Online Title Registration Guide

Online Title Registration Guide An extensive step-by-step guide to registering your works with ASCAP 1

Table of Contents ASCAP Web Registration 1 Information Required to Register a Work 1 Registering Serious Music Online 2 ASCAP Clearance Express (ACE) 3 Creating a Web Account 4 Registering Works At ASCAP Using the Standard Form 5 Registering Works At ASCAP Using the Quick Form 17 Quick Form Restrictions 17 Registering a Work Using the Quick Form 18 Registering a Copyright Arrangement At ASCAP Via the Web 22 Registering A Work With Samples 28 Maintaining Your Web Account 32 Title Registration Copy Feature 33 Revising A Previously Submitted Work 35 Glossary 36

ASCAP Web Registration Over 200,000 work registrations are submitted to ASCAP annually through the web registration system. Web registration forms are available through ASCAP s website: www.ascap.com. ASCAP members are encouraged to complete their registrations online, as this is the fastest way to submit a claim to ASCAP. Information Required to Register a Work Please have the following available before beginning a web registration on the ASCAP website. 1. Work Title Each song should be registered separately. You may include alternate titles. Library works that are the same song with different durations do not need to be registered separately. The following accents and keyboard characters are unacceptable: Ä, Á, É, È, Í, Ó, Ú, Ü, Ñ,,, <, =, >, [, \, ], ^, _, `, {,, }, ~, ", and ASCII Invisible and Escape characters under 32 or above 90 except for 95 which is acceptable. 2. Contact Information Name of person to contact if ASCAP has any questions about the registration. 3. Entitled Parties Writers and Publishers of the work. If unknown, indicate the party is unknown on the registration. a. The name spelling should be consistent with ASCAP s records (This includes patronyms and registered pseudonyms). b. The correct CAE/IPI number should be provided if the party is not a member of ASCAP. i. No CAE/IPI number is required if the party is not affiliated with a society. ii. If you do not know the party s CAE/IPI number you can search for the information at http://www.ascap.com/ace/. 4. Share Information The percentage/portion of a work that each party is entitled to collect. a. The Online Works Registration format is based on a scale of 100%. This means that together, the total of both the publisher shares and the writer shares must add up to 100%. A writer or publisher share listed at 50% on an ASCAP web registration confirms that entitled party is entitled to receive the full share. b. ASCAP cannot tell you how to divide your shares for a work. The shares are based on the agreements you and your co-writers decided upon. Typically, the writer shares on agreements are based on a 100% scale. Since the registration requires writer shares to add up to 50% and not 100%, simply divide the percentage claimed by each writer in half. 5. Performer Information Only required if the work is recorded. 6. Serious Music (Orchestral, Chamber, etc.) See page two for additional information on registering Serious Music. Fields that are indicated as optional are not required to submit a claim to ASCAP. These fields can be left blank if the information is not available and will not delay the submission of your claim to ASCAP. 1

Registering Serious Music (Concert, Symphonic, Orchestral, etc.) Please have the following information prior to beginning a Serious work registration using the Standard Form (See Page 5 for Standard Form Instructions). 1. Duration - Duration format is HH:MM:SS. Be sure that accurate duration is entered, as this is crucial to our calculating the royalty payment correctly. 2. Instrumentation - Entering instrumentation correctly is also critical for accurate payment, minimizing manual intervention and decreasing the time it takes to load the submission to ASCAP s database. Submitters should be aware of the distinction between the three types of entries they can make: Standard Instrumentation Type - Refers to typical ensembles, such as Brass Quintet, String Quartet and Full Orchestra. Instrumentation Detail - Refers to when only two instruments are involved, such as in a sonata for viola and piano, or if a non-standard ensemble is involved, e.g., oboe, clarinet and tape. Free Form Instrumentation Refers to instruments that do not appear on the drop-down list, such as an oud, or a non-standard instrument such as a coffee mug. This type should only be used when the instrumentation does not involve standard ensembles, or the instruments required do not appear in the list of instruments. Entries in Instrumentation Detail can be made in addition to Standard Instrumentation Type only if these instruments are not included in the standard ensemble, e.g., Brass Quintet, plus timpani and organ. Brass Quintet would be selected as a Standard Instrumentation Type. Entries for Timpani and Organ would be made under Instrumentation Detail. In no case should the instruments in the Standard Instrumentation Type also be listed under Instrumentation Detail. For example, when String Quartet is selected for the Standard Instrumentation Type, violin 1, violin 2, viola, violoncello should NOT be listed under Instrumentation Detail. 2

