Guidelines for seeking permission to convert VHS to DVD

  1. The faculty member gives their library liaison information about the VHS in question to help him/her locate the video and determine if it is in the Library collection.
  2. The liaison librarian will determine whether the video is available for purchase in DVD format.  If it is  the liaison librarian will purchase it, if funds allow.
  3. If it is not available for purchase in DVD format, the liaison librarian will assist the faculty member in locating the contact information. The faculty member will contact the copyright holder and request permission to convert the VHS to DVD format for educational use.
  4. The response of the copyright holder needs to be documented in writing via email, letters, faxes, etc.

One of these outcomes will result from the query:

  • The copyright holder gives permission.

Deliver the copyright permission in writing to Web and Media Resources and request that the VHS be converted to DVD.  Make sure to make a copy of the copyright permission to keep in your department files.  Web and Media Resources will retain a copy of the copyright permission with your request to convert to DVD.  Web and Media Resources will return both to the faculty member.

  • The VHS is not available on DVD and the copyright holder will not give authorization to make the conversion.

The conversion of the VHS is not possible.

  • It is impossible to discern who the copyright holder is e.g. the company is defunct.

In this case, it may be sufficient to have made a good faith effort to locate a copyright holder and having on file sufficient evidence copies of letters and emails, return postal receipts, etc. that a “reasonable effort” has been made to located the copyright holder in a reasonable period of time.  The final decision to authorize Web and Media Resources to convert the VHS will be made by the LRC Director.