www.ccli.ie/copyreport

v4.5.4 1013
encouraging the spirit of worship
CCLI Licence Kit
Church
Ireland
Your reporting made easier using
CopyReport 4
PDF Instruction Booklet
www.ccli.ie/copyreport
Contents
1. Introduction
2. The Importance of Reporting
3. The CopyReport 4 Software
4. Installing CopyReport 4 for PC
5. Installing CopyReport 4 for MAC
6. Activating CopyReport
7. Using CopyReport
8. Sending Your Report to CCLI
9. FAQs
10. Copyright Licences from CCLI
Thank you for purchasing your copyright licence(s) from CCLI
Included in this document you will find instructions on how to install, activate and
use CopyReport.
1. Introduction
The terms of the Church Copyright Licence (CCL) and the Music Reproduction
Licence (MRL) require licence holders to submit an annual report to CCLI
detailing what has been reproduced under each licence.
CopyReport is specially-designed software that enables you to report
electronically for each of these licences.
When installing CopyReport for the first time you will need:
•
•
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Your customer reference number
Expiry date
The licence number of each licence held
You will find these details on your licence certificate, or in your myCCLI account.
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2. The Importance of Reporting
The information collected from CopyReport is used to calculate the royalties due
to song writers and publishers and is therefore of vital importance. Without this
information CCLI would not be able to pay accurate royalties to copyright owners.
Please ensure your church submits a report annually.
If you have any questions regarding CopyReport or your licences contact our
Customer Service team on +44 (0)1323 436100, visit www.ccli.ie/copyreport or
email us at info@ccli.ie.
3. The CopyReport 4 Software
CopyReport 4 can be downloaded from www.ccli.ie/copyreport.
If you are a Windows PC user and are not permitted to install
CopyReport on your computer, please contact our Customer Service
team on +44 (0)1323 436100 or email us at info@ccli.ie.
Please note that CopyReport 4 is updated regularly with the latest song and
publication information. The latest version can be downloaded from
www.ccli.ie/copyreport and we recommend that you regularly download the
latest version. You can download and install an update partway through your
reporting year without losing any reporting data you may have entered already.
4. Installing CopyReport 4 for Microsoft Windows PC
4.1 Once you have downloaded CopyReport, double-click on the downloaded file to start installation.
4.2 Select the language you wish to use from the list, click ‘OK’ and then click ‘Next’.
4.3 Read the licensing agreements and if you agree, select ‘I accept the terms of this licence agreement’ and click ‘Next’, or click ‘Quit’ to cancel the installation.
4.4 You will now be asked for a location to install CopyReport. If you are happy with the default location, click ‘Next’, or select another location by clicking ‘Browse’. If you are advised that ‘The target directory will be created’, click ‘OK’.
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4.5 You will then be asked for a location to store your settings and reports. If you are happy with the default location, click ‘Next’, or select another location by clicking ‘Browse’. If you are advised that ‘The target directory will be created’, click ‘OK’.
4.6 The program installation will now take place. When the upper progress bar indicates ‘Finished’ click ‘Next’.
4.7 Next you will be asked where to put shortcuts (the icon you click on to open
CopyReport). We recommend you leave the setting of ‘all users’ on the right hand side and leave both options ticked at the top (Start menu and Desktop). In some cases, if Start menu is not ticked, no shortcuts will be created. Click ‘Next’.
4.8 When you see ‘Installation Finished’ click ‘Done’ to exit the installer.
4.9 Open CopyReport by double clicking the CopyReport icon on your desktop.
5. Installing CopyReport 4 for MAC
5.1 Once you have downloaded CopyReport, double click on the downloaded file
which will open a CopyReport window. Double click the ‘copyreport-install-
mac’ icon to start installation.
5.2 When you see ‘Installation Finished’ click ‘Done’ to exit the installer. Open CopyReport by navigating to the ‘Applications’ folder and double clicking ‘CopyReport4’.
6. Activating CopyReport
6.1
When you first open CopyReport you will be asked to provide the name and address details of the person compiling the report. This information will only be used if we need to contact you regarding your CopyReport submission or to inform you of revisions and updates to the software. We will not pass your email address to a third party.
