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Copyright Permission Instructions and Sample Letter

If the material has been published, a letter of permission from the publisher must be obtained allowing the student to use the work in the thesis or dissertation. Students should inform the copyright holder that the manuscript is being submitted to Indiana University of Pennsylvania and will be available in the library. In addition, copies of the dissertation will be sold on demand by ProQuest Information and Learning Company (formerly UMI).

  1. An extra copy of the letter must be provided to the Thesis/Dissertation Office. This copy will be sent to ProQuest with the Doctoral Dissertation Agreement form.
  2. In addition, proper credit (as instructed in the letter of permission) must be given in the text.

Proper Acknowledgement in the Text

When material is taken from a copyrighted source, proper credit must be given on the first page of the chapter or section containing the material. This statement is placed at the bottom of the page as a footnote. The note should be single spaced, asterisked (add an asterisk at the end of the chapter title at top of the page also), and include mention of permission from the copyright holder to reprint. It may also include a copyright notice (and it must if requested to do so). The wording of the note is sometimes given in the letter from the publisher granting permission to reprint. If so, follow it exactly, filling in the particulars. If not, give enough information to clearly identify the work.

The following are samples for reprinting from a journal and from a book (note: information to be filled in is in all capital letters. Do not use all caps on text page):

  1. When reprinting from a journal:

    *Reprinted with permission from “TITLE OF ARTICLE” by AUTHOR’S NAME, YEAR. JOURNAL NAME, VOLUME, PAGE RANGE. COPYRIGHT YEAR by NAME OF COPYRIGHT HOLDER.
  2. When reprinting from a book:

    *Reprinted with permission from TITLE OF BOOK, by AUTHOR’S NAME, YEAR, PUBLISHER’S NAME, LOCATION OF PUBLISHER. COPYRIGHT YEAR by NAME OF COPYRIGHT HOLDER.

If only part of the chapter is from a copyrighted source, the note may be worded to reflect the fact. For example: “Part of the data reported in this chapter is reprinted with permission...” or “Part of this chapter is reprinted with permission...”

If parts of the published article appear in several chapters, the footnote will appear at the bottom of the first page of each chapter in which the material appears. (See previous paragraph for proper wording.)

The particular style (italics, quotation marks, volume and page information, etc.) will follow the style of your reference section.

Sample Request for Letter of Permission

Date

Journal Name
Journal Address

To Whom It May Concern:

I am a doctoral student at Indiana University of Pennsylvania and am writing for permission to include in my dissertation <part or all> of the material from <journal name, article title, volume, number, date, page range>. The dissertation will be made available to the public through Indiana University of Pennsylvania’s library. In addition, the dissertation will be microfilmed by ProQuest Information and Learning (formerly UMI), and copies of the dissertation will be sold on demand. Please supply a signed letter granting me permission to use the work. You can mail or fax the permission to <address/number>.

Thank you for your help.
Sincerely,

  • School of Graduate Studies and Research
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