AR 215-1 - Soldier Support Institute - U.S. Army

manager is assigned, the garrison commander or Director, FMWR will appoint a copyright control officer to carry out
copyright clearance functions.
H–2. Forms
Clearances will be requested on DA Form 3238. Requirements for additional performances are cleared rapidly, thereby
avoiding the time and more complex efforts involved in cancellation procedures. Requests for additional performances
are coordinated by telephone or in writing with FMWRC as soon as the additional requirements become known.
H–3. Clearance procedures
a. As an attachment to DA Form 3238, section 8 clearly identifies production materials on the clearance request.
Information specifying the length of time required, the date requested, and whether the materials are rented or
purchased will be included. The local duplication, alteration, adaptation, revision, or rearrangement of copyrighted
materials is not authorized except at the specific direction of the leasing agent.
b. Requests for copyright clearances and related correspondence will be sent directly to FMWRC.
c. Direct communication between installations and leasing agents, trustees, or copyright owners is not authorized,
except at the specific direction of FMWRC.
d. If producing organizations, members of performing or producing groups, or any other installation program are
contacted directly by civilian leasing agencies, except for the delivery of production materials, the entertainment
program manager will forward the correspondence, with a proposed reply where appropriate, to FMWRC.
e. All correspondence relating to the availability of copyrighted works will be forwarded to FMWRC.
f. Requests for perusal copies may be made directly with the leasing agencies, but all costs associated with the
request will be the responsibility of the requesting program. Failure to pay any associated costs may result in denial of
copyright clearance and royalty requests. FMWRC will pay for and coordinate any perusal request that is submitted
and coordinated through FMWRC.
g. Clearance requests (DA Form 3238 and attachments) will be transmitted by facsimile or electronic mail. Copies
of clearance requests will be mailed to FMWRC at the address in paragraph H–8.
H–4. Production materials procedures
a. Upon receipt of production materials, the recipient will conduct a complete inventory, checking against the
packing slip and noting any discrepancies. In the event of a discrepancy, copies of the inventory and enclosed invoices
for materials or scripts, identifying the scripts by title, will be forwarded immediately to FMWRC.
b. Immediately upon completion of use of all production materials, all copyrights control officers will return
materials directly to the leasing agency. The sender will retain mailing or shipping receipts, indicating items returned.
The installation will be liable for any additional costs if materials are returned late, damaged, marked, or lost.
Installations will send to FMWRC a check payable to the leasing agency for invoice costs of the damaged, late, or lost
materials. Disputes are referred to FMWRC for resolution with the leasing agency. Failure to pay damage/late/lost fees
may result in suspension of all other copyright clearances affecting the installation.
H–5. Postponement and cancellation procedures
a. If a scheduled performance is postponed, written notification will be provided to FMWRC before the originally
scheduled performance date. If postponement exceeds 3 months, the clearance will be canceled and a new clearance
request will be submitted for any subsequent production.
b. Installations will provide FMWRC with written notification of cancellations as soon as possible. If some, but not
all, of the cleared performances are canceled, cancellation notices will be provided before the final performance report
is submitted. When an entire production is canceled, a cancellation notice will be provided immediately (especially in
the case of musicals) to avoid unnecessary rental fees. Any production materials will be returned immediately to the
leasing agency.
H–6. Payment procedures
a. Within 5 duty days of the final performance of a copyrighted work, the installation will complete the final part of
DA Form 3238 verifying completed performances and will forward the form to FMWRC. This constitutes the
confirmation of receipt of services/goods and is the basis for authorizing the royalty and fees payment.
b. FMWRC will pay royalties and related fees for works produced by activities of the Army Entertainment Program
worldwide. Royalties and related fees for works produced by schools, installation clubs, chapels, and other programs
will be paid by the installation or program on the basis of an invoice from FMWRC. The check will be made payable
to the leasing agency but will be sent to FMWRC for verification and forwarding.
c. If a leasing agency sends an invoice for royalties and rental fees directly to the installation, it will be forwarded
immediately to FMWRC.
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