Copyright Procedures and Guidelines for OA-Owned Material (Copyright)
All OA literature, including digital media, is protected under US copyright law, and the copyrights are owned by Overeaters Anonymous, Inc. No one, including OA members, groups, or service bodies, can legally reprint or reproduce digital media or excerpts from OA literature or material without written permission from the World Service Office. (See exceptions below.) All reprinted or reproduced OA-owned material must include an OA copyright credit. See the Reprint Permission Form for additional policies.
Allow 10 working days for approval. You will receive the form back from the World Service Office affixed with the managing director’s signature, indicating permission has been granted.
Procedures and Guidelines for OA Trademarks (Logos)
OA, Inc. owns the trademarks for the names “Overeaters Anonymous” and “OA”, the logo art, and the logotype. To use an OA trademark, your group’s registration number or service body’s registered name must be printed directly below the trademark to distinguish it from material originating from world service. It is essential the registration mark ® appears with OA’s trademarks. Any registered OA service body may apply for blanket permission. It is the responsibility of the service body to renew its trademark-use permission after the expiration date. See the Logo Request Form for additional policies.
To apply for trademark-use permission, use this form:
Allow ten working days for approval. You will receive the form back from the World Service Office affixed with the managing director’s signature, indicating permission has been granted.
Items not needing written permission
All registered OA groups and service bodies have permission to reprint or translate and reprint any OA print material currently on the OA website (downloadable PDF files or text) without having to submit a written request to the World Service Office. The materials listed below may also be reprinted or translated and reprinted without written permission. Reprinted items must be used in a manner consistent with OA’s mission of carrying our message of recovery to those suffering from compulsive eating and compulsive eating behaviors.
When reprinting OA website material, use one of these copyright credits:
Preview images automatically generated by social media platforms when a uniform resource locator (URL) from an OA website is shared in a social media post
Image-based digital content that OA has designated for public information and professional outreach (PIPO) use
Image based content that has been clearly marked as having been created by an OA member
Many well-known slogans and sayings (such as “one day at a time,” “easy does it” and the Serenity Prayer) require no approval.
When reprinting free downloaded material from the OA website, remember these documents are updated often. If your group or service body posts or distributes a free download, we encourage you to check oa.org regularly for updated material.
Translation Permission
All registered OA groups and service bodies have permission to translate and reprint any OA document or text currently on the OA website. Permission includes the right to distribute automatically translated material and the right to correct errors in automatic translations. Translation corrections should be as close as possible to the meaning of the original English text, with nothing added or omitted.
Groups and service bodies that translate OA literature and material are required to provide a digital copy of the published translation to the World Service Office. The digital copy can be in PDF or text format and should include the English-language name of the translated material, the language of translation, and the group’s or service body’s name and registration number.
Lifeline Content Not Needing Written Permission
Registered OA groups and service bodies may also reprint or translate and reprint Lifeline recovery content (member-submitted articles and images) without written permission under these terms:
The reprinted content is from a past edition of print Lifeline or currently posted on Lifeline: Stories of Recovery (lifeline.oa.org and oalifeline.org).
The reprinted content is for limited personal and/or group use. Specifically:
The reprinted is used for personal recovery, for sponsor/sponsee discussion, or as the focus of an OA meeting.
Reprinted recovery content cannot be printed in full on online platforms. To share online, use the direct uniform resource locator (URL) to the recovery content or the respective “share” button on the recovery content’s page. The online platform may automatically generate a preview image of the content, which is allowed.
Reprints of image-based content (photographs and illustrations) from print and online Lifeline clearly marked as member created can be shared. Images not clearly marked cannot be reprinted unless automatically generated by the above-stated “preview” feature.
The reprinted article must be used in a manner consistent with OA’s mission of carrying our message of recovery to those suffering from compulsive eating and compulsive eating behaviors.
Lifeline recovery content cannot be revised, recombined, or sold.
Articles included in OA compilations of Lifeline articles, including but not limited to Taste of Lifeline and Lifeline Sampler, must receive written permission. To apply for reprint permission, use the Reprint Permission Form.
Reprinted Lifeline recovery content must cite the source (Lifeline) and include the Overeaters Anonymous, Inc. copyright.
Registered groups and service bodies wishing to create a lending library of digital media may request permission to duplicate a CD or digital file using the reprint request procedures above. Approval will allow the group/service body to keep one master recording and one copy to lend to members. Recordings sold by the World Service Office or its designated vendor, including recordings created at World Service Business Conference and World Service Convention or sold via the OA bookstore, whether on CD or in other formats, may not be duplicated and distributed via website or other media, except in the case of radio and television public service announcements, which may be duplicated without written permission for public information purposes.
Guidelines for Using Non-OA-Owned Material and Trademarks
Copyright and trademark laws apply to all forms of media, including print, promotional materials, digital content, and social media. Using content without written permission constitutes an “infringement”—the unauthorized use of someone else’s work, violating their copyright or trademark rights. For guidance on complying with intellectual property laws and preventing infringement, see Guidelines for Using Copyrighted Material and Trademarks.
OA Responsibility Pledge
Always to extend the hand and heart of OA to all who share my compulsion; for this I am responsible.
Overeaters Anonymous, Inc. World Service Office Location: 6075 Zenith Court NE, Rio Rancho, NM 87144, USA Mailing address: PO Box 44727, Rio Rancho, NM 87174-4727, USA Telephone: +1 505-891-2664
Introduction
All countries have laws that protect the creative products of their authors and artists. These laws are referred to as copyrights and need to be respected. Copyright laws can be the basis for legal action. The information provided here is pertinent to copyright laws in the United States and should not be taken as legal advice. If you have legal questions regarding copyright law, particularly if you live outside the United States, it is best to consult a copyright attorney in your jurisdiction.
The following information covers four major points of concern where copyright is involved:
Copyright infringement,
Vigilance required,
Protecting organizations, and
Understanding laws and proper use.
Copyright law applies to all forms of media, including print, promotion, digital, and social media.
It is crucial to be aware of and adhere to copyright and intellectual property laws to prevent infringement and protect Overeaters Anonymous and our members from legal consequences.
Note: These guidelines contains both legal language that covers this topic and the information in plain language (insets). There is also a Frequently Asked Questions section and a brief quiz to help you further understand the importance of this topic.
Preventing Copyright Infringement
Copyright infringement has become a widespread issue for content creators and brand owners. Creators of both print and digital media—such as websites, blogs, other social media pages, banners, and flyers—must be vigilant not to engage in unauthorized sharing of copyrighted material (drawings, clip art, photos, videos, songs, logos, slogans, lyrics, literary works, etc.) without permission from the owner/agent of the work. To protect Overeaters Anonymous, Inc., OA groups, and OA service bodies from infringing the intellectual property rights of others, it is important to understand laws around copyright, proper use of trademarks, and how to avoid intellectual property violations.
Stopping Copyright Problems When someone creates something, they own it—that creation is their property. Copyright issues arise when others use that work without getting written permission. This is called “infringement,” which is the unauthorized use of someone else’s work in a way that violates their copyright. Infringement can be a serious problem for creators of websites, blog posts, videos, songs, and other original content. To keep safe and avoid trouble:
Don’t Use Without Permission: Always ask before using pictures, songs, logos, and drawings, anything someone else made, and get written permission where possible.
Know the Rules: It’s important to learn the rules about copyright and trademarks. This will help you understand what you can and can’t use.
Protect Our Fellowship: We need to make sure our Fellowship, Overeaters Anonymous, doesn’t use other people’s work without permission.
By following these guidelines, we can respect other people’s work and stay out of trouble.
Understanding Copyright Law
Copyright law protects creative works such as books, songs, photos, logos, and videos. The copyright owner/author of the work has the exclusive right to reproduce, adapt, distribute, perform, and publicly display the work or to authorize others to do so. It is important for users to understand copyright rules and what they can and cannot share to avoid infringing on copyright, whether in print or digital media. As more and more people use social media to share and reach out, there are more and more temptations to use “found” content. Just because content is found on the internet does not mean it is free for OA, Inc., OA groups, or OA service bodies to use; permission must be expressly granted for its use by the owner/author or authorized agent (“copyrights holder”). Permission is usually granted in the form of a written agreement or license to use the work under the terms of the agreement/license.
Understanding Copyright Law Copyright law protects creative things like books, songs, photos, logos, and videos. The person who made or owns the copyrighted work (the copyright owner) has legal rights to decide how their work is used. They can let others use it or not.
