SAMPLE MEMO

TO                   :  (Distribution list)

FROM           :  (Head of the Institution)

SUBJECT    : Code of Conduct on the Use of Copyright Material

DATE            :  (Insert)

(Institution) takes a very serious view of its computer networks being misused to infringe copyright.

The purpose of this letter is to remind you of (Institution)’s policy on the use of copyright material on (Institution’s) computers, networks and media. 

Unless you have the copyright owner’s permission, transmitting copyrighted material (including over the internet) and copying such material in any way other than for legitimate academic or personal use, is illegal and can expose you and (Institution) to civil and criminal liability under copyright law.  This applies to all types of copyright material, including music, films, games, software and other works.

Individuals caught illegally transmitting copyrighted materials have faced legal action and had to pay thousands of [pounds/euros/dollars] in compensation.

Staff and students must not put unauthorised copies of copyrighted material on computers, networks or media owned by (Institution). 

Nor should they put unauthorised copyrighted material on the internet, or engage in activities such as peer-to-peer ‘file-sharing’ that are likely to promote or lead to copyright infringements.

(Institution’s) detailed policy on the use of copyright material, which includes possible disciplinary actions for failure to abide by this policy, is attached.  (Compliance Officer) is charged with ensuring compliance and removing illicit items if you have not done so.

Contravening this policy will result in disciplinary action and you may be prohibited from using (institution’s) computer networks.

Please do not hesitate to contact (Compliance Officer) if you have any questions.