Libraries and Cultural Resources, University of Calgary
Calgary, Alberta
Closing Date: October 8, 2026
Position Type: Full Time, Regular
Position Details
The University Copyright Management Team in Libraries & Cultural Resources is currently seeking a Full-time Regular Copyright Services Specialist.
The Copyright Office in Libraries and Cultural Resources provides institutional oversight for all campus copyright-related matters. Reporting to the Copyright Officer, Copyright Assistants are responsible for assisting the campus community with due diligence and compliance efforts in the use of copyright -protected teaching and research materials. Copyright Assistants operate with minimal supervision in a high-pressure work environment. The position works closely with faculty and staff and a multitude of internal and external stakeholders, advising on copyright protocols and requirements. Copyright Assistants deal with complex copyright issues to allow faculty and instructors to use their preferred materials in class and often consult on the inclusion of items in proposed research publications.
Regular hours of operation are Monday to Friday, 8:30 am – 4:30 p.m.; however, some evening hours will be required. The Copyright Office is located on main campus, with staff working onsite.
This position is part of the AUPE bargaining unit, and falls under the Specialist/Advisor Job Family, Phase 2.
Summary of Key Responsibilities (job functions include but are not limited to):
Copyright Accountabilities
- Inform faculty and staff of institutional copyright policies and procedures.
- Review and provide copyright clearance for all course materials submitted to the Copyright Office, including lecture presentations, articles, book chapters, books, films, music, and materials from the Internet.
- Review and provide copyright clearance for all course materials and course packs printed on campus.
- Review and monitor library licensing agreements.
- Analyze and apply educational exceptions in the Copyright Act.
- Negotiate copyright permissions.
- Ensure institutional invoicing requirements are met.
- Source alternatives if permissions are denied or content is not available.
- Provide recommendations regarding distribution of materials; for example, posting to Desire2Learn, streaming access, inclusion in a print course pack, handing out materials (based on availability, permissions and costs).
- Deliver results of review process to end users.
- Communicate in a timely and diplomatic manner with faculty, instructors and staff throughout the copyright review process.
- Advise faculty and staff on copyright-compliant use of third-party materials.
- Process copyright clearance and digitization requests for course materials submitted via Leganto.
- Identify and verify films eligible for the Copyright Office film capture service.
- Complete film captures and make films available through Yuja in accordance with service guidelines.
- Produce high-quality scans of course materials.
- Make course materials available to the learning management system (D2L).
- Liaise and maintain relationships with campus partners and external stakeholders.
- Consult with the Copyright Officer on complex copyright reviews and refer questions and issues appropriately.
- Assist the Copyright Officer with research and permissions for digitization projects.
- Collect music licensing reports from campus partners and remit quarterly and annual statements.
- Negotiate public performance rights on behalf of campus clubs, research centers, etc.
- Collaborate with LCR staff to arrange access to streaming and physical materials.
- Provide guidance and resources to graduate students with copyright-related thesis inquiries.
Other Accountabilities
- Input and track copyright review outcomes in appropriate information systems, including Ares and Leganto.
- Contribute to accurate recordkeeping practices to ensure institutional compliance.
- Process reserve material requests in Alma.
- Request reserve and course acquisitions.
- Compile statistics for reserves and copyright reviews.
- Provide student assistant training on: Ares, Alma, and Leganto software platforms, reserve processing, and data entry requirements for compliance/permissions records.
- Troubleshoot Ares and Alma Course Reserve Module and Leganto issues.
- Regularly evaluate internal procedures to seek efficiencies and build capacity.
Qualifications / Requirements:
- Post-secondary education or certification or an equivalent combination of education and experience.
- Experience executing research using library systems, bibliographic tools, and the Internet.
- Experience with Windows environment including electronic calendars, email, web browsers and MS Office applications (Word, Excel, Access, PowerPoint).
- Excellent interpersonal, communication and customer service skills with a high degree of tact, accuracy, attention to detail and confidentiality.
- Strong analytical and problem-solving skills.
- Demonstrated initiative and flexibility in dealing with a variety of requests and balancing competing priorities and deadlines.
- Ability to work both independently and as part of a team.
- Ability to work effectively in a dynamic, fast-paced, and challenging environment
Preferred Qualifications:
- Knowledge of Canadian Copyright law and jurisprudence.
- Familiarity with Brightspace (Desire2Learn) or a learning management system.