Sometimes, the person who did the work has an agreement with a third party to manage their work, such as Adobe or Getty Images. There are many platforms and online agencies that do this, and the agency can decide how and if the work can be used. Some agencies have things you can use for free; some agencies sell the limited right to use the creative work. Always read the online agency’s rules before you use something found online. Remember: it’s important to learn the rules about what you can and can’t share. This helps you avoid breaking the law.
Here are two main things you need to know:
Get Permission: Just because you find something on the internet doesn’t mean you can use it. You need to ask the person who owns it for permission.
Written Agreement: If they say yes, ask for a written agreement or license. This tells you how you can use their work.
By understanding these rules, we can make sure we’re using other people’s work the right way and staying out of trouble.
Fair-Use Exceptions
Under copyright law, there are exceptions known as “fair use” that permit limited use of copyrighted works without authorization/permission from the copyright’s holder. Quoting or excerpting parts of a work for criticism, commentary, news reporting, teaching, and research may qualify as fair use. The fair-use exception is a very narrow exception, and most unauthorized use of a third-party’s creative work will not qualify for fair use. It is a common misconception that because OA is in the business of education, fair use applies to any use of another’s content. To avoid misconstruing the fair-use exception and misapplication of the same, it would be best to consult a copyright attorney prior to proceeding under a “fair-use” exception theory. If your OA group or OA service body group is located outside of the United States or its territories, it would be best to consult a copyright attorney in your jurisdiction. OA, Inc. cannot provide this legal service.
Fair-Use Exceptions Fair use is a legal exception that allows limited use of copyrighted material without permission, typically for criticism, commentary, news reporting, teaching, or research. However, fair use is a narrow exception and doesn’t apply to most uses. Before you use something without permission because you believe it is “fair use,” talk with a copyright attorney in your country. Remember: when in doubt, leave it out!
Obtain (Request) Permission
If use of a work does not fall under fair use (and most uses of a work will not qualify), permission must be obtained from the copyright owner or agent before distributing, sharing, or posting the work on social media or in any format. A copyright holder can grant permission for use of copyrighted material through a written license agreement. It is preferred that the license agreement includes a representation from the copyright owner stating that they are the lawful owner of the copyright and that the material does not infringe on the copyright of others. Some works may be in the public domain, meaning the copyright has expired and they can be used freely. However, it is best to verify the copyright status of a work before assuming it is in the public domain. Regarding the use of material copyrighted by Overeaters Anonymous, procedures and guidelines may be found here: Copyright Requests page on oa.org.
Getting Permission To prevent copyright issues like infringement, you should seek written permission from the owner of the copyrighted work to use the work. In addition to receiving written permission to use the work, it is also a good idea to have the owner state (in writing) that they do, in fact, own the work and have the right to grant permission for its use. Written permission is best as it gives you documentation that you can use the work. Sometimes, things are old enough to be free to use (public domain), or the owner has given a blanket license for anyone to use the work, but always check first.
Monitoring and Enforcement
Brands and content creators regularly monitor digital and social media for instances of violations of copyright rules involving their intellectual property. If unauthorized use of an original work is discovered, the copyright holder can:
issue a takedown notice to the platform requesting that the infringing content be removed,
send a cease-and-desist letter to the social media owner requesting damages, and/or
file a lawsuit to enforce the copyright with a request for damages.
Even if one innocently copies a copyright owner’s content without permission and then removes the content after receiving a cease-and-desist letter from the copyright owner, there is no guarantee the copyright owner will abandon the damages requested or abandon the threatened lawsuit for copyright infringement and damages. It is important to note that each OA group and OA service body is autonomous and responsible for its own print and digital media content.
Monitoring and Enforcement People and companies use sophisticated technology like artificial intelligence (AI) to watch digital and social media (including websites, blogs, apps, etc.) to make sure their work isn’t being used without permission. If they find unauthorized use, they can ask the platform to take it down, send a warning letter to you demanding you remove the use, as well as ask for money for the unauthorized use, or even go to court. Each OA group and service body is responsible for what they share. Even if you didn’t know you were doing something wrong and you remove it when asked, you could still be in trouble and end up paying a fee and/or going to court.
Common Forms of Copyright Infringement
Unauthorized Reproduction
The unauthorized reproduction of copyrighted content, including photographs, videos, music, software, and literary works, constitutes copyright infringement. On social media platforms, users frequently repost, download, and share copyrighted content they do not own or have permission to use.
Unauthorized Reproduction This means sharing or downloading things like photos, videos, music, or writings that you don’t own or have permission to use.
Plagiarism
Plagiarism refers to the use of another’s creative work or ideas without proper attribution or credit. On social media, plagiarism commonly takes the form of users copying and pasting blog posts, social media updates, or other content as if it is their own. Users may also plagiarize by paraphrasing another’s work without citing the source.
Plagiarism Using someone else’s work or ideas and pretending they are your own. For example, this can be copying blog posts or social media updates without permission and without saying where they came from.
False Attribution
False attribution occurs when a copyrighted work is attributed to the wrong owner or creator. For example, a social media user posts a famous quote or creative work and attributes it to the wrong historical figure or original author. False attribution can damage the reputation and credibility of the actual creator.
False Attribution Saying someone else made the work when they didn’t. This can hurt the real creator’s reputation.
Trademark Infringement
A company’s trademark, including names, logos, and brand elements, are also subject to infringement. Users may incorporate trademarks of a company into their own posts, profiles, or pages in a way that is likely to cause confusion as to the source, sponsorship, or affiliation. Trademark holders must actively monitor and report such unauthorized use to avoid weakening their brand identity.
Trademark Infringement A company may use/register its name, logo, or other brand elements as a trademark. This means the company owns the name, logo, or elements and is the only one that can give permission for it to be used. Using a company’s name, logo, or other brand elements without permission is also an infringement and can also cause problems. This can confuse people about who made the content and whether the company agreed that the content creator is a representative for the company.
OA, Inc. Trademarks
In the case of OA, Inc.’s trademarks, permission for use must be obtained in advance from the World Service Office for any reproduction or use of the Overeaters Anonymous, Inc. trademarks, including the logo. There are also guidelines on the proper use of OA’s logos customized with the registration number and name of the OA group and service body. This is one way OA protects its trademarks. (See Copyright FAQs page on oa.org.)
OA, Inc. Trademarks Always get permission from the World Service Office to use our trademarks: “OA,” “Overeaters Anonymous,” our logo , or any combination of these.
Best Practices for Copyright Compliance
Ensure Content Is Original
When posting content on social media or other digital media, it is crucial to ensure that all creative works are original and do not infringe on any existing copyrights. It is recommended to only post photos, videos, blog posts, and other content that have been created by the website owner or their employees. See the guidance that the Board of Trustees shared with the Fellowship on February 26, 2022: Sharing OA-Copyright Material Electronically: A letter from the OA Board of Trustees to the Fellowship on oa.org. In the case of OA member volunteers, please obtain permission as identified in the next section.
Use Original Content If you are sharing work either created by you or that was created by an OA member of your group or service body, make sure your works are original or that the creator has given written permission.
Obtain Permission to Use Copyrighted Materials
If OA, Inc. or a registered OA group or service body wants to share copyrighted content created by another party, they must respect the ownership of the content and abide by intellectual property laws and copyright regulations. Explicit permission and rights must be obtained from the copyright owner or agent prior to the content being posted and distributed on social media. Permission should be acquired in writing, often in the form of a licensing agreement that specifies how the content may be used in certain situations. It is also recommended to obtain: 1) a representation that the copyright owner created the work and the work does not infringe the rights of another person, and 2) a warranty against copyright infringement and any damages that arise if the work infringes the rights of a copyright holder to protect the licensee from misrepresentation by the “content creator.” See Copyright Requests page on oa.org.
Get Permission If you want to use someone else’s work, ask first and get written permission. Attach a copy of the work that the permission is for and hold onto both for future reference.
Attribution to Sources
When sharing content that was created by a third party, proper attribution should always be given. This includes identifying the creator by name and year of copyright, if known, and acknowledging a license, if granted. When the contributor wants to remain anonymous, make sure that the identifying information of the content creator’s true identity is maintained in confidence in case a future issue arises with the originality of the content (i.e., an allegation of copyright infringement by another). Proper acknowledgement helps to avoid the appearance of copyright infringement while also giving credit to the original creator.
