Copyright and Reserves Associate

Date: Jun 21, 2022

Location: Waterloo, CA

Company: Wilfrid Laurier University

Department: Library 

Job Type: Limited Term

Full-time/Part-time: Full Time (>=1249 hrs/year) 

Campus: Waterloo 

Reports to: Head, Copyright & Resource Delivery Services

Employee Group: WLUSA 

Application Deadline: July 5, 2022

Requisition ID: 4337 


Wilfrid Laurier University is a leading multi-campus university that excels at educating with purpose. Through its exceptional employees, students, researchers, leaders, and educators, Laurier has built a reputation as a world-class institution known for its rich student experience, academic excellence, and global impact.  With a commitment to Indigenization and commitment to equity, diversity, inclusion, Laurier’s thriving community has a place for everyone.


Laurier has more than 19,000 students and 2,100 faculty and staff across campuses in Waterloo and Brantford, as well as a location in Kitchener. The university is committed to providing an inclusive workplace and employing a workforce that is reflective of local and national demographics. Our locations are situated on the traditional territories of the Neutral, Anishnawbe, and Haudenosaunee peoples. We recognize the unique heritages of Indigenous peoples and support their intentions to preserve and express their distinctive Indigenous cultures, histories, and knowledge through academic programming and co-curricular activities. Laurier’s Centre for Indigegogy is one example of how Laurier honours Indigenous knowledge.


Position Summary:

Reporting to the Head, Copyright and Course Resources and functioning under the general supervision of the Copyright and Reserve Supervisor the Copyright &  Reserves Associate is responsible for supporting a wide range of copyright related activities and clearances as well as activities associated with the Reserve Services. Key responsibilities of this position include but are not limited to : enhancing the accessibility of materials selected by the faculty for electronic course packs, reserve readings in both paper and electronic format, and course materials posted on learning management system (myLearningSpace); provision of copyright clearance services to university stakeholders and partners – Bookstore, CTIE and other areas that require copyright clearance.

The incumbent supports the copyright compliance efforts by securing copyright permissions as required in support of teaching and learning, responds to inquiries regarding the use of copyrighted materials according to appropriate copyright policies, Canadian Copyright legislation, fair dealing guidelines and other copyright related licenses and agreements. This includes creating and processing course-related learning materials at the request of course instructors, facilitating access to resources in the library e-reserve and university course management systems and ensuring digital clearances for materials to be processed. 

 The incumbent provides subject matter expertise to all campuses, requiring regular interpersonal interactions and collaboration with departments at the Waterloo Campus, the Brantford Campus, the Kitchener campus and external partners. Special attention is required to ensure equitable service delivery across all locations.



Copyright & Reserves (100%)

      Ensures Copyright Compliance

  • Analyses, responds to and triages copyright-related queries. Reviews copyrighted content in syllabi, and provides advice on clearance issues and delivery mechanisms for cleared content

  • Assists faculty and staff with copyright and licensing queries for teaching and research needs

  • Supports the development of copyright information support resources and tools

  • Contributes to the maintenance of the library’s and the University’s copyright website

  • Tracks details of course material content to provide logging/analytical reports; maintains copyright permission records/files

  • Ensures all material placed on reserve is compliant with applicable copyright and fair dealing policies

  • Advises faculty on the application of copyright & fair dealing guidelines for reserve items

  • Refers complex copyright and fair dealing issues to the Head, Access Services


      Reserve Processing

  • Processes and supports the management of print and electronic reserve items

  • Scans and digitizes print resources to convert them into electronic files for e-coursepacks and e-reserves.

  • Monitors the quality of scanned materials and ensures compliance with AODA accessibility standards

  • Provides support to student assistants  with converting print resources into electronic format

  • Creates persistent links for electronic reserves and materials posted on learning management system

  • Ensures the accuracy and integrity of bibliographic records created within the library's e-reserve systems

  • Co-ordinates the removal of reserve items at the end of the academic year

  • Serves as liaison with faculty and the Library Acquisitions and Collection Development department, TUG counterparts and collections librarians in placing items on Reserve


      Participates in other Departmental Activities

  • Provides guidance to student employees in reserve and copyright clearance duties, policies and procedures

  • Maintains expert knowledge of all reserve-related procedures and all relevant processing software and applications

  • Actively participates in the design, development and implementation of relevant Library automated systems, including introduction of new technologies particularly related to reserves and copyright management

  • Runs statistical reports for reserve activities under the direction of the Head, Copyright and Course Resources

  • Provides faculty support for reserve submission processes related to print and e-reserve items

  • Participates in Tri-University Group of Libraries (TUG) related issues with respect to reserves: eg. reports, enhancements

  • Monitors reserve accounts in absence of the Supervisor

  • Provides support to the Library and campus stakeholders in the delivery of electronic content within the university's learning management system

  • Participates in the formation and review of reserve policies, procedures, and workflows

  • Maintains effective communication on all levels, and escalates issues to the Head, Access Services as appropriate

  • Assists with other department-related responsibilities as needed



  • University degree 

  • At least two (2) years of related and relevant experience using procedures and systems appropriate to the functional area and the unit within an academic library, including demonstrated ability to work in technical services area of the Library.

