Administrative Policy and Procedures on the Protection of Copyright



Administrative Policy and Procedures on the Protection of Copyright
Administrative Policy and
Procedures on the
Protection of Copyright
Department responsible: Secretary General
Effective date: September 30, 2004
Approved by: Director General
Council of Commissioners / Policy References:
Resolution #2004-077
ƒ Copyright Act (R.S. 1985, c. C-42)
Other Administrative Policies
Web resources
The Board recognizes the importance to protect an author’s work and gives a high priority to the
application of the Canadian Copyright Act “the Act”. This Act makes it illegal to duplicate
materials without authorization of the holder of the copyright, except for certain exempted
purposes set for educational institutions in the Federal law or in other agreements. In order to
provide the education sector with more latitude and authorize school boards to use to a certain
extent, material protected by the Copyright Act, the ministère de l’Éducation du Québec (MEQ)
signed several agreements with different Collective Societies.
This Administrative Policy is a summary for information purposes only and should not be
considered legal advice.
1) General provisions
1.1. This Administrative Policy is to set the rules pertaining to the copyright
protection rules to be observed in using material and tools for educational
purposes within the schools or at the administrative center.
Works covered
by copyright
1.2. The works covered by copyright consist of all original literary, dramatic,
musical and artistic works such as books, writings, encyclopedias, photographs,
films, dictionaries, melody, lyrics, paintings, drawings, sculptures, works of
artistic craftsmanship, engravings, architectural works of art, maps, plans,
charts, records, cassettes, tapes, sound recordings, television programs and
electronic resources such as computer software, on-line programs, CD-ROM,
laser disks and computer programs stored on any media. The Act does not
protect ideas but only the illustration, representation or materialization of these
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An author or creator acquires copyright automatically when he creates an
original work or other subject-matter. There is no obligation to register a work
with the Canadian Intellectual Property Office to have a protection although this
might help to prove the ownership of a copyright.
1.3. Generally, the Copyright protection lasts for 50 years after the creator’s
death, even when these rights were sold to another owner after the creation.
1.4. In the event of litigation resulting from copyright violation, the Board may
refuse to assume responsibility for actions of an employee or student who has
contravened to this Administrative Policy.
2) Definitions
2.1. In this Administrative Policy, the following expressions mean:
a) COPIBEC: the organization responsible for reproduction rights of literary
work in Quebec;
b) copyright: the legal protection of a creator's original work;
c) copyright infringement: publishing, adapting, exhibiting, translating,
editing, performing in public, communicating by telecommunication,
copying or converting to another medium without permission of the
d) dubbed off-air: making a copy of any television program during
e) SOCAN: the Society of Composers, Authors and Music Publishers of
3) The Rule
Copyright Act
3.1. Employees or students shall not, without the permission of copyright
holders, duplicate, translate, publish, expose, perform, adapt or convert works
such as: print materials, computer software programs, video or audio materials
that are protected by copyright, nor shall schools store or use duplicated
materials that are in violation of copyright laws, unless otherwise provided as
further explained in this Administrative Policy.
Fair dealing
3.2. The Copyright Act contains provisions concerning “fair dealing” for private
study, research, criticism or review. Reproduction of a work for those purposes
does not infringe copyright. Since the Act does not define the principle of fair
dealing, the courts have retained the following criteria:
a) was a large part of the work reproduced?
b) was the work used for private study, research, criticism or review?
c) what impact will the use of the copy have on the potential sales of the
It is therefore possible to reproduce part of a book for personal use in
accordance with the principle of fair dealing. However, the excerpt cannot be a
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large part of the work and only one copy is allowed. This exception is quite
limited in its application and does not provide enough latitude to be applicable in
the classroom.
Exceptions applicable to educational institutions
The Copyright Act and the MEQ agreements provide for a few exceptions for educational
institutions where a work may be used without the specific authorization of its author but such
uses, however, remain very restricted.
4) Print Resources /exceptions
Basic exception
Copyright Act /
art 29.4
4.1. Teachers may, for pedagogical purposes and on the premises of the
institution, make a manual reproduction of a work onto a dry-erase board, flip
chart or other similar surface. They may also project an image of that copy
using an overhead projector or similar device.