Give Credit Always say who created the work and the year it was created, if known. This helps avoid copyright problems and gives proper credit. If a member created the work and wants to be anonymous, obtain the full name (first and last) and contact information (address, email, and phone number) of the member with the permission agreement and copy of the work but maintain the identifying information in confidence.
Linking to Other OA Websites
Linking will often have the positive effect of significantly broadening the scope of a site. However, even when linking to another OA site, care must be exercised, since each OA group and OA service body is autonomous, has its own group conscience, and may display information that another OA group conscience might find objectionable. There is no way to know when this might occur. Experience indicates that linking to non-OA sites is even more problematic. Not only are the non-OA sites much more likely to display non-OA and/or controversial material, but linking might imply endorsement, if not affiliation. Experience strongly suggests that, when considering linking to another site, proceed with caution. The World Service Office has attempted to avoid some of these pitfalls on OA’s website, oa.org, by adding a phrase such as “(link opens to third-party website)” to advise users of links that point to non-OA websites, such as retail vendors for OA’s e-books.
Be careful when linking to other websites, even other OA sites. Some sites might have information that could cause problems, or the link may make it seem like OA endorses them. Always be cautious.
No OA group or non-OA entity should represent itself as an agent of OA, Inc. or the World Service Office. No OA group or non-OA entity should represent itself to be a spokesperson for OA, Inc. or act as if they represent OA, Inc. Each OA group and OA service body is autonomous and encouraged to make decisions by informed group conscience, considering the guidance provided in our Twelve Traditions.
No OA group should speak or act like a spokesperson for OA, Inc. or the World Service Office. Each group should make decisions based on OA’s Twelve Traditions and any pertinent guidelines.
OA members sometimes contact the World Service Office for suggestions on how to remain within the Traditions on social networking websites. Keep in mind that World Service Office staff members and the OA Board of Trustees are not specifically trained in technology, but the Board of Trustees can act as a resource regarding OA’s Twelve Traditions and the shared experience of the Fellowship. How OA’s Spiritual Principles play out in the digital environment needs to be carefully discussed by each OA member, OA group, or OA service body creating an online presence. To help direct these discussions, please see the Frequently Asked Questions section further along in these guidelines.
In summary, abiding by best practices such as using original and authorized content, properly attributing third-party work, reporting infringing content, and educating employees/volunteers is key to achieving copyright compliance in print and digital media.
Legal Implications and Penalties for Copyright Infringement
Civil Lawsuits and Damages
A copyright holder whose work has been infringed in print and/or digital media has the right to file a civil lawsuit against the infringing party. If the copyright holder is successful in a United States court, the infringing party may be required to pay damages in the form of lost profits, the amount the copyright holder would have earned if the work had not been infringed, or statutory damages of up to US$30,000 per work infringed under United States copyright statutes.
If you use someone’s work without permission, they could sue you. You might have to pay money for damages.
Criminal Penalties
In some cases, the unauthorized use of copyrighted works can lead to criminal charges and penalties. Individuals or companies found guilty of willful copyright infringement in order to gain a commercial advantage or private financial gain face up to five years in prison and fines of up to US$250,000 per offense under United States copyright statutes. A United States court may also order the seizure and destruction of infringing materials.
Sometimes, using copyrighted works without permission can lead to criminal charges. That could mean jail time and big fines.
Takedown Notices and Account Termination
Copyright holders can issue takedown notices to social media and other online platforms requesting the removal of infringing content. If a user repeatedly posts infringing content, the social media or online platform may terminate their account. Content creators should exercise caution to avoid account suspension or termination, as this could significantly damage the OA brand and goodwill earned over more than sixty years.
If you keep posting things without permission, your website or social media platform presence could be shut down and you will lose access to everything posted on your site.
Loss of Safe Harbor Protections
Social media and online platforms that fail to address infringement claims and comply with takedown notices risk losing “safe harbor” protections provided by laws like the United States Digital Millennium Copyright Act (“DMCA”). In Europe, the equivalent is known as the European Copyright Directive. Without these protections, platforms can face legal liability for copyrighted content posted by users. To maintain safe harbor status, platforms must follow proper notice-and-takedown procedures and adopt repeat-infringer policies.
Social media and online platforms that don’t follow the rules can also get in trouble. They must make sure they follow procedure and remove content when appropriate to do so.
Summary
Copyright infringement on social media and online can result in civil lawsuits, criminal charges, account suspension, loss of safe harbor protections for platforms, and other legal consequences. Content creators should understand their obligations under copyright law in their jurisdiction to avoid these penalties, while copyright holders have avenues to protect their intellectual property rights. By working together, all parties can promote a social media and online environment that respects copyright.
In summary, follow best practices like using your own original work, getting permission, giving credit, and reporting violations. This helps everyone stay within the law and respect copyrights. It also protects OA’s representation and goodwill worldwide.
Frequently Asked Questions
What if I do not know where a photo came from or who owns it? How do I find out?
There are different ways to find out if a work is protected by copyright and learn the details about its copyright. In the United States, the United States Copyright Office has helpful information in this in “Circular 22” (link opens to third-party website).
I got a photo from a website that has lots and lots of photos for people to use. How do I know if it is in the public domain and okay to use?
Websites will usually say if content is in the public domain (or free to use), available with some rules (under a Creative Commons license), or protected by copyright and only usable with permission. We cannot give specific advice on using certain content, so please choose carefully.
I have a personal account with Microsoft (or another company), and Microsoft has photos I can use for free. If I make something for an Overeaters Anonymous group or OA, Inc. with one of Microsoft’s photos, do I need permission to use it?
Using content from third-party providers like Microsoft usually means you have to follow the Terms of Use in their End-User License Agreement (EULA). This agreement explains how you’re allowed to use the content. Be sure to read these agreements carefully before using any content.
I want to use an illustration, not a photo. Do I need permission to use a drawing?
All creative works—photos, drawings, paintings, music, recordings, sounds, books, and sculptures—are protected by copyright. If a drawing is copyrighted and not free to use, you must get permission from the creator or owner before using it.
I am really good at drawing. If I see a photo on the internet that I like, can I make my own drawing and use it on my group’s social media page? I drew it, so I’m the owner, right?
Copyright infringement happens when a work is copied, shared, performed, shown publicly, or changed into something new without permission from the copyright owner. Making a drawing of a copyrighted photo is usually seen as a copy or a new version of the work and might count as copyright infringement.
What if I take my own photos and give them to my OA group to use on the group’s social media page?
Copyright law protects original works that are in a physical form, whether they’re published or not. If you took a photo yourself and it is original, you can use it and give permission for the OA group to use it too.
I saw a photo on another OA group’s website. They are using it, so it must be okay for my OA group to use it, right?
Using a work might be controlled by a license agreement between the copyright owner and the user, as explained in that agreement. Permission given to one person does not automatically allow others to use it.
OA.org and the OA Lifeline blog have photos and illustrations. Is it okay if I just use one of those photos or illustrations, since OA, Inc. is already using it?
A license agreement between the copyright owner and the user may control how a work can be used. Permission given to one person does not mean others can use it too. Please check with OA, Inc. to make sure you have permission to use a specific work.
The photo is just a boring photo showing the backs of heads of people in line. It is not “artistic” or “creative.” Is that okay to use?
In the United States, the United States Copyright Office decides if a work is creative enough to qualify for federal copyright protection. If a work is federally copyrighted and not free to use, you need to get permission from the creator or owner before using it.
As long as I am careful about our social media page, can I cut and paste a photo from the internet on our website or use it in our group newsletter?
Copyright infringement happens when a work is copied, shared, performed, shown publicly, or changed into a new version without the copyright owner’s permission. If a work has federal copyright and is not free to use, you must get permission from the creator or owner before using it.
We got a license to use a photo on our website. Now we want to use the same photo to promote our group on a bus poster and on our region convention packet materials. Can we do that, or do we have to ask for permission again?
Check the license carefully for any rules about using a photo before you use it. If the license only allows certain uses, you might need a new license to use the photo in other ways not covered by the original agreement.
We really like a photo, but we don’t know where it came from or who owns it. We are going to use it anyway because, after all, if we are sued for damages, our group does not have any money.
