Comprehensive Copyright Compliance Policy Report for A4A NGO

This report provides a detailed analysis of a copyright compliance policy designed for the NGO Academics for Academics (A4A). The policy outlines the organization's purpose, which is to support small public and private colleges and universities in Australia and Southeast Asia through voluntary services and public donations. It defines authorized uses of copyrighted materials, aligning with Australian Copyright Act guidelines, and specifies prohibited uses to maintain data privacy and security. The report covers system management aspects, including the development of a robust information security system, and addresses potential violations of the policy, emphasizing the importance of maintaining records and adhering to contractual obligations. It also discusses policy review and modification processes, as well as limitations of liability and the implications of exclusion clauses. The report emphasizes the need for A4A to establish its own tailored policies and procedures to ensure efficient operations and accountability.

Running head: COPYRIGHT COMPLIANCE POLICY
Copyright Compliance Policy
Name of the student:
Name of the university:
Author note

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Copyright Compliance Policy
Assumptions It can be assumed that the NGO Academics for
Academics is working for the welfare of the
small public and private colleges and
universities. They get their funding from the
public donation. They also recruit such members
who are interested in giving voluntary services.
As they are a new organization so they might
need to look into their information security
system as it is not well developed (Chauhan and
Garg 2015).
1. Statement of purpose A statement of purpose is one of the most
important parts in an application that gives
details to the admission committee. It tells the
committee about who the organization is; what
has been influential in their career path; what are
the professional interests and what is the
planning for future. It does not only contain
some plain facts but several anecdotes and
questions are addressed through the statement. A
statement of purpose can also include stories or
some description of a character. To make a
successful statement of purpose, it should be
properly written in a subtle way (Ifinedo 2014).
It is the only part in the application which is in
total control of the owner. The records related to

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academic and extra- curricular activities are
related to the past. It is also important to choose
the writers of recommendation letters very
wisely but it is not under the control of the owner
that the selected writer will give the best
recommendation. The statement of purpose gives
an opportunity to talk directly to the admissions
committee; make a separate stand point among
others; to make the committee realize about the
potential of an individual; the quest for
knowledge could be an added value (Van Rooij
et al. 2014). The statement of purpose in the
given scenario of Academics for Academics is to
help the small private and public colleges and
universities in Australia and Southeast Asia.
They help those universities and colleges who
are interested in receiving their services to
register and become a member. This NGO gets
funding from public donation for completing
their projects and activities. They have a team of
10 out of which 6 members work in Sydney
office and 4 members are in Singapore
(Bhattacharya 2014).
2. Authorized uses There are certain set guidelines for applying in
an NGO. Any voluntary organization or
individual, association of disabled person or

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association of disabled person working with
cerebral palsy, autism, multiple disability and
mental retardation can apply for working in an
NGO (Safa, Von Solms and Furnell 2016). To
apply for NGO registration the concerned person
must file an application for resolution and
authorization along with Memorandum of
Association and annual report of the previous
year. If the registration of the NGOs which are
registered from before expires then they are
given a grace period of 6 months to renew their
registration. The NGO Academics for Academics
help the small private and public colleges and
universities in Southeast Asia and Australia. It
helps those colleges and universities which are
interested in getting the services of Academics
for Academics and become their member. The
academics and experienced expert and
professionals who are interested in offering
voluntary services like teach any subject,
supervise a research project, or develop
curriculum for another member institution are
allowed to register with this NGO (Sommestad
et al. 2014). When the process of recruitment is
done, the particular individual can become a
member of Academics for Academics. After the

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process of recruitment, the individuals are
assigned to short term task at the member
organizations. The recruited members at A4A are
provided with food, accommodation, travel and
medical expenses.
3. Prohibited uses NGOs are prohibited from functioning when the
home ministry review the audit flow and see that
the income is not returned properly (Larsson
2016). Many NGOs have lost their registration as
they did not submit documents of annual return
for a long time. Government cancels the
registration of NGOs when they do not file
annual return on their foreign donations. It is a
serious issue of consideration when the annual
returns are not submitted for 3- 4 years. The
NGOs, against which there were complaints of
submitting adverse reports, were suspended and
their bank accounts were frozen. The scrutiny
over the NGOs is increasing from time to time.
There are some renowned NGOs which were
alleged to work against the nation’s interest and
their activities had caused a percentage of GDP
for the country (Egels-Zandén 2014).
Government also has the right to prohibit a
member of such disputed NGO to fly abroad. In
the given situation of Academics for Academics,