MEQ Agreement with COPIBEC
exception / Scope
of the agreement
4.2. COPIBEC, acting on behalf of authors and publishers, has concluded an
agreement with the Ministère de l'Éducation du Québec concerning the
reproduction of literary works in Quebec pre-school, elementary and secondary
educational institutions.
According to this Agreement, users in school boards have been issued a
comprehensive license to reproduce excerpts from a wide range of copyrighted
works from Canada and other countries. The list of works not included in this
agreement is shown in Annex A.
The MEQ pays royalties to rights holders for the reproduction of their works.
Copying limit
4.3 Users in school boards are however required to respect the copying limits
specified in the MEQ-COPIBEC Agreement which are:
a) the lesser of 25 pages or 10% of the work copied;
b) an entire section in a compilation;
c) an entire chapter in a book, provided that it does not exceed 20% of the
total work.
Works excluded
from the
4.4. The MEQ-COPIBEC Agreement prohibits the reproduction of unpublished
works, of sheet music, as well as the reproduction of separate photographs and
illustrations and does not apply to works appearing on the COPIBEC exclusion
list (see Annex A).
4.5. The MEQ/COPIBEC Agreement sets different obligations for users entitled
to reproduce a work according to its provisions:
a) users shall indicate on each reproduction the author’s and editor’s
names, the publishing date and location and the number of pages
b) the CSB has to appoint a person responsible for the application of the
MEQ/COPIBEC Agreement and transmit this information to COPIBEC;
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c) users who need to reproduce a work beyond the limits authorized by the
Agreement may obtain a special authorization from COPIBEC.
Additional fees will be charged to the users to get such authorization;
d) a warning shall be affixed to each photocopier as set in Section 30.3 of
the Copyright Act (see Annex B);
e) COPIBEC – or its representative – may have access, upon request, to
reproductions done by users to ensure that provisions of the Agreement
are respected.
Procedure 4A)
For further information, contact:
1290, St-Denis street, 7th floor, Montreal (Qc) H2X 3J7
1-800-717-2022 or (514) 288-1664
5) Video and Broadcast Resources / exceptions
Rule /
video and
5.1. television programs may only be dubbed off-air with permission from the
copyright owner (see exceptions in sections 5.2 and 5.3).
News reporting,
5.2 Subject to Section 29.9 of the Copyright Act, it is possible for a school to
reproduce (on video, DVD, etc.) a single copy, destined to students for
pedagogical purposes, of television or radio broadcast of news reporting,
providing it is not a documentary. This right to reproduce is valid for one year
from the date of reproduction, following which, royalties must be paid out or the
reproduction must be destroyed.
5.3. A television or radio documentary emission may be reproduced in a single
copy destined to students for pedagogical purposes, but this reproduction must
be destroyed within 30 days if royalties are not paid out.
5.4. It is mandatory to record information related to reproduction, destruction
and public performance of any copyright work, and the school must label copies
of such work or materials so reproduced.
Only video programs and feature film rentals with public performance rights may
be shown in schools or at Board functions. Videos purchased or rented from
video stores cannot be used. Only those bought with such license may be
viewed which is often the case with the National Film Board or National
Geographic documentaries.
MEQ Agreement with SOCAN
6) Music Resources / exceptions
Rule /
musical work
September 2004
6.1. A musical work may be performed by students and teachers in the course
of teaching without obtaining permission from the copyright owner. These acts
must be done on the premises of the institution for pedagogical purposes and
not for profit.
SG-02 / Administrative Policy - Protection of Copyright
exception /
6.2. SOCAN grants to schools a license covering the playing of any work from
the world repertoire or the performance of such work by students, without
requiring an authorization or paying royalties. The Agreement applies to
activities such as non-profit concerts, school radio, school proms held in the
educational institution, etc.
Procedure 6A)
For further information, contact:
600 de Maisonneuve Blvd. W., Suite. 500
Montréal QC H3A 3J2
1-800-797-6226 or (514) 844-8377
7) Software and Electronic Resources / No exception
Rule /
7.1. In general, the laws and principles of copyright applicable to digital media
are no different from those applicable to works in traditional formats.
Under the Copyright Act, reproduction of any work or a substantial part of it
would infringe on copyright unless the owner has granted permission to copy
the work. Copying information on the web or sending an item to someone else
is therefore an infringement of copyright.
