes standard use of, computer, software, printer, print cartridges, and paper.  Non-standard use of equipment, supplies, or software is subject to reimbursable costs.


Tools and Applications

Google calendar
Internet Access
Outlook w/Contact Management
Skype/Live IM
Microsoft Office (Word, Excel, PowerPoint, OneNote)
OpenOffice Writer/Easy PDF Templates
Express Email Marketing
ExpressScribe with foot pedals and headset
The WordClock