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the recruited members who will work at the
institution should maintain the privacy of their
workplace. Any information produced by the
recruited member, except the mails, exams and
the marked assignments of the students will
remain in the custody of the NGO and the
member only. All those information will be
stored and preserved by the NGO’s information
system and the location of the member where he
works will not be taken into account. A
guarantee is needed by the NGO Academics for
Academics that all the information and data in
the information system are totally secured. If the
organization is established just recently, then it
will not have a developed information system
and it should take the required time to develop
their system (Di Crescenzo et al. 2014).
4. Systems management The different policies are freed for any non-
profit organization for downloading and using as
long as it is not used for any commercial
purpose. Also the organization must not be
paying any consultant to carry out their work.
The following works are subject to copyright
according to the Australian Copyright Act-
literary, musical, dramatic, artistic, sound
recordings, cinematograph film, internet material

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and published editions of works (Sudtachat,
Mayorga and Mclay 2016). Apart from using for
any individual purpose or educational purpose,
as allowed by the Copyright act and the statutory
licenses, anything found online must not be used
for any other purpose without an authentic
permission from the owner. This particular NGO
is a signatory to the three license agreements
between the Australian universities and other
agencies which collect copyright on behalf of the
owners of the copyright works. Under the given
agreements, the organizations have to pay yearly
fees so that the staff can make a use of copyright
materials for helping the students with course
materials without seeking permission from the
copyright owner. The license collected by the
agency requires the institution to regularly report
on the usage of copyright materials either
through online surveys or through hardcopy
(Vance, Lowry and Eggett 2013). The NGO
Academics for Academics was established
recently so the information system has not been
managed properly. They are now trying to
develop the process with a comprehensive set of
information security policies for its information

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system (Chin 2017).
5. Violations of policy The NGO Academics for Academics has to abide
by certain policies which cannot be violated.
They must operate according to the contract and
legislation, guidelines and policies which are
relevant to the funding of the program. There are
agreements which keep a record of the
contractual arrangements for the funded agencies
(Rijsdijk and Tinga 2014). Violation of policy
can be the basis for terminating the behavior
relation. There are many factors which depend
on the situation when the policy is violated in an
organization. Whether the policy is violated or
not depends on its nature or nature of the
business. The brighter side of violation is that it
shows the members that the particular violation
is the one which is taken by the organization
seriously. By communicating the proper reason
of violation of policy, the staffs are warned about
the inappropriateness of their action. But on the
other side, violation of policy can reflect the
loophole in an organization (Njenga 2017).
There can be arrival of such kind of situation
which might act as a catalyst for the harm of the
company. If the policy is violated by an
employee after he is caught for taking cash I can

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be referred to as the violation of cash handling
policy. In this way, the scenario is made clear to
the staff of the workplace and its importance is
restated. The violation of a policy can lead to
legal action taken by the organization. It s very
common that one out of all the employees are
bound to violate the company policy and it
becomes difficult for the supervisor to make an
employment decision.
6. Policy review and modification It is not appropriate for the organizations and
NGOs like Academics for Academics to rely on
the sample policies and procedures only. They
can be devised only as a starting point but
gradually the A4A need to devise their own
needs and structures. Most of the existing sample
policies are inclusive of both policies and
procedures (Mandelker 2014). These policies
provide a guideline to maintain the standards of
organization while the procedures outline the
instructions on the implementation of the
standards for the organizations. It is
recommended that the policies should be adopted
at a wider level, but the procedures must be
developed and signed off by the head of the
organization. There are specific terms used in the
policies and whatever the term is, it has final

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authority in the organization. There are
obligations for the organizations to maintain
good records of its activities for the efficiency of
legal purpose. The records are one of the
important assets that give support to the
operations and enable in accessing information
that is required to preserve (Chin 2017).
Reviewing and modification of policy will
enable the NGO A4A to operate efficiently and
meet with accountability in compliance with the
requirements. Keeping track of the records is a
good practice for well- management of an
organization. The management of records
provides an opportunity to broaden the vision for
the organization’s record management program.
7. Limitations of liability There are certain terms and conditions set for
binding agreement. The set limitations of
liability are- use of key words and phrases in the
entire agreement; rights and responsibilities of
users; expected and proper usage; accountability
for online behavior, actions and conduct;
payment details including membership or
subscription fees; procedure for account
termination; exclusion which clarify legal
liability and how the upcoming changes are
notified (Phillips and Goodwin 2014).