7.2. Electronic resources such as computer software, CD-ROM's, on-line
programs, electronic bulletin boards, freeware, shareware, and computer
programs stored on any media may only be used according to conditions
specified on the site or jurisdictional license. There is no exception in any
agreement to provide the right to employees or students to copy works founds
on the internet as it is the case in the MEQ-COPIBEC Agreement for books, etc.
Shareware /
Public Domain software and shareware are protected by copyright, but can be
copied without obtaining permission from, or making a payment to, the copyright
7.3. One back-up copy, adaptation or translation of a computer program is
permitted by law and does not require special permission from the copyright
owner. This is done for safety purposes only and not to use both copies at the
same time.
8) Work Produced by CSB
Work produced
by employees or
8.1. The copyright in works written as part of an employee's job or consultant’s
mandate or using work related data belongs to the Cree School Board unless
otherwise provided in a specific agreement.
8.2. Any person who wishes to use a CSB-copyrighted work, must obtain an
official authorization from the School Board in this respect.
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Symbol to affix
8.3. The symbol © followed by the name “Cree School Board” with the year of
the first publication of the work should be affixed on each copy of a work
produced by the CSB.
9) Application of this Administrative Policy
9.1. The present Administrative Policy replaces all other Administrative Policies
of the Board pertaining to this subject, while respecting the Council of
Commissioners Policies where applicable. If such Policies are adopted by the
Council, the provisions of these Policies will be integrated into this
Administrative Policy for the benefit of the reader.
9.2. The Secretary General is the person responsible for the application of this
Administrative Policy.
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Annex A
List of works not covered under the
COPIBEC agreement
The following works are not covered by the agreement related to the payment of royalties by the
MEQ, and such royalties must therefore be paid directly from CSB budget:
a) Works published outside Australia, Argentina, Belgium, Brazil, Canada, Denmark,
France, Germany, Greece, Hong Kong, Iceland, Ireland, Italy, Mexico, Norway, the
Netherlands, New Zealand, Singapore, Spain, Switzerland, the United Kingdom and the
United States
b) Unpublished works
c) Separate photographs and illustrations
d) Works which contain a formal notice prohibiting reproduction and specifying that
authorization cannot be granted under any licence from any reproduction rights
e) Material sold specifically for reproduction and for which a reproduction fee has already
been paid (e.g. reproducible sheets)
g) Apparatus Maintenance Guide
h) Print music
Exercise books or manuals
Annex A / List of excluded works
(As of May 2004)
Abby Communications
Académie Impact (Éditions)
AD BooK Co Inc
Advertising Trade
Agency For Instructional
Alfred D. Chandler
All titles in the Théâtre pour tous collection
Alpha Omega Alpha Honor
American Academy of
American Banker Bond
American Federation of Arts
American Federation of
All titles of Théâtre pour tous
American Hospital
American Medical
All non-American titles
American Psychological
American Solar Energy
Society Inc.
Advances in Solar Energy
A M S Foundation
Annual Salary Survey(s)
Annals of
Antitrust Law & Economics
Art Direction Book Co
Artnews Associates
Art & Text Pty Ltd
Associated Press
Association for
Computational Linguistics
Atout micro (periodical)
Initiation à la vie de l'entreprise
Annex A / List of excluded works
Avery Pubg Group Inc.
Ayer Co Pubs Inc.
Barlow, Shirley Teresa
Life-So fascinating
Beaulieu, Danie
All works
Entretiens avec Oasis, Vol. 1 to 4
Biblical Archaeology Society
Bibliothèque québécoise
Anthologie des poètes du Québec
Au-delà des visages
Cent chansons
Chocs baroques
Survenant (Le)
Birds of North America
Blitz Publishing Co
Blue Wind Press
Booz Allen Hamilton
Borden W Painter Junior
Bowling Green Press
Burgess International Group
California Dental
California Management
Canadian Institute of Steel
Canadian Tax Foundation
Capra Press
Captus Press-Captus
University Publications
Journal of Accounting Case Research; McCutcheon.
Business 111 and Business 121; Carson & Olivo, Intro to Law in Canada;
Pliniuseen, Introduction to Canadian Business; all titles published in 1997
and 1998.