Each OA group and service body is independent and responsible for its own print and digital content. Even if content is copied without permission and then removed after receiving a cease-and-desist letter, there’s no guarantee the copyright owner will cancel any requested damages or drop the threat of a lawsuit for copyright infringement. (See Monitoring and Enforcement section in these guidelines, above.)
The member who created our social media page has moved to another country and is no longer a member of our group. We do not know how to reach them, and we do not know if we have permission to use the photos on the social media page. What do we do? Is it okay since that person did it, not us?
To avoid copyright infringement, it is best to make sure you have permission to use a work. If you are unsure—whether because of a license or because the work is not copyrighted—consider stopping its use replacing it with something clearly allowed.
The member who created our website is no longer in that service position and cannot help us with the website anymore. We do not know if we have a license to use the photo. What do we do?
To avoid copyright infringement, it is best to make sure a work is used with permission. If it is unclear whether you’re allowed to use it—either due to a license or lack of copyright—think about stopping its use and replacing it with something clearly allowed.
The brother of one of our members is a really talented photographer. He has his own website and people buy his photos. He took some photos for us and gave them to the OA group. Since he gave the photos to the group, we can use them any way we want for the group, right?
Permission to use a work may have limits. If you want to use it in ways beyond those limits, you might need to get extra permission to expand your usage rights.
My group got a cease-and-desist letter. What do we do?
Copyright infringement is serious and can lead to large fines. Each group is responsible for its actions and should talk to an attorney to understand any claims in a cease-and-desist letter and any possible risks. Each OA group and service body is independent and responsible for its own media content. Even if content is copied by mistake and removed after a cease-and-desist letter, there is no guarantee the copyright owner will drop their claims or the threat of a lawsuit.
We got a license to use a photo and even paid a fee. But that was two years ago, and we do not know where a copy of the license is. Should we have kept a copy, and what do we do now?
One option is to reach out to the content owner to check if they have a copy of the license to understand the terms and how long it lasts. If you are unsure whether the work is being used correctly under the license, consider stopping its use and replacing it with something clearly allowed.
Can we use artificial intelligence (AI) to create an image for us? If we do, who owns it?
Generative AI tools can break copyright rules by creating new works based on someone else’s original works. These tools (AI) are trained using examples, such as copying the style of a well-known artist, to make new works that look similar. Right now, courts have not decided if using these examples is allowed (called “fair use”) or not. If it is not fair use and the original work is protected by copyright, both the AI program and the person using it to make new works could be breaking the law by copying the original artist’s work. As in other cases, if there is doubt, the safest choice is not to use the work.
Can we use material that we find on other OA service board websites, or on oa.org?
Always ask for permission before using pictures, songs, logos, drawings, or anything created by someone else. Get written permission whenever possible.
Can we photocopy parts of literature to hand out to members who cannot afford them?
OA allows registered OA groups and service bodies to copy and share OA-owned material from oa.org and lifeline.oa.org without written permission. However, to translate and share any other OA-owned material, written permission is required. For more details, see the Copyright Requests page on oa.org.
Can we post parts of literature on screen during our meeting?
On a videoconferencing platform, OA groups can temporarily share OA material by screen or audio without written permission, but they must follow these rules:
Be temporary: The material should be removed after the meeting ends.
Be limited: Share only a small part of the OA material.
Not copied or shared: Don’t copy or distribute it online, in print, or as a recording.
Include a citation: Add “[Source of material], Copyright Overeaters Anonymous, Inc. All rights reserved.”
Follow platform rules: Check the videoconferencing service’s rules to make sure sharing is allowed.
We meet on WhatsApp. Can we post parts of literature on our WhatsApp page?
To share OA material by screen or audio on a mobile app, you must get written permission. Send your request to the World Service Office at info@oa.org or by mail.
Copyright Use Quiz
Here are six scenarios to help test your understanding of copyright law.
Scenario 1: Olivia’s Online Project
Olivia is working on a project for her intergroup’s social media page. She finds a beautiful photo on the internet and wants to use it. She also wants to share a popular song in the background of her video.
Why does Olivia need to ask for permission before using the photo she found on the internet?
If Olivia decides to use part of the song for educational purposes, does it automatically fall under “fair use”? Why or why not?
What should Olivia do to make sure she’s not infringing on any copyrights when using the photo and the song?
Scenario 1 Answers
Olivia needs permission because the photo may be protected by copyright, meaning only the owner has the right to decide how it is used. Using it without permission could infringe on the owner’s rights.
Just because Olivia is using the song for an educational project does not automatically mean it qualifies as “fair use.” Fair use has specific rules, and most uses don’t qualify. She would need to check with a copyright attorney if she wants to claim fair use.
Olivia should contact the copyright holders (the photographer and music owner) to request permission, or look for public domain or free-to-use (licensed) alternatives for both the photo and song.
Scenario 2: Ben’s Blog Post
Ben writes a blog post about his favorite OA book and includes a long excerpt from it. He also adds a famous quote but credits the wrong author.
What is Ben doing wrong by including a long excerpt from the book without permission?
Why is it a problem that Ben credited the wrong author for the quote?
What could Ben do to fix these issues and avoid copyright infringement and false attribution?
Scenario 2 Answers
By including a long excerpt from the book without permission, Ben may be violating copyright. He would need to keep his quote brief or ask for permission from the copyright owner (OA, Inc., in this case).
Crediting the wrong author for the quote is an example of false attribution, which can hurt the original creator’s reputation and mislead readers about the source of the work.
Ben should remove the long excerpt or replace it with a short, properly cited quote with permission from the copyright owner. He should also correct the author attribution to ensure accuracy.
Scenario 3: Sarah’s Social Media Page
Sarah runs a social media page for her OA group. She often shares pictures and videos she finds online without asking for permission. One day, she gets a takedown notice from a copyright holder.
What might happen if Sarah continues to share pictures and videos without permission?
What are the possible consequences for Sarah’s social media page if she ignores the takedown notice?
How can Sarah ensure that her OA group’s social media page complies with copyright laws?
Scenario 3 Answers
If Sarah continues to share copyrighted content without permission, she may receive more takedown notices or even face legal action from copyright holders.
Ignoring the takedown notice could lead to her social media account being suspended or permanently removed, which would harm her OA group’s online presence.
To comply with copyright laws, Sarah should only share content she has created or has permission to use. She can also look for content in the public domain or that is free to use under the licensor’s conditions.
Scenario 4: Marcos’s Music Video
Marcos creates a music video using a song from a popular band without asking for permission. He shares it on his group’s social media account and the video becomes very popular.
Is Marcos committing copyright infringement by using the song without permission?
What actions can the band take against Marcos and the OA group for using their song without permission?
What should Marcos have done before using the song in his music video?
Scenario 4 Answers
Markos is committing unauthorized reproduction by using the song without permission, which is copyright infringement.
The band can issue a takedown notice to remove the video, send a cease-and-desist letter, or even sue Markos for damages related to the infringement.
Markos should have asked the band or their agent for permission or looked for music licensed for free use in social media projects.
Scenario 5: Lisa’s Logo Design
Lisa is designing a new logo for her OA group’s website. She includes elements from a famous company’s logo because she thinks it looks cool. She also wants to incorporate the OA logo.
What kind of infringement might Lisa be committing by using parts of another company’s logo?
Does Lisa need permission to use the OA logo? Why is it important for Lisa to create an original logo or get permission before using elements from another logo?
How can Lisa ensure her new logo does not infringe on any trademarks?
Scenario 5 Answers
Lisa might be committing trademark infringement by using parts of another company’s logo, as this can create confusion and suggest a connection or endorsement by the company.
Lisa does need permission to use OA’s logo. Using another company’s logo without permission can dilute the brand’s identity and cause legal issues. Lisa needs to ensure her logo is unique to avoid these problems.
Lisa should create an original logo or get permission from the company if she wants to use elements of their design. Consulting a trademark attorney may also help.
Scenario 6: Jake’s Shared Post
Jake shares an interesting article from another OA group’s website on his own OA group’s social media page. He does not check if it is okay to share the content.
What should Jake have done before sharing the article?
What are the risks of linking to or sharing content from other websites with or without permission?
What steps can Jake take to safely share content from other websites?
Scenario 6 Answers
Jake should have checked for permission because each OA group operates independently, and some may have rules about sharing their content. Sharing without permission could imply unintended endorsement.
Sharing without permission could lead to a copyright infringement claim. Linking to non-OA content is also risky, as it may contain material that could reflect poorly on his OA group.