ASCAP Clearance Express (ACE) ACE is a database of song titles licensed by ASCAP in the United States. For each title, you can find songwriter names, CAE/IPI numbers and publisher contact information. For many works, you may find some artists who have made a commercial recording of the work. When an update to a work has been done in ASCAP s database (i.e. a party is added) the updated information will not be available on ACE until a system refresh occurs within two weeks of the update. 1. To Search, Select Click Here To Search The Database at http://www.ascap.com/ace/. 3. Enter the information you would like to search for and the radio button that corresponds to that information. Select. 3

Creating a Web Account If you are an ASCAP member and this is the first time you are using the web registration site, you must select the First time user? link to activate your online account. If you recently became an ASCAP member, please do not begin to use this system until you have received your ASCAP new member welcoming packet. 1. Choose writer interest if your member card is for your writer account or choose publisher interest if your member card is for your publisher account 2. If you have both a writer and a publisher account please only activate your publisher account and register works under that account. 4

Registering a Work at ASCAP Using the Standard Form The Standard Form consists of a series of screens, presented as numbered steps, on which you enter data about a work. It is suggested that first time users utilize the standard form as directions are given at each step. A form should be submitted to ASCAP for each individual song. If you are registering Serious Music please see Page 2 before beginning. Let s begin. 1. Go to ASCAP s Home Page at www.ascap.com and select Title Registration underneath the For Members section. 2. Log in to your web account. (If have not yet set up an account see page 4) 3. If you have not done so before, read the Important Registration Information and disclaimer. 5

4. Select Register a Title from the black navigation bar. 5. Choose the Standard Form Option and select Begin. 6. Questionnaire A. Select types of music contained in the work (pre-existing copyrighted music written by someone else, cannot be registered with ASCAP via the web). If you are registering an arrangement of public domain music, please see page 22. B. Select all types of lyrics contained in the work (pre-existing copyrighted lyrics can be registered with ASCAP). If you are registering a work that makes use of public domain lyrics, please see page 22. C. If the work does not include lyrics, do not check box d, e or f. D. If question 2-4 apply to the work, answer them accordingly. If not, leave these boxes blank. E. Select. 6

7. General Information A. WORK TITLE: Enter the title of the work. B. PERSON TO CONTACT C. OPTIONAL INFORMATION: Not required to complete the registration. Duration is required for Serious Works (e.g., symphonic, chamber, recital). D. PRODUCTION LIBRARY INFORMATION: Should only be filled out if this work is included in a production library. E. Select. 7

8. Entitled Parties A. Select to add a publisher for this work. If the work does not have a publisher uncheck the box on the right, This work has a publisher. and skip to page 12. B. Choose the publisher from the drop down box. If the publisher is not in the drop down list add the name by selecting the button. 8

a. Enter the party s name and performing rights affiliation. If the writer is unaffiliated select No Society from the drop down box. b. Select. c. If the party is an ASCAP member and matches to a record in our member database, the following screen will appear. All ASCAP members must be picked from this list. If a party is not found on this list, the society should be changed to either the correct non-ascap society or no society. d. Find the party you are trying to add from the list and press the button. 9

e. After you have followed steps a-d you will come to the screen below. f. If the member was not chosen from the list in steps c-d above, add the CAE/IPI#. If you do not know the party s CAE/IPI number you can research the information at http://www.ascap.com/ace/. If you do not know the CAE/IPI# you will receive the warning below. To continue, select. g. SOCIAL SECURITY# / TAX ID Optional if not known leave blank. h. UNIQUE CODE Optional This is a code assigned by the person registering the work. i. Select, and you will be brought back to the Select a Publisher page. 10

If you do not know the publisher, check the box instead of selecting. Check the box You must if you are the publisher or if you are a writer who has an agreement with the publisher. This step is essential to correctly register the work. Enter the % the party claims for this work. Select. C. If the song has more than one publisher repeat steps A-B. Be sure that the sum of all the publishers shares add up to be exactly 50%. 11