  • Strong familiarity with the concepts, applications and best practices of copyright law, licensing concepts, and fair dealing principles, particularly as they pertain to the post-secondary education environment.

  • Proven ability to think analytically and to solve problems creatively and effectively and ability to negotiate with vendors and publishers as part of copyright clearance process that may have university-wide impact.

  • Experience using the Reserves module of an Integrated Library System (ILS)

  • Demonstrated experience designing and delivering effective training

  • An understanding of educational technology and working knowledge of course management systems, web and multimedia authoring tools

  • Experience processing print reserve materials

  • Experience with electronic reserve processing systems and workflows

  • Ability to digitize, edit and manage online documents and files

  • Advanced experience in the use of standard office software and the Adobe Acrobat suite of tools. Strong experience with Microsoft EXCEL.

  • Knowledge of current AODA standards as they apply to online documents

  • Knowledge of, and experience with, the creation and/or searching of bibliographic records

  • Strong customer service skills including the ability to maintain high standards under pressure and respond to the needs of faculty and students in a timely and professional manner

  • Excellent written and oral communication

  • Ability to set appropriate priorities and complete multiple tasks accurately and efficiently in a fast-paced environment

  • Commitment to adapt and learn continuously

  • Excellent analytical and problem-solving skills

  • Proven ability to work both independently and collaboratively as a team member

  • Apply sound judgment in recognizing limits of knowledge, and referring issues appropriately

  • Demonstrated accuracy and attention to detail

  • Strong Internet searching skills


This position has been deemed eligible for educational equivalencies. Please refer to the attached link for details



Position Grade: SH-06

Rate of Pay:  $29.80 - $35.05 per hour


Hours of Work: 

This is a full-time, limited-term position with an anticipated end date of December 23, 2022. The normal hours of work are 8:30 am to 4:30 pm, Monday to Friday.  Flexibility in hours will be required, including evening and/or weekend work due to higher levels of material processing requirements in preparation for the start of each term. Also the incumbent will be delivering workshops and training sessions on the course reading submission process and/or copyright for faculty and students, which occasionally will happen outside of normal hours.  The Head of Copyright and Course Resources will adjust the work schedule as appropriate so that no more than 35 hours are worked in a week.

Job Evaluation Factor Scores:

WLUSA/WLU Job Evaluation Factors


Education and Experience


Interpersonal Skills


Applied Reasoning and Analytical Skills


Physical Skills


Co-ordination and Planning


Responsibility for Others


Impact of Decisions


Mental Effort


Physical Effort


Multiple Demands and Priorities


Working Environment




All Laurier employees and students are required to comply with the University's Covid-19 mandatory vaccination policy. Prior to attending Laurier's campuses in-person, you must provide proof of your vaccination status. If you are not fully vaccinated and do not have an approved exemption based on medical/disability or religious beliefs/creed grounds, you will be expected to receive your second dose of the vaccine by no later than October 8, 2021. Prior to becoming fully vaccinated, you will be required to participate in and comply with the University's rapid testing program and follow all recommended additional health and safety protocols. Details about the mandatory vaccination requirements can be found on Laurier's website.

Wilfrid Laurier University endeavors to fill positions with qualified candidates who have a combination of education, experience, skills and abilities to successfully perform the duties of the position while demonstrating Laurier's Employee Success Factors.

Equity, diversity and creating a culture of inclusion are part of Laurier’s core values and central to the Laurier Strategy. Laurier is committed to increasing the diversity of faculty and staff and welcomes applications from candidates who identify as Indigenous, racialized, having disabilities, and from persons of any minority sexual and gender identities. Indigenous candidates who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact the Office of Indigenous Initiatives. Candidates from other equity deserving groups who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact Equity & Accessibility. We have strived to make our application process accessible, however if you require any assistance applying for a position or would like this job posting in an alternative format, please contact Human Resources. Contact information can be found at

Should you be interested in learning more about this opportunity, please visit for additional information and the online application system. All applications must be submitted online. Please note, a resume and cover letter will be required in electronic form.

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