Jake can look for a sharing policy on the other OA group’s website, contact them for permission, or share his own summary of the content with a link back to the original post rather than reposting it directly.
Copyright Use Quiz Answer Key
This key provides answers that reflect an understanding of copyright law and best practices for social media use in each scenario.
Scenario 1 Answers: Olivia’s Online Project
Olivia needs permission because the photo may be protected by copyright, meaning only the owner has the right to decide how it is used. Using it without permission could infringe on the owner’s rights.
Just because Olivia is using the song for an educational project does not automatically mean it qualifies as “fair use.” Fair use has specific rules, and most uses don’t qualify. She would need to check with a copyright attorney if she wants to claim fair use.
Olivia should contact the copyright holders (the photographer and music owner) to request permission, or look for public domain or free-to-use (licensed) alternatives for both the photo and song.
Scenario 2 Answers: Ben’s Blog Post
By including a long excerpt from the book without permission, Ben may be violating copyright. He would need to keep his quote brief or ask for permission from the copyright owner (OA, Inc., in this case).
Crediting the wrong author for the quote is an example of false attribution, which can hurt the original creator’s reputation and mislead readers about the source of the work.
Ben should remove the long excerpt or replace it with a short, properly cited quote with permission from the copyright owner. He should also correct the author attribution to ensure accuracy.
Scenario 3 Answers: Sarah’s Social Media Page
If Sarah continues to share copyrighted content without permission, she may receive more takedown notices or even face legal action from copyright holders.
Ignoring the takedown notice could lead to her social media account being suspended or permanently removed, which would harm her OA group’s online presence.
To comply with copyright laws, Sarah should only share content she has created or has permission to use. She can also look for content in the public domain or that is free to use under the licensor’s conditions.
Scenario 4 Answers: Marcos’s Music Video
Marcos is committing unauthorized reproduction by using the song without permission, which is copyright infringement.
The band can issue a takedown notice to remove the video, send a cease-and-desist letter, or even sue Marcos for damages related to the infringement.
Marcos should have asked the band or their agent for permission or looked for music licensed for free use in social media projects.
Scenario 5 Answers: Lisa’s Logo Design
Lisa might be committing trademark infringement by using parts of another company’s logo, as this can create confusion and suggest a connection or endorsement by the company.
Lisa does need permission to use OA’s logo. Using another company’s logo without permission can dilute the brand’s identity and cause legal issues. Lisa needs to ensure her logo is unique to avoid these problems.
Lisa should create an original logo or get permission from the company if she wants to use elements of their design. Consulting a trademark attorney may also help.
Scenario 6 Answers: Jake’s Shared Post
Jake should have checked for permission because each OA group operates independently, and some may have rules about sharing their content. Sharing without permission could imply unintended endorsement.
Sharing without permission could lead to a copyright infringement claim. Linking to non-OA content is also risky, as it may contain material that could reflect poorly on his OA group.
Jake can look for a sharing policy on the other OA group’s website, contact them for permission, or share his own summary of the content with a link back to the original post rather than reposting it directly.
OA Responsibility Pledge
Always to extend the hand and heart of OA to all who share my compulsion; for this I am responsible
Overeaters Anonymous, Inc. World Service Office Location: 6075 Zenith Court NE, Rio Rancho, NM 87144, USA Mailing address: PO Box 44727, Rio Rancho, NM 87174-4727, USA Telephone: +1 505-891-2664
Tradition Seven: Every OA group ought to be fully self-supporting, declining outside contributions.
Thank you for agreeing to serve as the treasurer for your group/service body. The role of treasurer in Overeaters Anonymous (OA) has the important responsibility of ensuring the financial health and sustainability of the group/service body. As treasurer, you help manage your group’s/service body’s funds responsibly and transparently, in alignment with OA’s Traditions.
Depending on the size and type of your group/service body, your specific tasks may include collecting and tracking contributions, paying expenses, reporting to members, and passing surplus funds on to the broader OA community in alignment with group conscience.
By fulfilling the role of treasurer, you help ensure OA can continue to carry the message of recovery to those who need it while maintaining the integrity and financial stability of the Fellowship.
Overeaters Anonymous has established these general guidelines for treasurers, and we also encourage your group/service body to develop its own specific guidelines that best suit its exact needs.
Qualifications
Each group or service body (intergroup, service board, region) is autonomous and should determine its specific qualifications for the position of treasurer. As this role involves managing the group’s/service body’s funds, it is essential to establish clear guidelines.
It is recommended the following minimum requirements be included:
Abstinence: at least one year of current abstinence as defined by OA
Steps: completion of the Twelve Steps with a sponsor at least once
Accountability: actively working with a sponsor and sponsoring at least one individual
Skills
No formal education, degree, or occupation is required to serve as treasurer. The most essential qualities are willingness and honesty.
While experience is not necessary, familiarity with or a willingness to learn and use technology for communication and recordkeeping is important. Each type of service body may have different requirements, so we recommend serving as group treasurer before progressing to intergroup/service board or region treasurer. Each role prepares you for the responsibilities of the next.
Core Responsibilities
The group/service body treasurer typically has six primary areas of responsibility: collecting, recording, budgeting, reporting, distributing, and complying with governmental regulations.
Collecting: Gather funds from various sources and deposit them into the group’s/service body’s accounts.
Recording: Keep simple, clear, and accurate records of funds collected and spent.
Budgeting: Create a financial plan that allows the group/service body to effectively manage its funds. Ensure income and expenses are balanced and well-organized.
Reporting: Present financial data in a clear and transparent way to keep the Fellowship and relevant outside authorities informed. For instance, many treasurers share spreadsheets with the group’s/service body’s members showing income and expense details.
Distributing: Periodically ensure surplus (excess) funds are passed on to relevant service bodies (intergroup, service board, and region) and the world service general fund, as determined by the group conscience, to support carrying the OA message.
Complying: File necessary reports in compliance with governmental regulations and the type of business entity your group/service body is established as.
1. Collecting Tasks
Cash/Checks
Face-to-Face Groups
The treasurer collects and counts cash contributions at the end of the meeting and then takes the money home in trust for the group. The funds should be securely stored until they are deposited.
Service Bodies
The treasurer collects mailed-in contributions, which may include checks or other forms of contributions sent by members or groups. The funds should be securely stored until they are deposited.
Electronic Funds
Face-to-Face and/or Virtual Groups and Service Bodies
Establishing or maintaining electronic/digital accounts: As treasurer, you may establish or maintain payment accounts through digital payment processing platforms. These platforms provide digital options for Seventh Tradition contributions and have grown in popularity. Verify which platforms your bank works with, understand any associated fees, and review the platforms’ privacy terms.
Using a QR code: Using a QR code that links to your group/service body’s digital payment processor platform can mirror traditional basket-passing opportunities for virtual participants. In-person meetings may include a printed QR code inside the actual basket for those who prefer to operate without cash.
Managing transfers: Log in to digital payment processor platforms to transfer the funds into the group’s/service body’s bank accounts according to the agreed-upon schedule (weekly, monthly, etc.).
2. Recording Tasks
Face-to-Face Groups
Create a treasurer’s binder: Include the group’s agreed-upon treasurer duties.
Prepare a cash bag: Use this for contributions during in-person meetings.
Maintain contribution logs: Record the date and total amount of contributions received.
Keep proceeds from literature sales separate: Maintain a dedicated log to ensure replenishment as needed.
Note regarding sales tax: The OA bookstore does not charge sales tax on literature. Check with your local taxing authority about whether you are required to collect, report, and pay sales tax on literature sales.
Virtual Groups
Determine payment methods: Decide how members will contribute financially and communicate this clearly at every meeting.
Establish recording processes: Regularly document funds received and ensure they are transferred into the group’s agreed-upon account.
For digital payment processing accounts: It is essential to download transaction records of contributions. These records simplify the process of keeping accurate financial records and aid in proper documentation and reporting.
Note regarding privacy:Many financial-management services include contributors’ private data in transaction records. Avoid downloading or storing personal information in the treasurer’s records and delete all unnecessary information to avoid privacy and anonymity concerns should the group’s files ever be breached.