D. To add a writer who is an entitled party of the work, select. E. Choose the writer from the drop down list. i. If the writer is not in the drop down list, select. 12

a. Enter the party s name and performing rights affiliation. If the writer is unaffiliated select No Society from the drop down box. b. Select. c. If the party is an ASCAP member and matches to a record in our member database the following screen will appear. All ASCAP members must be picked from this list. If a party is not found on this list, the society should be changed to either the correct society or no society. d. Find the party you are trying to add from the list, and press the button. 13

e. After you have followed steps a-d you will come to the screen below. f. If the member was not chosen from the list in steps c-d above, add the CAE/IPI#. If you do not know the party s CAE/IPI number you can research the information at http://www.ascap.com/ace/. If you do not know the CAE/IPI# you will receive the warning below. To continue, select. g. SOCIAL SECURITY# / TAX ID Optional if not known leave blank h. UNIQUE CODE Optional This is a code assigned by the person registering the work. i. Select, and you will be brought back to the Select a Writer page. 14

ii. If you do not know the writer, check the box selecting. instead of iii. Check the box You must if you are the writer or if you have an agreement with the writer. This step is essential to correctly register the work. iv. Select one of the publishers collecting on the writer s behalf. If the publisher is unknown leave blank. If you leave this field blank you will get the following message. To continue, select. v. DESIGNATION- Select what the writer created or modified. 15

vi. Enter the % the party claims for this work. vii. Select. F. If the song has more than one writer repeat steps D-E. Be sure that the writers shares add up to be exactly 50%. G. If this work is recorded, select under the Artists and Performers box. If the work is not recorded, uncheck the box that states. i. Enter the name of the artist(s) or performer(s) of the recorded work and select. ii. Add the album information if applicable. This information is optional. H. Select. 9. Summary and Submit A. Review the summary of the registration. B. If the information appears correct, select. 16

Registering a Work at ASCAP Using the Quick Form ASCAP recommends that first time users to ASCAP s web registration system begin the process by registering their works using the Standard Form. However, if you are familiar with ASCAP s web registration process and your works fit the guidelines for registering a work using the Quick Form, this option may shorten the time spent registering new works. This guide will help walk you through the Quick Form registration process. There are restrictions that may not allow a specific work to be registered using the Quick Form. Those restrictions are as follows: No more than one alternate title. No more than two controlled Original Publishers, in which up to two Original Publishers may be controlled. Collection share for the following territories only: 'United States,' 'US & Canada', 'Rest of World', and 'World.' No more than six composers, composer/authors or authors. Unpublished or Manuscript Work. No more than One Performer. No more details than for one recording: Title of single/album/cd, label of album/cd, and catalog number. No more details than for one library recording: Library Name, CD Name, and Cut Number. You cannot supply copyright information. The work is concert music ("serious" genre, e.g., symphonic, chamber, recital, etc.). The work is an arrangement of Public Domain music, or contains Public Domain music lyrics (words). The work includes samples, interpolations, or is a medley of preexisting works. The work is an excerpt from a larger work, such as a movement or an individual component of a medley. If you have entered information on the Quick Form and find that you do not meet the Quick Form guidelines, select the option Use Standard Form at the top of the Quick Form page. Most information that you have already entered on the Quick Form will be transferred into the Standard Form. 17

1. Follow Steps 1-4 on page 5-6 of this document. 2. Read the to ensure you meet the criteria to register a work using the Quick Form. Then, choose the Quick Form option on the Register a Work Page and select Begin. 3. General Information A. WORK TITLE: Enter the title of the work. B. PERSON TO CONTACT C. ALTERNATE TITLES (Optional): One alternate title for the work. 18

4. Entitled Parties A. Choose the publisher from the master list. i. If the work does not have a publisher, uncheck the box This work has a publisher. i. If the publisher is not in the drop down list add the name by selecting the button (See Pages 8-11 step i. a-i ). ii. If you do not know the publisher, check the box iii. Check the box I am this if you are the publisher or if you are a writer who has an agreement with the publisher. This step is essential to correctly register the work. iv. Enter the % claimed by the publisher in the Ownership % box. v. The Territory Collection % defaults to the World. Do not a territory unless you have a sub-publishing or administration agreement in which the original publisher s share is collected by another publisher in that territory. 19

vi. If this publisher has an administrator or sub-publisher, enter that information in the U.S. Administrator or U.S Sub-Publisher box. vii. In the Territory Collection % choose the territories in which the administrator or sub-publisher collect. B. Choose the writers affiliated with Original Publisher One i. If the writer is not in the drop down list add the name by selecting the button (See Pages 12-15 Step i. a-i ). ii. Writer Role Select the component of the work that the writer created or modified. a. Composer only music b. Author only lyrics c. Composer/Author music and lyrics iii. Enter the % owned by the writer in the Ownership % box. C. If there is an additional controlled publisher repeat steps A-B for Original Publisher Two. D. If there is an Uncontrolled Publisher and/or writers of this work enter that information in the Additional Uncontrolled and Additional Writers section of the work. E. Be certain that the total Publisher and Writer Ownership shares each equal exactly 50%. 20

