Copyright Services Specialist

University of Calgary; Calgary; On-site; CAD 60,000 - 75,000; Full time

Job summary

The University of Calgary is seeking a Full-time Regular Copyright Services Specialist within the University Copyright Management Team in Libraries & Cultural Resources. The role supports campus copyright compliance and assists faculty and staff with permissions, licensing, and digitization projects to enable use of materials in teaching and research.

Reporting to the Copyright Officer, you will review course materials for copyright clearance, advise on fair use and licensing, and liaise

Qualifications

• Post-secondary education or certification, or equivalent experience.
• Experience using library systems, bibliographic tools, and the Internet.
• Proficient in Windows and MS Office (Word, Excel, Access, PowerPoint).
• Excellent interpersonal and customer service skills with tact, accuracy, confidentiality.
• Strong analytical and problem-solving abilities.
• Ability to work independently and as part of a team.

Responsibilities

• Inform faculty and staff of copyright policies and procedures.
• Review and clear copyright for course materials and packs.
• Review library licensing agreements for compliance.
• Advise on education under the Copyright Act.
• Negotiate permissions and manage invoicing requirements.
• Coordinate with campus partners and external stakeholders.
• Input and track outcomes in Ares and Leganto systems.
• Assist with digitization requests and projections.

Skills

Interpersonal skills

Communication

Customer service

Analytical thinking

Problem solving

Initiative

Teamwork

Adaptability

Education

Post-secondary education

Tools

MS Office Suite

Job description

Description

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.

Summary of Key Responsibilities

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.

Application Deadline:

October 8, 2026

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

This position is part of the AUPE bargaining unit, and falls under the Specialist/Advisor Job Family, Phase 2.

For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.

About the University of Calgary

UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.

The University of Calgary has launched an institution-wide Indigenous Strategy ii' taa'poh'to'p committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

The university's commitment to the Indigenous Strategy is evident through the oversight of 18 Elders serving on the Circle of Advisors and the many unit-based circles working towards implementation of the strategy including the Faculty Advisory Circle and teams such as the Office of Indigenous Engagement, the Writing Symbols Lodge, and the Indigenous Research Support Team. Many Indigenous-based events and processes are impacting curriculum, programming and polices at the University of Calgary.

We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments ([e-mail]) and requests for accommodations can be sent to People & Culture ([e-mail]).

Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.