If a previous version of CopyReport 4 is currently installed on your computer, you will not need to fill in your personal and organisation details. During the migration process, CopyReport 4 will transfer the data from the previous version, including the songs you have already ticked. Click ‘Next’.
6.2 You will then be asked to select the country in which the licensed organisation is based (UK or Ireland) and your customer type (church, school 4
or other). Your selection here is important since it will determine how CopyReport is configured. Click ‘Next’.
6.3 On the next screen, enter your customer reference number and the name of your church. Please also provide the address of your church premises, even if you do not own them (for example, your church may meet in a community centre). The customer reference number and your licence number(s) and expiry date are shown on your Licence Certificate.
6.4 You will then be asked to enter your licence expiry date, and the licence numbers of of all the licences you hold with CCLI. Click ‘Next’. CopyReport is now set up and ready to use.
6.5 If you are reporting for more than one church, select the ‘My Details’ tab. Click the ‘New Organisation’ button and you can begin to set up another account.
NB: It is very important that you enter the correct customer reference and licence number(s) in CopyReport since CCLI will use these to match your report with your record on our customer database.
6.6 If additional user language options are available, then you can select your preferred CopyReport Language from the drop-down toolbar on the ‘User Details’ section of the ‘My Details’ tab (the default language is English). If songs are available for display in additional languages, you can select which languages to display in the ‘Title Languages’ tab in the ‘Organisation Details’ section of the ‘My Details’ tab.
CopyReport includes a ‘Help’ option which can be opened by clicking on the
word ‘Help’ at the top right-hand side of the screen.
A series of short CopyReport video help files is available on our website:
www.ccli.ie/copyreport.
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7. Using CopyReport
Church Copyright Licence (CCL)
7.1 Click on the ‘CCL’ button in the Menu Toolbar. If the button is not displayed, ensure you have entered your CCL licence number on the ‘My Details’ page.
7.2 The CCL page displays song titles together with two tick-boxes, one each for
Project and Print. Simply click in these boxes to indicate how you have reproduced a song.
7.3 When you click on a song title, associated information relating to the song will be displayed at the foot of the screen. If you have entered an MRL licence number on the ‘My Details’ screen and the song is covered by the MRL, you will be able to select from a list of popular publications to complete any MRL reporting from the CCL page, by clicking on the Photocopy/Custom Arrangement boxes as appropriate. (If you have reproduced the song under the MRL from an authorised publication that is not listed on this screen, you can report it separately via the MRL page). It is important that you select the correct publication to ensure accurate royalties are calculated.
7.4 If you hover the mouse over the CCL button in the Menu Toolbar, you will see six different options for searching for songs. Each one will configure the CCL page slightly differently. Please refer to ‘Help’ for more information about each option.
7.5 At the top of the CCL screen is a ‘Search For’ box. As you begin to type the title or first line of a song, the song list will re-sort itself until the song you are looking for appears on screen. If the authorised song you are searching for is not in CopyReport, you can enter it by clicking on the ‘Song Not Found’ button. Please refer to ‘Help’ for more information.
Icons used on the CCL page:
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Project
Print
Music Reproduction Licence (MRL)
7.6 Click on the ‘MRL’ button in the Menu Toolbar. If the button is not displayed, ensure you have entered your MRL licence number on the ‘My Details’ page.
7.7 With the MRL you must first select the correct publication and then the song that has been photocopied (or custom arranged) from within that publication. Please ensure you only tick songs against the publication(s) from which you photocopied or custom arranged - it is important that you select the correct publication to ensure accurate royalties are calculated.
7.8 The MRL screen is split horizontally. At the top is a list of authorised publications. You can filter the type of publication displayed by clicking on the buttons to the right of the search box. Choose from All Types, Songbooks, Websites and CD-ROMs. Search within this list to find the publication from which you have photocopied or custom arranged, and then click on it. The contents of the selected book will be displayed in the lower part of the screen. The MRL page displays song titles together with two tick-
boxes, one each for ‘Photocopy’ and ‘Customised Arrangement’. Simply click in these boxes to indicate how you have reproduced a song.