Career Press (Journal)
Carnegie Library of Pitts
Cartoon Bank
Cass Communication
Chiron Pubns
CME Inc. (Ca)
Coll BD
Consumers Union of US
Copper Canyon Press
Cornell University/Southeast
Asia Program Publications
Corry Publishing
Costume Soc Am
Annex A / List of excluded works
Covey Leadership Ctr
Crisp Publications Inc.
Crossroad Publishing Co
Current Medicine
Current Science
Curtis Brown Assoc/Literary
Cutter Information
Dale Seymour Publications
Cimetières: La rage muette
De la curiosité, petite anatomie du regard
De la minceur de l'image
Deux ou trois feux
Face, un moment photographique
Jeune photographie 1996
Portrait d'un malentendu, chroniques photographiques récentes
Thomas Corriveau
Une déprise de la photographie
Douglas R McManus,
Dovetale Publications
Drug Information Assn
Drug Policy Research
Duke University Press
Dushkin Publishing Group
Educational Technology
Edward Anthony Wrigley
EETAS Publications
EPM Communications Inc.
Ethikos inc
Étoile polaire
Apprendre à écrire c'est facile
De la grammaire à l'écriture (sec. 1 to 5)
Maîtrise de l'écriture
Test de grammaire primaire
Test de grammaire (sec. 1 to 5)
Études vivantes
All answer books, problem-solving textbooks, complementary materials,
acetates, reading guides and questions bank.
Family Bus Publishing Co
Family Research Council
FCW Publishing
Annex A / List of excluded works
Federation of State Medicine
Boards of
Félix-Antoine Savard: Le continent imaginaire
Iles de la nuit
Laure Clouet suivi de La nuit ne dort pas
Maison aux phlox
Maison de vacances
Né à Québec. Louis Jolliet
Rosanne et la vie
Survenant (Le)
Voyages de Marco Polo
Forbes Inc.
All titles exept American Heritage of Invention and Technology, Audacy,
Forbes, Forbes ASAP
Ford Global Technologies
Formation SMI inc.
All titles from this publisher and author Sylvain Millaire
Françaises (Éditions)
Books from the collections Pratiques grammaticales,Circuit grammatical et
Pratiques de productions écrites
Franklin Covey Co
Fred I Greenstein
F & W Publications Inc.
Garamond Press
Gartner Group Inc
Eacute;cono: utilisation d'un chiffrier en économie
Écotest: tests en économie
Géodata 95
Vocabulaire de géographie du Québec et du Canada
George Braziller Publishers
Globe Newspaper Company
Golden Gate University /
School of Law
Gonthier, Luc
All his works
Gonzaga University / Law
Gorsuch Scarisbrick
Government of Canada
(publications of)
Graficor (Publications)
Collection Correspondances 1 et 2: sélection
Collection Tous Azimuts-kindergarten and first academic cycle, themes 1
to 9:
- Journal, Booklet, fascicle, activity book and answerbook
Collections Mémo 1 à 4:
- Texbooks, word cards, word notebooks, memorendum
Mémo mag 5 et 6: - Textbooks, mini-Atlas, L'indispensable
Tandem 1 à 4: activity books
Topo mathématique, - first academic cycle: Texbooks, answerbooks,
Mathcible 6-Textbooks A et B
J'écris en cursive- First and second year of the first academic cycle
Annex A / List of excluded works
J'écris en script- 1ère année du premier cycle
Les Passeports de Mes premiers classiques- Série 1 et 2
Graymoor Ecumenical
Graywolf Press
Guard Publishing Company
Gunther Stuhlmann Auth's
Harlan C Clifford
Harvard Business School
All publications, including Harvard Business Review, Harvard Management
Update, Harvard Management Communication Newsletter, Balanced
Scorecard Report, Harvard Business School Cases, Harvard Business
School Press
Harvey Whitney Books Co
High Impact Marketing
Hill Street Press
Holmes and Meier
Publications Inc.
Holt Rinehart and Wiston
All french titles
Honor Society of Phi Theta
Houghton Mifflin School
Howard E Evans
Hurtubise HMH
Face à l'épreuve (all publications)
I B C Publishing Ltd
Image de l'art
Independent Institute
Indianapolis Business
Individualized Training
Inner Traditions/Bear &Co
Institute for Econometric
Institute for Scientific
Institution of Nuclear
Interaction Book Co
International CTR for
International Educators
International Oceanographic
Annex A / List of excluded works
Interpersonal Commun
Interweave Press Inc.
