Providing shares requested by us
If you have been asked to ‘Provide Shares’ and there are many works on your list, you can provide these by uploading the data we need using our template.
All you need to do is click on the ‘Provide Shares’ notification on the Member Portal, and click the ‘Export CSV’ button. This will download the template with works pre-populated for you.
Other shareholders will usually be writers or illustrators. But you can also register shares for other entities, for example if you have agreed to share Copyright Agency payments with another publisher.
Providing shares requested by creators
If creators have ‘Requested Shares’, you can provide these by uploading the data we need using our template.
To do this, log in to your Member Portal, go to your ‘Works + Shares’ menu and click on the ‘Review requested shares’ notification or the Requested Shares tab to review your requests.
If you have only a few requests, you can click ‘Details’, select ‘Accept’ and provide the share information required per work by using the chart.
Uploading many requested shares at once
- If you have many requests, go to the 'Requested Shares' tab or select the Notification tile
- Select the all the lines you want to provide payment shares for, and click ‘Accept’.
Tip: You can select the top checkbox to select all rows at once.
- If you proceed by confirming the warranty, we’ll direct you to the Upload page, where you can click the ‘Export CSV’ button to download the template with works pre-populated for you.
Preemptively provide works with shares
You may prefer to upload all the Works & Share information for all your books, so don’t need to respond to these requests in future. We can accept those titles too.
To do this:
- Log in to your Member Portal, and go to your ‘Works + Shares’ menu
- On the ‘All works’ tab, you’ll see a ‘Upload Works & Shares’ button above the table
- Select this and we’ll direct you to the Upload page, where you can download a template.
Instructions for uploading works with shares
- Click on the ‘Provide Shares’ notification OR if you have Requested Shares proceed to ‘Accept’ many at once.
- You’ll be directed to the ‘Upload’ page. Click the ‘Export’ button. Your .CSV template with pre-populated titles will start downloading.
- Open the .CSV template and start completing all required data:
- the ISBN (13 alphanumeric format)
- Publication title
- Shareholder Name and
- the relative Payment Share (as a number, or decimal).
If you have a contact email OR phone number for other shareholders you can provide these too.
Note: All lines on the spreadsheet must contain an ISBN, Title, a Shareholder (including your organisation) and a share percentage. This means you’ll need to add rows to add all shareholders, copying the ISBN and Publication title for each row.
- When completed, save the .CSV template on your computer and you can either drag and drop it to the ‘Upload’ region of this page, or click the ‘Upload Files’ button to navigate to your file and upload.
- You’ll be directed to warrant that the information you are providing is accurate. If you agree to this, we’ll start uploading your file.
- ISBNs must be entered in the 13 alphanumeric format, eg ”9780733906817” and ISSNs in 8 numeric formats. Please do not include any hyphens, dashes or spaces.
- You will need to insert a new row for every shareholder. Make sure you copy the Publication title and ISBN as it appears. Do not use the auto fill feature as it may enter incorrect ISBNs.
- Shared payment amounts must add up to 100% for every title. You cannot have a single shareholder equal 100%, it must be split amongst two or more parties.
- Please do not insert, move or change column headings as this will invalidate the template.
- The upload process only works for .CSV file types. If you have prepared the information in a Microsoft Excel file, you will need to convert it to a .CSV file using the ‘Save as’ function in the ‘File’ menu. You may find it easier to change the format to Microsoft Excel (.xlsx) to enter the data before saving as a .CSV before uploading.
- Keep your file size under 25MB. You can create several files if necessary and upload them one-by-one. Remember not to insert, move or change column headings as this will invalidate the template.
Copying data from another source
If you already have the required information in a spreadsheet or database, you may be able to extract or copy this into our template. However please take care that the information is aligned correctly under the correct columns. If information is not correctly aligned, the file will not process successfully . For a successful upload, you will need to make sure the data is in the same columns as the template, and the file is saved as .CSV.
Is there a limit to the number of shareholders I can add?
No. As long as the shares for one title add up to 100%, you can add as many shareholders that are entitled using our template.
Do I have to order the shareholders in any way?
No. You can add them in any order so long as they are matched to one title and add up to 100%.
Can I add overseas shareholders?
What about reverted titles where I am no longer entitled to a share?
If we’ve included a title in your list where the copyright has reverted to one or more creators, please let us know and we’ll update it accordingly. To find out how, read this article: How do we let you know that rights have reverted to authors for a title?
What if I don’t have any contact details for shareholders?
All contact details are optional. If you can’t provide an email address, a phone number (landline or mobile phone) will help us find and/or match those shareholders to our membership. We will require all shareholders to become members so we can pay their share directly in future. If the shareholder does not join Copyright Agency within 12 months, we will allocate to the publisher on the shareholder’s behalf.
Note: you don’t have to provide your own contact details, we have those already.
But I’m the only shareholder!
If we have asked you to provide shares for a title that you don’t have sharing arrangements for, you can indicate that you are the sole rightsholder by viewing the details of that work and selecting ‘Update the rights’.
If a creator has requested shares, the creator will need to accept that they are not entitled to shares, or this issue may be referred to our Disputes Resolution Process.