7.9 When you click on a song title, associated information relating to the song will be displayed at the foot of the screen. If you have also reproduced the song under your CCL, you can report this here by ticking the Project/Print boxes as appropriate.
7.10 If the authorised publication you are searching for is not listed in CopyReport, you can enter it using the ‘Songbook Not Found’ option (please refer to ‘Help’ for more information).
NB: If songs are not displayed when you click on the publication title, you will need to enter the songs you wish to report by clicking on the ‘Song Not Found button’ (please refer to ‘Help’ for more information).
Icons used on the MRL Tab:
Photocopy
Customised Arrangement
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8. Sending Your Report to CCLI
You should send your report to CCLI at the end of your licence period, ideally at
the same time as you renew your licence(s).
8.1 Click on the ‘Send Reports’ button in the Menu Toolbar. You have three options on this page:
Generate Report: To generate your report click ‘Generate Report’. Your report will automatically be sent to CCLI if you are connected to the Internet. A confirmation message will be displayed once delivery is complete. If you are not online, or CopyReport is not able to connect to our server you will be given the option to save a copy of the report on your computer and to send it via email to reports@ccli.ie.
It is recommended that you keep a file copy for yourself which you can do either by printing or saving before generating your report.
Print: Make a copy of the report for your own records. This should not be sent to CCLI.
Save: Create a back-up copy of the report on your computer. This should not be sent to CCLI.
8.2 The ‘Generate Report’ process also resets CopyReport ready for you to report songs reproduced during the next licence period. However, after the reset process, you can easily find the songs reported in your previous licence period(s) by selecting ‘Previous Periods’ under the CCL and MRL menu options.
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9. FAQs
You will find a full list of FAQs within CopyReport and at www.ccli.ie.
1. How can I tell if a song is covered by my licence?
For CCL, check the CCL Authorised Catalogue List*. If the copyright owner of the song is listed, then you can reproduce the words of this song. Within the UK and Ireland, a song becomes Public Domain 70 years after the death of the author or composer. You do not need permission to reproduce Public Domain songs under your CCL and these should not be reported to CCLI.
For MRL, check that the publication from which you want to photocopy is on the MRL Authorised Publications List*. If it is, then check that the copyright owner(s) of the song words and the copyright owner(s) of the music are listed in the MRL Authorised Catalogue List*. If the songbook is authorised and the copyright owner(s) of the words and music of the song are also authorised, then you are permitted to photocopy the song. If you wish to reproduce a Public Domain song under your MRL, you can only do so if the publication you are using is on the MRL Authorised Publication List, or if the
songbook itself is in the Public Domain, which occurs 25 years after publication. If you wish to reproduce from a Public Domain songbook, you must first check that the copyright owner(s) of the song words and of the music are listed on the MRL Authorised Catalogue List (unless the words and music are themselves also both in the Public Domain).
*NB: The CCL Authorised Catalogue List, MRL Authorised Publications List and MRL Authorised Catalogue List can all be viewed at
www.ccli.ie/lists. If you do not have access to the internet, please contact us for assistance on +44 (0)1323 436100.
2. Should I report songs and publications which are not covered by the licences?
No. If a song or publication is not covered by your licence(s) then you will need to obtain written permission from the copyright owners in order to reproduce the words and/or music. Please do not report these songs in CopyReport.
3. We used the same songs as last year. Do I have to report them again?
Yes. You must report copies of all songs used or reproduced during each licence period.
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4. If we use the same photocopies of songs that we copied in a previous licence period, do I need to report them again?
Yes. Your licence is an annual licence. Technically you should destroy all copies made when your licence expires, as detailed in the Terms of Agreement. We do not ask you to do this if you are renewing your licence(s). However, when you use those same copies again please report them as if you had just photocopied them for the first time.
5. Can we use songs where the owner is unknown?
If the copyright owner of the song is not known, then you cannot reproduce the song under your licence. If you do reproduce the song, it is at your own discretion, and youmust be prepared to pay royalties if the owner becomes known at a later date.