Note regarding bank accounts:Groups often entrust treasurers to use their personal bank account to receive and disperse funds electronically. Alternatively, members can contribute directly to their service bodies (intergroup, service boards, and/or region) and the world service general fund. This agreement between the group and treasurer relies on our Concept of trusted servants (Concept Nine). To maintain integrity, the treasurer commits to the group to:
ensure transparency, regular reporting, and rotation of service,
maintain a clear, detailed record of contributions and payments, and
discuss and document the group’s expectations for handling funds.
Service Bodies
Establish and maintain bank accounts: Open banking accounts as needed. Consider holding prudent reserve funds separately in government-insured funds (e.g., in the United States, accounts are insured by the Federal Deposit Insurance Corporation, known as FDIC) or equivalent interest-bearing accounts.
Set up digital-payment processing accounts: Ensure access to digital-payment service platforms and implement safeguards to protect assets.
Document expense processes:
Require an approval chain for larger amounts.
Prohibit treasurers from signing payments to themselves; use an alternate signer.
Consider dual signature options and confirm availability with your financial institution.
Schedule audits: Base the audit frequency on the number of transactions and service body’s needs.
Face-to-Face and/or Virtual Groups and Service Bodies
Treasurer best practices include:
Pay expenses promptly.
Deposit funds in a timely manner.
Reconcile bank statements with receipts and checkbooks monthly.
Update the bank signature card when necessary.
Check local requirements: changes to an account due to rotation of service often require formal minutes from a board meeting to document the request.
Create and maintain expense forms with appropriate approvals prior to disbursement.
Collect Seventh Tradition contributions during group/service body meetings.
Maintain a secure list of passwords and consider using a password vault for all financial accounts; share the list with the group secretary or service body chair or cochair.
3. Budgeting Tasks
Expenses
While each group/service body is autonomous, it is important to know what Seventh Tradition contributions are typically used for.
Face-to-Face and/or Virtual Groups
Typical expenses include (but are not limited to):
meeting space use, including rent, utilities, supplies, repairs, and furniture;
necessary equipment and platform fees for hosting virtual meetings;
literature purchased for use in meetings and/or for public and professional outreach;
retreat, workshop, OA celebrations, and event costs; and
newsletter and meeting list expenses.
Service Bodies
Typical expenses include (but are not limited to):
administrative fees, such as post office box rental or postage expenses,
phone and/or voice messaging services,
computer software and hardware,
travel expenses for World Service Business Conference delegates and region representatives,
website setup and maintenance,
applicable governmental business licenses and taxes, and
various types of insurance.
Budget
The treasurer often has the budgeting responsibilities listed below.
Face-to-Face and/or Virtual Groups
Budgeting responsibilities will likely be minimal. However, ensure you are aware of any virtual accounts and all group expenses, such as rent, supplies, literature, and platform fees.
If your group has a financial need and raising funds within the membership is insufficient, consult your intergroup/service board to explore available funding options.
Maintain a prudent reserve of two to six months’ expenses, based on what is needed to keep the meeting open.
Service Bodies
You will likely serve as the cochair of the budget and/or finance committee.
Develop an annual budget and present it to your service body for approval.
Maintain a prudent reserve of two to six months’ expenses and assess the reserve annually based on expenses and anticipated needs.
Explore ways to reduce service body expenses and increase available funds through fundraising activities.
Contact the World Service Office to find out what funds may be available for special projects, such as public information and professional outreach, sending a delegate to World Service Business Conference, and/or translation of OA literature.
If financial needs exceed what can be raised within your intergroup/service board or region, seek advice from your region or from world service on how to raise additional funds.
4. Reporting Tasks
Face-to-Face and/or Virtual Groups and Service Bodies
Prepare regular reports that include dates and amounts of contributions and present reports on a consistent schedule.
Share with the group/service body how their Seventh Tradition contributions are being spent.
Ensure contributions are reported using the group’s/service body’s registered name and/or number and are never attributed to an individual’s name. This is in line with OA’s principles of having no dues or fees for membership, respecting anonymity, respecting data privacy, and placing principles above personalities.
Service Bodies
Present periodic reports on Seventh Tradition contributions from affiliated groups at service body meetings to promote transparency and accountability between groups and service bodies.
Maintain treasury archives and financial records for the appropriate retention period. Ask relevant governmental authorities (local, state/province, national) for specific requirements.
Submit required financial reporting forms to relevant governmental authorities in a timely manner.
Oversee regular reviews, such as independent audits, of insurance and financial documents.
Collaborate with other group/service body treasurers to address monetary matters. Group, intergroup, service board, and region treasurers are encouraged to meet and exchange ideas to share experience and improve practices.
Note regarding rotation of service:When transitioning from one treasurer to another, the outgoing treasurer should assist in training the incoming treasurer to ensure a smooth rotation of service. In addition, the oa.org website offers valuable resources for incoming group/service body treasurers. (See the resource list at the end of these guidelines.)
5. Distributing Tasks
Concept Twelve: The spiritual foundation for OA service ensures … sufficient operating funds, plus an ample reserve, shall be OA’s prudent financial principle.
Groups/service bodies should avoid holding on to surplus (excess) funds unnecessarily. These funds should be distributed according to group conscience.
Surplus Funds
Surplus (excess) funds are defined as the money that remains after expenses are accounted for. Expenses include:
prepaid registrations (e.g., conventions or workshops)
outstanding expenses (e.g., unpaid rent)
sending representatives to assemblies and World Service Business Conference
planned upcoming projects (e.g., public information and/or professional outreach campaigns)
general cash flow needs (It is important to account for upcoming expenses before determining surplus. Looking at historical expenses and upcoming bills will help guide you.)
Affiliated Face-to-Face and/or Virtual Groups
After accounting for expenses, treasurers are encouraged to follow the Board of Trustees’ suggested contribution percentages. Decisions regarding the distribution of surplus funds should be confirmed through group conscience. OA’s suggested percentages are:
50% to the affiliated intergroup or service board
40% to the world service general fund
10%to the affiliated region
Unaffiliated Face-to-Face and/or Virtual Groups
If your group is unaffiliated with a specific intergroup/service board, it is still supported by your geographic or virtual region, world service, and the World Service Office. Contribution percentages should be determined by group conscience. For example, if an unaffiliated group receives US$100 in contributions, the balance, after expenses, is split fifty-fifty between the region and world service general fund.
Service Bodies
Some suggested methods for service bodies (intergroup, service board, and region) to distribute funds through group conscience include:
Percentage-based contributions: Service bodies may allocate an agreed-upon percentage (e.g., 10% of gross revenues) to the world service general fund quarterly or annually.
Fixed contributions: Service bodies may commit to contributing a specific amount to the world service general fund quarterly or annually. After the budget year closes, determine if your service body has surplus funds (funds beyond what’s needed for expenses and a prudent reserve). Send surplus funds to the world service general fund to support carrying the OA message worldwide.
Additional service board contributions: Language, national, and specific-focus service boards may also contribute to the world service general fund and the service body they are affiliated with.
Note regarding an alternative contribution structure: Some service bodies choose to make contributions before covering expenses. The percent the service body allocates is determined by group conscience. For example, if an intergroup/service board receives US$100 in contributions, it first allocates 10% (US$10) to be split between its region and world service.
All service bodies should communicate effective methods for contributions.
Provide guidelines on your service body’s website for sending Seventh Tradition contributions.
Remind affiliated groups/service bodies to always include their registered number and/or name with every contribution.
Advise affiliated groups that their treasurer can send contributions via check, money order, or electronically using their digital payment platform (e.g. Venmo, PayPal, etc.).
Note regarding OA’s QR code for contributions:OA has created a QR code groups and service bodies can use to make Seventh Tradition contributions easier and faster. Find OA’s QR code at oa.org/contribute.
6. Complying Tasks
Face-to-Face and/or Virtual Groups and Service Bodies
To ensure compliance with governmental guidelines, determine the type of entity your service body operates as.
Groups are often covered under the umbrella of their affiliated intergroup/service board.
Service bodies may be structured to comply with specific governmental requirements, such as nonprofit corporation, corporation, or other available entities.
Each state, province, country, and/or municipality may have specific reporting requirements. Seek guidance from local accounting professionals or small business organizations (e.g., in the United States, the Small Business Administration) for accurate information.
Service Bodies
Familiarize yourself with governmental requirements applicable to your service body’s determined business entity. Seek the guidance of a licensed tax professional if you are unsure.
Comply with applicable governmental requirements. Prepare and file all required country, state, and/or municipality reports. Requirements will vary based on your geographic location.
