Permissions Request System (ODY©)

INTRODUCTION

This tutorial will teach you how to obtain permission to use copyrighted material for projects. These projects could include, but are not limited to:

• Books or journal articles 

• Presentations

• Multi-media projects 

The system used in this process is called ODY©. Managed by the Copyright Licensing Office, also known as the CLO. Please note that you are responsible for any fees assessed for permissions. Allow four to six weeks for processing.

LOCATION & LOGIN

Start at the CLO homepage, found at copyright.byu.edu. Click Obtaining Permission. Select the ODY© system by clicking Copyright Request (ODY©). You can also access the website directly by going to copyrightrequest.byu.edu. Login using your net ID and password. Once logged in, you will be directed to the Main Menu of the ODY© System.

ENTERING A NEW PROJECT

To submit a permissions request for a new project, click Enter a New Request. Please fill in your contact information. If you are not the project manager, please list who is. Details of Intended Use outlines your project and how the copyrighted material is used. Instructions regarding what to enter in each box can be found to the right of the page. Please fill in the boxes as thoroughly as possible. Fields marked with an asterisk are required. Although not all the boxes are marked “required”, leaving fields blank could delay the permissions process. 

Description of Requested Item gives the CLO information about the copyrighted material you would like to use in your project. Please fill in the boxes, as directed on the right side. There are six options listed for the nature of the copyrighted material. If the material does not fit into the book, journal, music, film, or internet categories, select Other and provide as much information about the source of the material. Please select the source type that best fits the copyrighted material you would like to use. The fields marked with an asterisk are required. Please be as thorough as possible. The example given is for an image found in a journal. In Submitter Comments, enter any additional information regarding the request such as:

• Where to find the material.

• When you will have more information regarding the project.

• How much you are willing to pay for licensing fees. 

You may also leave the box blank. More notes can be entered after the request has been submitted. In order for the request to be submitted, you must click on the Request Item button. A message will then appear, letting you know that the CLO will contact you shortly. Click the OK button. Be sure to have access or know where to find the material you are requesting permission.  The CLO employee processing your request may need to see the material beforehand. Once you have submitted the request, you will be directed to where you can add another item. If there is more copyrighted material you would like to use, enter that information here. The details outlining the project have been saved; you only need to enter the information about the additional copyrighted material you wish to use. You may submit as many items of copyrighted material you would like to use for your project. Simply fill out the form.

CHECKING THE STATUS OF YOUR REQUESTS

Once you have submitted a request, you may check its status through the ODY© system. Under the main menu, click View My Requests to check the progress of your requests. You will see your projects listed. You can check the status by looking in the rightmost column titled Item Status and by checking its definition below.

ADDING INFORMATION TO YOUR PROJECTS

To add more information to an already submitted project, go to View My Requests. Click on the project to which you would like to add additional information. From this page, you can add submitter comments if you have found additional information for the CLO. You can also add another item of copyrighted material to a project after the main project has already been submitted. From the View My Requests page, find the project you would like to add an item to and then click Add an item to this project. The form for the additional item will come up.