Investment Dealers Digest
Irving Sandler
Italica Press
I T O M International Co
James Joyce / Literary
James Lorimer & Company
Janice G Raymond
Jewish Theological
Jonathan H Marshall
Jones and Bartlett
Publications Inc.
Journal of Christian Nursing
Journal of Interior Design
Journal of Philosophy Inc
Journal of the West
Juniper Books
Founding Families by Carol Bennett McQuaig
Kensington Publishing
Kivaki Press
Kona Communications
Lalonde, Michèle
All works
Landmark Communications
La Pomme
Between the lines 128-216
MS 106 - Math Rattraper
MS 068-116;MS 068-216;MS 068-314;MS 068-416; MS 068-436; MS 068514
Learning Links Inc.
Lingua Franca Inc.
Lippincott-Raven Publishers
Lippincott Williams &
Lisa Alther
Little, Brown Publishing
Livingston County
Management Information
Annex A / List of excluded works
Manufacturing Productivity
Marées Basses
D'Arboutarde en marées
De saumure et d'eau douce
De visages en vies sages
Entre le verbe et le patois
Sonnets du temps qui court
Maurine Beasley
McGraw Hill-Ryersons
Tous les titres publiés par le service "Primis"
Pliniuseen, Introduction to Canadian Business
Michigan Slavic
Michigan Today
Midwest Administration Ctr
Miller Freeman Inc.
Miraflores (Editorial)
M I S Press
All exercise books, activity books, handwriting books, word cards, Activités
à reproduire, Corrigés des activités à reproduire, Activity books and
Reproducible Material.
- Cas en comptabilité financière by L. Martel
- Cas en comptabilité de management
- Cas en comptabilié financière-Regroupements et consolidation
--Boutique à outils: Grammaire, syntaxe, lecture et rédaction
Musashino Kyodashi
Museum of Fine Arts Boston
Museum of Northern
Mutlnomah Publishers
National Association for
Female Executive
National Association For
International Educators /
National Fire Protection
National Restaurant
National Rural Health
National Science
National Wildlife Federal
New England Publishing
Annex A / List of excluded works
Newkirk Products
New Pittsburgh Courier
Newport Communs
Newspaper Association of
Newsweek (journal)
New York Times Company
New York Times Magazine, New York Times Book Review
Next Decade Inc.
Northern Illinois University
Nouveau siècle (Éditions)
Une gamme parmi tant d'autres
Nouvelle Ère
Ohio Bankers Association
Ohio Historical Society
Ohio Northern University
Ohio State Journal on
Dispute Resolution
Omni Publishers
International Ltd
Ordre des conseillers en
ressources humaines et en
All titles including the periodical Effectif
Organizational Dynamics
Overseas Pubs Assn (Opa)
Palmer Publications Inc
Pathfinder Press
Paul Diesing
Pédagogiques Julien
Pegasus Press
Peter N Carroll
Philosophy Documentation
Piccadilly Books
Pilgrim Press/United Church
Playboy Enterprises Inc
Political Risk Services
Presses de l'Université de
Montréal (PUM)
La Flore Laurentienne 3rd ed by Marie-Victorin
Profession: consultant, 3rd ed.
Professional Pubns Inc.
Pyschonomic Society Inc.
R A Rapaport Publishing Inc.
Annex A / List of excluded works
Regal Books
Modèles de sexe et rapports à l'école
Renee E Watkins
Res/Anthropology &
Rethinking Schools Ltd
Reynald Goulet
Robert L. Wilson
Robert Trivers
Roger Shattuck
Roper Center for Public
Opinion Research
Rough Notes Co Inc.
Roxbury Publications Co
Royal Bank of Canada
Monthly Newsletter
Adaptation humaine (L') - Éditions 1992 et 2001.