Review historical records for guidance or contact the appropriate government department for assistance.
Tips for Treasurers
“Together we get better” applies to service positions too! If you are uncertain or need guidance with treasurer responsibilities, there are many resources, including:
Past treasurer(s): Ask fellows who have served in this capacity, as they are often the best source for advice on handling your service position.
Peers: Connect with others currently serving in a similar role or with similar responsibilities (e.g., group-treasurer-to-group-treasurer).
Intergroup/service board treasurer: Seek insight from an experienced fellow acting as treasurer at this service level.
Region treasurer: Use your region’s website to contact the fellow serving as treasurer for your region.
Additionalresourcesare available on oa.org. See resource list below.
Most important, reach out for help!
Note regarding these guidelines:Thank you for your willingness to serve. These guidelines are intended to provide clarity, confidence, and support as you manage your group’s/service body’s finances. These guidelines are in no way intended to be fully comprehensive, nor should they be construed as requirements for service or as a substitute for professional advice.
Overeaters Anonymous, Inc. World Service Office Location: 6075 Zenith Court NE, Rio Rancho, NM 87144, USA Mailing address: PO Box 44727, Rio Rancho, NM 87174-4727, USA Telephone: +1 505-891-2664
Introduction: the Importance of Translation
Translating OA literature and materials helps:
Carry the OA message of recovery from compulsive eating.
OA encourages literature translations to help carry our message around the world. This is an important service to our fellow compulsive eaters. OA grows in countries where compulsive eaters can read program literature in their own language.
If you have questions or need additional support, contact others who have experience with the process of translating OA literature and recovery materials. You will find a list of suggested contacts at the end of these Guidelines.
Check with the World Service Office (WSO) to see if the literature you want to translate has already been or is being translated into your language.
Ask the WSO if the literature is scheduled for major revisions soon.
Check with your region board, your region trustee liaison, or the WSO to see if financial assistance is available.
Consider the use of widely available translation tools. Translation software is being continually developed and may assist you. Many materials at oa.org are available as downloadable PDFs and as web pages that can be easily/automatically translated using online translation tools and without the licensing process
Remember to use OA-approved literature: Check the OA-Approved Literature List. Go to oa.org/document-library under “Literature.”
Accurately Carrying the Message of Recovery through the Twelve Steps of Overeaters Anonymous
As a service body that translates literature, you are trusted by OA members to translate accurately. This means your translation will meet these guidelines:
Nothing in the original text is left out.
Nothing is added to the original text.
As closely as a different language allows, the translation has the same meaning and implication as the original text.
An inaccurate translation may damage a fellow compulsive eater’s chance of recovery. For ideas about making and testing accurate translations, refer to the Suggestions for Translation Committees section below.
The Translation Process
Review OA Literature Translations Licensing Requirements
OA has a two-step licensing process for translation approval:
License 1 gives permission to translate a particular piece of literature and to circulate the translation for the purpose of validating its accuracy.
License 2 gives permission to publish and distribute the approved translation.
These licenses are formal, legal agreements between your service body and OA, Inc. They state exactly what OA and your service body have agreed to do. These licenses make it clear that you have permission to translate OA’s copyrighted literature. If you translate and distribute the literature without permission, you are breaking copyright law. Copyright permission requirements are covered in more detail below.
All registered OA groups and service bodies have permission to translate and reprint any OA print material currently on the OA website (downloadable PDF files or text) without written permission. This does not include permission to reprint photographs on the OA website. The translated manuscript must include the following in the language of the translation:
Groups and service bodies who translate any OA material are also required to provide a digital copy of the published translated literature to the WSO. The digital copy can be in PDF or text format and should include the English-language name of the translated publication, the language of translation, and the group or service body name and registration number.
Create a Translation Committee
In the beginning, it is common for one or more committed OA members to carry out the service of translating literature. However, the earlier you can form a translation committee with a capable chair, the better. This will avoid overdependence on specific members and will form a structure that allows the process to develop and continue smoothly.
Establish Priorities for the Translation Work
One of the first things your committee will do is establish priorities for the translation work. The committee also needs to decide whether it has bilingual members who can do the translation or whether to hire a professional translator.
Suggested Order of Translations
Which literature ought to be translated first? You may begin anywhere you choose, but it would be better to start with the OA Glossary’s specific program words or terms. A list has been compiled in English to assist you; find the OA Glossary at oa.org/document-library under “Translation.”
These words and terms appear often in OA literature and need to be translated the same each time they appear. If possible, compile the translated glossary with your translation committee or group members so your translator or translation professional or service can begin with a consensus.
English allows the use of they/their/them as singular but genderless pronouns. Many other languages do not. Whenever possible, please avoid she/her/he/him. If your language rules require the use of feminine or masculine pronouns or adjectives or verbs, use what makes sense in the sentence or phrase. Use your best judgement. The key is to keep as close as possible to the original text. The pronouns in the Steps and Traditions should not be changed.
Translate the Lists of Twelve Steps, Twelve Traditions, and the Twelve Concepts of Service of Overeaters Anonymous
These lists occur frequently in the literature, and if you translate them at the outset you will not need to translate them each time you translate a new piece of literature.
In 1993, the World Service Business Conference decided that only OA-approved literature and AA Conference-approved literature be displayed and sold at OA meetings and events. This is important to keep in mind when your service body reviews the copyright and licenses details below and your selling arrangements.
Copyright and Licenses
OA owns the copyright for all OA literature and spends considerable time and money to develop the literature.
OA’s licenses are formal agreements permitting you to translate, duplicate, and distribute OA’s copyrighted literature. The OA WSO processes licenses quickly. The licensing process is a necessary logistic. The licenses tell the world that your service body has permission to use, translate, print, and distribute OA texts, which are all copyright protected. If you do not have OA’s permission, you are breaking copyright law. This is called copyright infringement.
OA owns the text of the OA literature and materials we as a Fellowship create and in whatever language it is translated. Because OA holds these licenses, it is easier to prevent people and organizations outside OA from misusing our literature, for example, distorting our message or making profits for themselves.
When a service body prints an OA book, the physical book belongs to the service body, as the service body has paid the printer and can now sell the book. However, the text belongs to OA. Revenues from literature sales in English make up a large portion of OA’s income that is used to pay for costs such as development of new literature, salaries, warehousing, and more. Royalties payable by service bodies from the surplus of their sales of OA literature is comparable to the surplus that is created when purchases are made from the OA bookstore.
You can download the appropriate license agreements at oa.org/document-library under “Translation.” After a license agreement is completed, it must be signed on behalf of your service body or group . Your group or service body must then email or mail the license to the WSO. The managing director will sign on behalf of OA, Inc. and the WSO will keep a copy on file. The signed license agreement is returned to you, and you may then begin translating and validating, or printing, distributing, and selling the literature.
License 1: Agreement to Translate and Distribute for Validation Overeaters Anonymous Literature
OA literature that is not downloadable requires License 1. Your group or service body may not start translating any literature until you complete License 1 that grants your group or service body these rights:
to translate a part or the whole of the copyrighted literature named in the license, with a period of up to eighteen months to complete the translation
to circulate copies of a translation draft among all members who might be able to help test and validate the translation, with up to six months to complete the validation
After License 1 is signed by both parties, the World Service Office (WSO) can send you electronic copies of the current version of the literature to be translated.
Testing and Validation: Why and How to Do It
Your goal is to help OA members who speak your language get exactly the same message from the translation as that given in the English text. When you translate, be careful not to change the meaning of the original text. This text has been approved by the worldwide Fellowship of Overeaters Anonymous, through the service structure that we as a Fellowship have agreed on.
During the testing period, you will be actively soliciting feedback on the clarity and accuracy of the translation. The purpose is to allow interested OA members who are working the program in the language of the translation to comment on the translation. This process may require tough face-to-face discussions about the exact meanings of words. Such discussions can lead to a better translation and a deeper understanding of the program. You are free to organize the testing period in whatever way works in your area.
At the end of the testing period, all comments and suggestions are to be given to the person or committee that made the translation. It is important to rely on the judgment of our trusted servants—the translator or translating committee. They will prepare the final draft with the increased understanding they have gained from members’ comments and suggestions. We recommend that you make sure all drafts are returned and destroyed. People need to use the final approved version, not the drafts. Having different drafts causes confusion and controversy.
As soon as the final draft is finished, you need to complete License 2.