F. If this work is recorded, fill out the recording information. If the work is NOT recorded, UNCHECK the box that states. 5. Submit i. Enter the name of the artist(s) or performer(s) of the recorded work. ii. Add the album information if applicable. This information is optional. iii. LIBRARY INFORMATION: Should only be filled out if this work is included in a production library. G. Select Save. A. Review the registration. B. If the information appears correct, select. 21

Registering A Copyright Arrangement At ASCAP via the Web The Standard Form must be used when registering a Copyright Arrangement at ASCAP. 1. Follow Steps 1-4 on page 5-6 of this document. 2. When given the choice between the Quick Form and Standard Form, use the STANDARD FORM. 3. Questionnaire A. Select public domain music (b) if the arranger used and/or arranged public domain music in this work, even if you do not know the public domain composer s name. B. Select public domain lyrics (e) if the arranger used and/or arranged public domain lyrics, even if you do not know the public domain author s name. C. If completely new music or lyrics were used check those boxes also. D. If the arrangement does not include lyrics, do not check box d, e or f. E. If questions 2-4 apply to the arrangement answer them accordingly. If not, do not check the boxes. 4. General Information 22

A. WORK TITLE: Enter the title of the arrangement. B. MUSICAL ARRANGEMENT: Select whether the musical arrangement includes modified musical elements or elements in their original form. C. LYRICAL ADAPTATION: Use only if lyrics are used in the arrangement. Select the way lyrics are used. D. OPTIONAL INFORMATION: This information is not required to complete the registration. Duration is required for Serious Works (e.g., symphonic, chamber, recital, etc.). E. PRODUCTION INFORMATION: Should only be filled out if this work is included in a production library. 23

5. Entitled Parties A. Add an original publisher - Follow steps A-C on pages 8-11 of this document to add the publisher(s) associated with this work. B. Read the instructions for adding a writer to this registration carefully being sure to include the public domain author or composer. i. Select Click Here to See An Illustrated Example. ii. There will be SEVERAL examples of how to register an arrangement. Find the scenario that fits the arrangement you are trying to register and follow that example to adding the writer information to the title. C. Select after reading the instructions to add the writer(s) to the registration. 24

i. Choose the writer from the Master List. ii. If the writer is not in the drop down list select (See Page 12-14 Step i.a-i) iii. If you are adding the Public Domain writer to your master list be certain to check the box that says, This Writer is Public Domain. iv. If you do not know the name of the Public Domain writer, enter TRADITIONAL into the last name box and check the box that says, This Writer is Public Domain. v. Select. 25

vi. You will be returned to the List a Writer page. vii. Check the box, You must if you are the writer or have an agreement with the writer. This step is essential to correctly register the work. viii. Select one of the publishers collecting on the writer s behalf. If the publisher is unknown leave blank. If you leave this field blank you will get the following message. To continue, select. ix. Designation- Select what the writer created or modified. a. If the arranger also included completely new music or lyrics into the arrangement, add the writer to the record twice, once as an arranger and once as a composer and/or author. b. The Public Domain writer would be a composer and/or author. x. Enter the % owned by the writer (PD composer should be 0%). xi. Select. D. If the song has more than one writer repeat steps A-C. Be sure the writers shares add up to be exactly 50%. 26

E. ARTISTS AND PERFORMERS: Follow step G on page 13 of this document F. Select. 6. References to other works for copyright arrangements. A. Enter the title of the Public Domain Work(s) used in the arrangement. B. Choose from the drop down box the name of the Composer or Author of the Public Domain Work(s). Select the Public Domain Composer or Authors entered on the previous screen. If you have not already added the Public Domain composer you will not be able to complete this form. For instructions on adding a writer to the work, return to page 24. C. International Standard Work Code. (optional) D. If there are public domain lyrics select the language. (optional) E. Describe the source (e.g. Sheet music, hymnal) from which the Public Domain work was obtained. (optional) F. Select. 7. Summary and Submit A. Review the summary of the registration. B. If the information appears correct,. 27