6. Do we need to report songs used for Christmas services and/or Children’s Work?
Yes. Songs used for Christmas services and other festivals are often overlooked when it comes to reporting - please ensure that you report these if you have reproduced the words/music.
Please also ensure that you report all songs reproduced for use in children’s and youth activities.
7.
Do we need to report songs downloaded from SongSelect®?
You do not have to report downloads from SongSelect® in CopyReport. However, any subsequent reproduction of those lyrics should be reported in the usual way.
If you print a Chord Sheet or Lead Sheet you can only photocopy it if you have an MRL. The Publication list on the MRL tab includes ‘SongSelect Downloads’ against which you will need to report the photocopied Lead Sheet/Chord Sheet. If the song you have photocopied is not listed under ‘SongSelect Downloads’, please add it using the ‘Song Not Found’ button.
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10.Copyright Licences from CCLI
Church Copyright Licence (CCL) www.ccli.ie/song-words
The CCL permits your church to do the following:
• Reproduce the song words of authorised* hymns and worship song words on service sheets, handouts and OHP acetates for your congregation.
• Store song words on your computer in a database from which you can print acetates, song/hymn sheets etc., and project by means of computer projection software/equipment.
Under the words of each song reproduced you must include the following:
[author], © [year, owner], [your licence number]
eg. Fred Smiley, © 2012 Happy Music Ltd., CCL No. 123456
NB: If you do not have an MRL (see below) you cannot photocopy directly
from a published book, however you can photocopy your own typed or
handwritten copies of song words.
* “Authorised” means a song, catalogue or publication which is covered by CCLI
licences.
Music Reproduction Licence (MRL)
NB: You must also hold a CCL www.ccli.ie/photocopying
The MRL permits your church to do the following:
• Photocopy the words and music of hymns and worship songs directly from authorised* publications for use by your band, congregation etc.
• Make customised instrumental arrangements of authorised* music compositions, where no published arrangement is available. All aspects of the music, apart from the instrumentation, must remain unchanged.
At the bottom of each photocopy you must write the following:
Copied by permission. MRL No. [your licence number]
eg. Copied by permission. MRL No. 123456
NB: To photocopy or make a customised arrangement, your church must
own at least one copy of the original publication/music, unless it is out of
print.
* “Authorised” means a song, catalogue or publication which is covered by CCLI
licences.
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SongSelect®
www.ccli.ie/songselect
You do not have to report downloads from SongSelect® in CopyReport. However,
any subsequent reproduction of those lyrics should be reported in the usual way.
If you print a Chord Sheet or Lead Sheet you can only photocopy it if you have an
MRL. The Songbook list on the MRL tab includes ‘SongSelect Downloads’ against
which you will need to report the photocopied Lead Sheet/Chord Sheet. If the
song you have photocopied is not listed under ‘SongSelect Downloads’, please
add it using the ‘Song Not Found’ button.
Church Video Licence (CVL)
www.ccli.ie/showing-films
The CVL permits your church to do the following:
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Host film nights for your congregation or as an outreach activity.
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Show films in your children’s and youth meetings.
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Show any number of film scenes from the producers covered by the licence.
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Cue up the start and end time of the film scene for your presentation.
You cannot copy the film scene you wish to show onto a DVD-R or your
computer - you must use the original DVD or Video.
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Show a film scene on a particular topic and prepare some questions for discussion.
You can only show an original copy (Video or DVD) of a film. Recordings from
television are not covered by this licence. For a full list of the producers whose
films are covered by the licence visit our website www.ccli.ie/film-producers.
No charge may be made for entry to see a film and you cannot advertise specific
film titles to the general public.
Royalty distribution from the CVL is based upon video sales. As a result there is
no requirement for you to make any report to CCLI.
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Contact
For further information and advice contact:
Customer Services
Phone
+44 (0)1323 436100
Email
info@ccli.ie
www.ccli.ie/copyreport
Christian Copyright Licensing International Ltd
Registered in England & Wales: 2580472 VAT No. GB 583 6735 03
Registered Office: Chantry House, 22 Upperton Road,
Eastbourne, East Sussex, BN21 1BF