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ASME requests all authors to complete and sing an ASME Transfer of Copyright form prior to the publication of an accepted paper in order to publish with ASME. (Please see the Publication Schedule posted on the Website of each specific conference.)
It is the author's responsibility to secure company approvals as may be required for signature on the transfer of copyright form. Government clearance on classified material should be obtained where necessary. If approvals or clearances are involved, the original manuscript should note that these have been obtained. Material not approved or cleared should be omitted from the paper. Also, any necessary permission should be secured by the author for the use of any previously published information included in the paper.
Assignment of Copyright to ASME
Assignment of copyright is made by completing the Copyright Transfer Agreement (1903 Form). Execution of this form grants and assigns exclusively to ASME all rights of copyright: the rights to reproduce and distribute, perform, display, prepare derivative works, and grant third parties permission to reproduce. This form also details the rights returned to authors with regard to further use of their work.
Specific requirements are noted below.
- This form must be submitted for each paper accepted for publication by ASME.
- The form must be fully executed, with all appropriate boxes checked.
- All author signatures must be original. We will not accept forms with signatures by proxy (that is, authors cannot sign on behalf of others).
- All author and co-author signatures must be secured. All authors need not sign the same form; separate forms can be submitted.
- The copyright form must include the full paper number.
- Forms submitted by fax are acceptable.
- Paper copies of forms with original signatures can be scanned to PDF and e-mailed. The full paper number must be included in the subject line of the e-mail. Also include the paper number in the PDF filename of the copyright form that you attach.
Copyright Assignment and U.S. Government Requirements
If the paper you are submitting was prepared in the course of your direct employment with the U.S. Government, please check off the appropriate box on the Copyright Transfer Agreement (1903 Form). Please include the following footer on the final PDF version of the paper submitted to ASME:
"This material is declared a work of the U.S. Government and is not subject to copyright protection in the United States. Approved for public release; distribution is unlimited."
Employees of organizations that operate under contract to the U.S. Government, please note the following:
- Do NOT check off the box indicating that the your wrote the paper within the scope of employment by the U.S. Government.
- Depending on the policy of your organization and your organization's contract, the copyright transfer agreement should be signed either by your or by an appropriate representative from your organization.
- Your paper may be required to include a footer on the final PDF version of your paper acknowledging contract information and also the following statement:
"The United States Government retains, and by accepting the article for publication, the publisher acknowledges that the United States Government retains, a non-exclusive, paid-up, irrevocable, worldwide license to publish or reproduce the published form of this work, or allow others to do so, for United States Government purposes."
Copyright Requirements for Governments Other Than the U.S.
If you are employed by a Government of a country other than the U.S., and you are not authorized to transfer copyright, please contact copyright@asme.org for further information.
Copyright Requirements Not Covered
If your copyright situation is not covered by the information in this page, please contact copyright@asme.org.
Copyright FAQS
What Material Requires a Copyright Form?
Technical papers, short or forum papers, and extended abstracts require a copyright form.
Where Do I Get the Copyright Form?
If the conference is using the ASME Conference ToolBox, a pre-filled form can be downloaded from the corresponding author account upon acceptance of the draft paper. A blank form can also be downloaded.
How to Submit the Copyright Form?
We are currently not accepting electronic signatures so a paper copy of the form, containing all author signatures, can be mailed or faxed (212-591-7060 or 7292). A signed paper copy can also be scanned to PDF and e-mailed to copyright@asme.org. If sending a form by e-mail, please make sure to include the full paper number in the subject line. Also include the paper number in the PDF filename of the copyright form that you attach.
Can I Submit More Than One Form, or One Form Per Author?
Multiple forms for a single paper that show an individual author signature are acceptable if authors cannot sign on one form.
When to Submit the Copyright Form?
The copyright transfer form should be submitted upon receipt of acceptance of the draft paper and prior to the submittal of the final paper. Consult the publication schedule on the conference website for the specific dates.
IMPORTANT NOTE: Accepted and approved papers will not be processed for publication without receipt of a fully executed, signed, and verified copyright form. If copyright issues are not resolved by the specified copyright deadline, your paper may be subject to removal from publication in the conference proceedings.
Where to Submit the Copyright Form?
The copyright transfer form should be submitted directly to the ASME Publishing Department.
ASME Publishing
Three Park Avenue, 22nd Floor
New York, N.Y. 10016
T: 212-591-7099
F: 212-591-7060/7292
E: copyright@asme.org
How Will I Know if the Copyright Documentation Has Been Completed for My Paper?
When all the copyright documentation for your paper has been approved, it will be indicated on the Author Status page of the appropriate conference Website.
Reminders:
- Only the corresponding author has access to a specific paper record on the conference Website. If you are a co-author and wish this information, you must contact the corresponding author.
- The paper record will only reflect completion when ALL author copyright documentation has been received and all issues have been resolved.
- Please allow three to five business days for the Website to be updated: ASME receives hundreds of forms daily and requires time to review and process prior to updating the website.
If there is a problem with any of the copyright documentation for the paper, the authors will be contacted.
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