Registering A Work Containing Samples or a Medley At ASCAP The Standard Form must be used when registering a work that samples at least one other work or is a composite of two or more works at ASCAP. 1. Follow Steps 1-4 on page 5 of this document. 2. When given the choice between the Quick Form and Standard Form, use the STANDARD FORM. 3. Questionnaire A. Select Original Music. Do not select pre-existing copyrighted music. Preexisting copyrighted music cannot be registered with ASCAP. B. Select Original Lyrics. C. If the work does not include lyrics, do not check box d, e or f. D. Select This work includes samples, interpolations or is a medley of preexisting works. E. If questions 2-4 apply to the work, answer them accordingly. If not, do not check the boxes. 28

4. Information A. WORK TITLE: Enter the title of the arrangement. B. COMPOSITE TYPE i. Indicate that the work contains Samples from the drop down of the composite type box. ii. If the work is a medley and is not a sample, select Medley. iii. If the composite type is unknown select Unspecified. C. OPTIONAL INFORMATION: Not required to complete the registration. Duration is required for Serious Works (e.g., symphonic, chamber, recital). D. PRODUCTION INFORMATION: Should only be filled out if song is included in a production library. 29

5. Entitled Parties A. Add an original publisher - Follow steps A-C on pages 8-11 of this document to add the publisher(s) associated with this work. B. Add writers Follow steps D-F on pages 13-15. C. Artists and Performers Follow step G on page 16 of this document. D. Select. 6. References to other works for: Sample Title A. Select to include the information about the sample. i. The Title - Required. ii. International Standard Work Code optional iii. Unique Code This is a code assigned by the person registering the work. Many members do not use this. iv. Duration (optional) - Duration is required for Serious Works (e.g., symphonic, chamber, recital). 30

B. Enter the writer information pertaining to the Sample. (If more than two writers are included in the sample, enter up to two writers on the work) C. Select. D. Select if any other Samples are used in the work and follow steps A-C above. 7. Summary and Submit A. Review the summary of the registration. B. If the information appears correct, select. 31

Updating Password and E-mail Linked to Your Web Account 1. You can maintain the contact information linked to your web account by selecting User Identity from the black navigation bar. A. Select Change Your Password to update your password. B. Select Modify Your Profile to change the contact name and e-mail address associated with this web account. *Note: Changing your contact information does not update ASCAP s internal Member Database. Contact Member Services - memberservices@ascap.com to update additional contact information. 32

Title Registration Copy Feature This is a shortcut that will allow a user to copy information from one submitted title to create another registration. This feature should be used for a group of submissions that includes the same entitled party and share information for each work. 1. Select View/Edit an Existing Title from the black navigation bar. 2. Select All Titles from the Existing Title list. 3. Select Copy next to the Title Registration you would like to copy. 4. You will receive the following message. Select to continue. 33

5. Enter the title of the new work and review the cloned information to ensure it is correct before submitting. 6. Select. 7. Review the entitled party information copied from the previous registration.. If the information appears correct select. 8. Review the summary of the registration. If the information appears correct, select. 34

Revising A Previously Submitted Work Once a work is submitted through ASCAP s web registration system, members can revise that work by logging back into their web account. Only the member who originally submitted the work via their web account can submit a revision. Similarly, a member may only submit a revision for a work through the web if the member originally registered the work online. To revise a title for a work not submitted through the web, send a signed letter to ASCAP detailing the necessary changes. 1. Select View/Edit an Existing Title from the black navigation bar. 2. Select All Titles from the Existing Title list. 3. Select the work that you wish to revise by clicking directly on the work title. After selecting the original work, you are able to make any changes necessary. If you need assistance with the revision, follow the steps of the online registration system outlined on pages 5 22. Once the registration has been resubmitted, ASCAP will process the requested changes. Please note that revisions may not appear on the ACE Title Search until first surveyed performance. 35

Glossary ACE- ASCAP Clearance Express; ASCAP s database of works open to the general public. CAE/IPI Number- a list of members and an identifying number of performing rights societies throughout the world. It is an acronym for the French words Composer/Auteur/Editeur (composer, author, publisher). CAE/IPI Numbers can be found on the ASCAP website at http://www.ascap.com/ace/. Controlled Party (Authoritative) a party that is the submitter of the claim or whose interest is represented by that submitter. Master List a member s personal catalog of entitled parties (publishers and writers). It is very important that entitled parties be completely and accurately identified. Production Library a production library is a party who compiles a collection of works for third party use (e.g. TV programs, commercials, etc.). Uncontrolled Party (Non-Authoritative) a party who is not represented by the submitter of a claim. 36