Art du massage chinois (L')
Boîte à outils des formateurs
Corps et ses mouvements (Le)
Félix Leclerc, la raison du futur
Génétique appliquée aux animaux domestiques
Guide de l'importateur canadien
Intervention en milieu familial (L')
Intervention en santé mentale, la personne d'abord
Interventions novatrices auprès des aidantes naturelles
Interview à la télévision
Introduction à la microbiologie alimentaire
Je mène ma supervision
Lavigueur, leur véritable histoire
Loterie vidéo, passion/compulsion
Métier d'animateur radio
Naissance heureuse - Éditions de 1991 et 2001
Nutrition thérapeutique
Outils pour apprendre
Processus clinique en éducation spécialisée
Relation d'aide au quotidien
Se connaître autrement grâce à la sociologie
Soigner les animaux en toute sécurité
Statique et résistance des matériaux
Technologie en usinage à commande numérique
Télécommunication et réseaux informatiques
Tissage créateur
Tuina, techniques manuelles en médecine traditionnelle
Vie des animaux en milieu d'hébergement
Salinger, J. D.
All publications
Sandra Dijkstra Literary
Sélection du Reader's
All books
Sewanee Review
Sheridan Hill
Annex A / List of excluded works
Simon and Schuster Inc.
Society for Psychical
Society of Biblical Literature
Sociological Abstracts Inc
State Bar of Texas
Stephen P Zeldes
Success Holdings Co LLC
Sun Media Corporation
All French publications including The Journal de Montréal and the Journal
de Québec
Sun & Moon Press
Télé-Université (publications
Ten Speed Press
Thompson Educational
Publishing Inc.
All ISBN 1-55077 titles
Tiger Publications
Time Warner Inc.
Townsend Press
Tyndale House Publications
United Way of America
Universal Press Syndicate
Université du Québec à
Montréal (publications de)
University of Chicago Law
All titles except Journal of Law and Economics, Journal of Legal Studies
University of Colorado
/Health Services
University of Missouri At
University of Missouri At
University of San Diego
School of Law
University of Washington
School of Business
All titles except Journal of Financial & Quantitative Analysis
University of Western
Richard Ivey School of Business
University Press of New
U S Pharmacist
Books from the collections Détrompez-vous cahiers A, B and C and
Pratiques d'écriture cahiers A, B and C.
Vicon Publishing LLC
Annex A / List of excluded works
VLB (Publishing)
All titles by Marie Laberge
Vogt-Schild Ag Druck Und
Warner Books Inc.
Winston Salem Journal
Women's Studies in
Working Woman / WWT
World Jurist Association
Wyden Books
York Pubg / Videomaker Inc
Yvon Blais
All continuing education titles of the Barreau du Québec generally entitled
Développements récents
All Collection de droit titles of the Barreau du Québec.
Répertoire électronique de jurisprudence du Barreau du Québec.
Annex A / List of excluded works
Annex B
Warning to be affixed to each photocopier
as provided in Section 30.3 of the Copyright Act
Works protected by copyright may be copied on
this photocopier only if authorized by:
L’utilisation de cette photocopieuse pour reproduire des œuvres protégées par
un droit d’auteur est permise seulement si la reproduction est autorisée par:
a) the Copyright Act for the purpose of fair dealing or under specific exceptions set out
in the Act; / la Loi sur le droit d’auteur en matière d’utilisation équitable ou d’une
exception expresse en vertu de la Loi;
Or / ou
b) the license agreement between the ministère de l’Éducation and COPIBEC
authorizing employees to reproduce / l’entente préalable entre le ministère de
l’Éducation et COPIBEC permettant au personnel de reproduire:
i) the lesser of 25 pages or 10% of the work copied /
le moindre de 25 pages ou 10% de l’œuvre;
ii) an entire section in a compilation /
la totalité d’un article dans une compilation;
iii) an entire chapter in a book, provided that it does not exceed 20% of the
total work /
la totalité d’un chapitre d’un livre, en autant qu’il ne dépasse pas 20% de
l’œuvre totale.
For details of authorized copying, please consult the Principal /
Veuillez consulter la directrice ou le directeur d’école pour tout détail au sujet de
l’autorisation de reproduction.
The Copyright Act provides for civil and criminal
remedies for infringement of copyright /
La Loi sur le droit d’auteur prévoit des recours civils et criminels
en cas de violation du droit d’auteur.
Section 30.3 of the Copyright Act
Article 30.0 de la Loi sur le droit d’auteur
Annex B- / Warning-sample