License 2: Agreement to Publish and Distribute Overeaters Anonymous Literature
This is the final license, giving your service body permission to print and distribute the final draft of the translated text. License 2 grants full permission to print and distribute the translation in the way that works best in your area.
At this stage you need to obtain permission to use a customized OA logo on your printing of the translation. The OA logo is a registered trademark and may not be used without permission. When you fill in License 2, be sure to complete and sign the final pages. These pages are your application for permission to use a customized version of the OA logo.
When you sign License 2, you agree to abide by these terms:
to make certain that the printed final copy has the exact form of the OA logo as agreed
to send one digital copy and/or one printed copy of the final, published, translated OA publication to the WSO
to send revenues from sales of the literature to the WSO at the royalty rate agreed upon in the license
to make certain that the remainder of all surplus funds from sales of the translation will be used for OA purposes
As soon as you have printed your translation, send a digital file to the WSO. The WSO staff labels these copies with the English title of the work, date of the translation, date of the English version that was translated, and translating service body information.
The WSO staff also adds your translation to the master list of approved translations. When someone asks the World Service Office (WSO) for literature in languages other than English, the WSO can provide the inquirer with a list of approved literature in that language, along with the service body contact information.
Suggestions for Translation Committees
Choosing Translators
There are pros and cons to using OA members or professional translators for translation of OA material and literature.
OA members working on a translation committee generally understand our literature well. They will put love and effort into the task of translation. On the other hand, an OA member may start a translation but not finish it. Nevertheless, OA members are usually the best choice. No professional translator, as good as the person might be, will understand our literature as well as an OA member (unless they are also an OA member). If OA members are doing the translation, it is suggested that teams be formed with one person translating the literature and another checking it. A piece of literature can be broken down into manageable parts. Before the beginning of translation, and when needed, it is suggested that the whole team discuss and make decisions about critical choices of grammar, syntax, and vocabulary. This ensures better cohesion within the translation and coherence within this language’s translated literature and materials. When the text is translated, two members can review the work.
It is recommended that the committee documents the reasoning for its challenging and critical translation choices. It is also recommended that the committee update its OA Glossary as new translations are decided upon.
Professional translators who are employed to do the work tend to get the job done in a timely manner. If you work with a professional translator, we suggest giving the person your glossary of OA terms, along with any notes or explanations. Ask them to translate a small piece of literature. If you like the result, you can build on that relationship, but if you’re not satisfied, you can find another translator. If the translator doesn’t want to use your glossary, it may be better to find a different translator.
We suggest that your group or service body use a signed contract with the translator right from the start. This makes certain both parties fully understand what is being asked of them. Also, you will be protected from any attempt by the translator to put their name on the document or include additional text from an outside source.
Some service bodies have found it helpful to do some translation work themselves and employ professionals for other parts of the work.
Testing and Validating Translations: Important Points
The purpose of testing a translation is to highlight lack of clarity and show areas where the translator’s understanding of the text varies from the general understanding. Here are some ways you may test a translation:
Use the draft in meetings. A group may read a few paragraphs in each meeting and then discuss the clarity of the message.
Small groups or committees may meet to discuss the translation.
Sponsors may use the draft in their conversations with sponsees.
Suggestions:
If you must use electronic copies, it is safest to create a PDF file and ask for comments on a separate sheet.
Number the lines of text. This can make it easier to relate a comment to the draft.
Make certain everyone knows how to submit their comments.
General Comments
Use of former translations as a reference can be very helpful, especially when you find quotes from other pieces of literature. (This includes Alcoholics Anonymous (AA). However, there is a need to be objective as their translation choices are not necessarily the best ones.)
Always keep communication lines between translating members open. If possible, promote the translation committee meetings and encourage attendance from visitors. Discuss problematic points in committee meetings.
Printing and Selling Translations
Before printing, consider accuracy and quality, print quantity, costs, and pricing.
Starting to Print
Check carefully for typographical errors before printing. Some errors can be overlooked even though the text has been circulated and validated.
In addition to including the copyright notice and the address of the World Service Office (WSO), be sure to include the contact information for OA in your country.
Where possible, the WSO asks that you make your final product match the overall appearance of the original in layout, graphics, color, and style of binding. When your version matches the WSO version, the WSO can send you a digital file of the cover in most cases. This may enable you to print at a slightly lower cost.
In a country where OA is just starting and has little money, it may not be possible to match the WSO versions exactly. The most important point is to make accurate translations available. The text, not the appearance, enables members to recover. You can print from your computer or make photocopies as people wish to buy literature.
When you do use a professional printer, consider ways to keep costs down.
Work toward producing better-quality items as soon as possible. It’s important that, as much as possible, our OA literature and materials look professional. When you progress to printing books, you need to use a professional printer. In whatever form you produce your first printing of the literature, send the WSO one digital copy of that version. And as you are able to improve the quality of the printing, you need to send the WSO one digital and one printed copy of your updated versions.
Selling Prices and Royalties
Your service body needs to make a surplus on sales of literature, so you can establish a prudent reserve that will enable you to translate and print more literature. This means charging more for books and pamphlets than it costs to print them. The cost of printing is not the only cost involved in producing and distributing literature. For example, you may make several visits and phone calls to the printer, or you may need to pay for storage space of your stock. As your sales of literature increase, the quantity you need to order from the printer will increase.
You need to set up a line item in your budget and accounts to allow for paying royalties to the World Service Office (WSO) on the literature you sell. You need to build up a cash reserve for printing literature.
We suggest selling the literature at a price that produces a surplus you can use for OA service in your country. To help calculate what your service body should charge for literature, we suggest that you set prices to realize a gross profit of 60 percent of sales. The recommended formula to achieve this is to multiply production costs by 2.5 and divide that figure by the number of books or pamphlets printed.
For example, your service body is about to organize the printing of 500 books at a cost of US$1,500: $1,500 x 2.5 = $3,750 / 500 = $7.50. This is the recommended price you charge for each copy.
As soon as a small prudent reserve for literature service has been established, your service body must send royalties to the WSO annually. Royalties must be set at the rate established in License 2 as a percentage of net income from sales. This small amount helps OA continue to serve the Fellowship worldwide. Please remember that the WSO can incur high international bank charges, so it is best to send a few large sums instead of frequent small ones.
Suggestions for Overcoming Difficulties
Two Service Bodies Want to Translate the Same Literature
If your service body discovers that the text you want to translate has already been translated into your language, you can work with the service body that has the translated text.
If the text has been translated and drafts are being circulated, perhaps you could circulate drafts in your area also. This can be particularly useful if language usage is slightly different in the two areas.
If the translation has already been validated, you can agree on the best way to share the translation:
Ask the WSO to send you an electronic file you can print from. When you receive the file and License 2 granting permission, you can print the literature with the contact information for your country.
Remember:
If you print the translation without changing the text, you need to obtain the License 2.2 from the WSO so your service body has permission to print and distribute the literature.
If you change the text to reflect differences in language, you need to obtain the License 2.3 from the WSO.
When OA Revises or Updates Literature You Already Have Translated
If you’ve already translated a piece of OA literature and still have copies in stock, but find that OA has updated the item, we recommend that you insert a correction sheet to reflect the changes. If the changes are substantial, it is recommended that you update the literature before the next printing
Finally . . .
The process of translating copyrighted literature may seem complicated, but it is actually quite simple and straightforward. To help you keep on track, here is an explanatory flowchart.
Click or tap for translatable text or an English-language PDF
Remember, you can download the following documents at oa.org/document-library under “Translation”:
You may find more translation files on your region website.
For more assistance with translations, use this list of contacts:
region translations committee
region board
trustee assigned as liaison to your region
trustee representative from the International Publications/Translations Committee
World Service Office (WSO)
If you have any questions, please contact the WSO at info@oa.org. The WSO and the International Publications/Translations Committee will do their best to help you. Together we can!
OA Responsibility Pledge
Always to extend the hand and heart of OA to all who share my compulsion; for this I am responsible.
Overeaters Anonymous, Inc. World Service Office Location: 6075 Zenith Court NE, Rio Rancho, NM 87144, USA Mailing address: PO Box 44727, Rio Rancho, NM 87174-4727, USA Telephone: +1 505-891-2664
logo. There are also guidelines on the proper use of OA’s logos customized with the registration number and name of the OA group and service body. This is one way OA protects its trademarks. (See 