When all other options enabling the reproduction of a work have been exhausted, seeking clearance from the copyright holder is required.
Before initiating a process to seek clearance, determine if there is an alternate way to make the material available without reproducing it, which will satisfy your purposes. For example, links to many resources available online can be provided by email, or in a lesson within Virtual Campus - see Linking to full-text articles and e-books.
It is best to secure clearance in writing. Keep a copy for your own records and indicate on the copy you make once cleared that it is used with permission. Fees or tariffs might be required and always add time, as much as 6 to 8 weeks or more to the process. Sometimes clearance is not granted or cannot be secured in a timely fashion and choosing an alternative resource will be required.
If you are an instructor, you are most likely protected by the fair dealing exemption. However, if this is not the case, you can contact the Copyright Office to assist you with securing copyright clearance.
If you are a student and you are writing a thesis or dissertation, and the material you are trying to use does not comply with the fair dealing provisions, it is your responsibility to obtain permission from the copyright holder. Simply follow the guidelines outlined by Library and Archives Canada. Furthermore, University staff will generally be subject to the same guidelines as instructors and faculty.
Consult the Instructors pages for procedural information. You can also contact the Canadian Intellectual Property Office directly and fill out their general correspondence form if you have any other questions.
Content adapted from the University of Toronto’s Copyright Roadmap and the University of Western Ontario’s Copyright Decision Map, with permission.