Works & repertoire

Work changes & arrangements

• I am a composer/lyricist and have received a message to say that the work registration has changed. What does “VERLEGERBETEILIGUNGSKENNZEICHEN AKTUALISIERT” mean?

  In English “VERLEGERBETEILIGUNGSKENNZEICHEN AKTUALISIERT” means “PUBLISHER ATTRIBUTE – UPDATED”.
  
  We are sending this message to all the GEMA creators and publishers participating in a work if something has changed with regard to the documentation of a work.
  
  Example:
  VERLEGERBETEILIGUNGSKENNZEICHEN AKTUALISIERT - EBV FUER OV - 12345 REF. NR. - ABCDEF
  
  “EBV FUER OV” means that the ID has been updated by an original publisher (OV) - not by a sub-publisher (SV).
  
  “12345” is the membership number of the publisher that informed us of this change of the work. The name of the publisher is mentioned further down in this message next to said membership number
  
  “ABCDEF” is the reference number of the list that the publisher “12345” used for informing us of the change of the work.
  
  
  Check details and data under “Agreements”:
  In the case that you have concluded a legally valid publishing agreement with this publisher, please check the respective data in the message to you under “Agreements”. The abbreviations VBALL resp. VBNUT are important:
  
  VBALL: The publisher participation ID means that the publisher receives is participating in the exploitation rights and the statutory remuneration rights.  You expressly authorised the participation of the publisher in the statutory remuneration rights.
  
  VBNUT: The publisher participation ID means that the publisher is only participating in the exploitation rights. This is because you, the creator, have not authorised the participation in the statutory remuneration rights.
  
  Additional abbreviations are explained on the last page of our message to you.
  
  If something is incorrect in the message or if you do not agree with the details or data provided, please let us know. You can find out more on this topic under Publisher participation.

• I would like to change the author details on a work that has already been registered. What do I need to do?

  Changes to the works can only be submitted by GEMA members who are directly participating in the works, or by their legal successors or authorised representatives.
  
  The change notification is carried out as described here. If you want to change authors’ details or shares, we also require an additional declaration/permission of each registered author. Please send them to Werke@gema.de and indicate the notification or work number.

• (I want to arrange a work.) What can I do if the author of the work is unknown?

  Please research in all sources available to you whether you might find information on the composer, lyricist and/or performer, after all. Only if you provide such details will it be possible to establish the rightsholders and obtain a permission to arrange the work.

• I want to remove my publisher from the work documentation. What can I do?

  In principle, participants in a work can not simply delete other participants from the work documentation. After all, you do not want this to happen to you either.
  
  We therefore need a Change notification from your publisher. Deleting a publisher from the work documentation is only possible with a confirmation of release by the publisher. The release must include the date of the termination of the publishing relationship and details on any retroactive collection arrangements.

  Once this is done, we can change the work documentation.

• Ich möchte, dass mein Verlag nicht mehr an der Ausschüttung auf meine Werke beteiligt wird, weil er keine verlegerische Leistung erbracht hat. Was kann ich tun?

  Urheber und Urheberinnen, die ihren Verlag wegen der Nichterbringung verlegerischer Leistungen nicht mehr an der Ausschüttung auf ihre Werke beteiligen möchten, können sich an die Urheber-Verleger-Schlichtungsstelle (UVS) wenden.

  Die UVS ist ein vereinsinternes Schlichtungsorgan, das mit Vertretern der drei Berufsgruppen und einem Vorsitzenden besetzt ist. Sie ist zuständig für Konflikte, bei denen es darum geht, ob ein Verleger verlegerische Leistungen erbracht hat und darum an den Ausschüttungen für die bei ihm verlegten Werke zu beteiligen ist. Detaillierte Informationen zu den Verfahren vor der UVS finden Sie hier auf unserer Seite zur Urheber-Verleger-Schlichtungsstelle. Hier sind auch wichtige Leitsätze aus den bisherigen Entscheidungen der UVS veröffentlicht.

• What does CISAC recommend regarding counterclaims and how they are processed?

  If a publisher submits a new notification for their entitlement and it clashes with an existing notification, the second notifier must be able to provide evidence for their claim. Whenever a counterclaim is identified, both parties will be informed and the second notifier is asked to submit the respective contracts. 

  If the first notifier maintains their claim during this period, the first notifier will be granted an extended deadline to also submit evidence. The distinction made by the CISAC recommendation here is between the deadlines for counterclaims at catalogue agreement level (changing your sub-publisher) and counterclaims at contributor level (the creator [share] ist claimed by different publishers).

  In the case of counterclaims at catalogue agreement level, the second notifier has 21 days to substantiate their claim. If the first notifier does not deregister and if they maintain their claim, the first notifier has another 21 days to submit their documents.

  In the case of counterclaims at interested party level, the period for both party is extended to 60 days each.  Any pay-outs during the clarification period will be made in favour of the first notifier.

  If both parties have submitted documents, the collective management organisation does not rate them but merely checks whether they contain the following information: 

  • Dates of the term [of contract]
  • Territory
  • Specific works/Restriction of the repertoire
  • Signature of all interested parties and date on the documents 

  If it is not possible to reach an agreement between the contracting parties, the conflicting shares can be withheld from distribution in accordance with Article 10 of the GEMA distribution plan. Company-specific restrictions or limitations may apply on a case-by-case basis. 

• What is the difference between a cover version and an arrangement of a work?

  Cover version: A cover is a new recording of an existing musical work, possibly also with different instruments. The creator details therefore correspond to the original version e.g. when submitting the setlist in the course of a live event.
  
  Performers or a band may not derive creators’ entitlements of any kind from such cover versions. As a consequence, a cover is not registered with GEMA.
  
  If a cover is played back or performed in public, we receive a notification from the event promoters and can distribute the royalties to the creators in question.

  Arrangement: Here, the music or the lyrics of a work are changed. In the case of works protected by copyright, the arranger always has to acquire a arrangement authorisation from the rightsholders.
  
  Note: We are not allowed to decide whether it is an arrangement or a cover version.  Only the rightsholders of the original work can do this.

• What do I need to be aware of as a publisher if I use the Electronic Confirmation Process (ECP)? What has changed as a result of the new derivation logic?

  If you are a publisher, you can continue to add the publisher attribute for the authors whom you represent as a publisher, just like you did before. What’s new is that only said authors are then shown in the ECP lists thus generated.
  
  Authors who have no publisher relationship to your publisher according to our documentation will not be shown in the ECP lists.
  
  If you are missing an author for one or several works in your list, please register the fact that you have become the publisher of it/them via the usual work declaration procedures.
  
  If there is an author in your list with whom you do not have a publisher relationship at all, or where the publisher relationship has ended, you can cancel it via the ECP.
  
  We created an overview where we summarised the new features and important tips or you.
  
  Go to the complete ECP description  the chapters of which are referred to in the overview.
  
  Go to the online service
  
  Feel free to familiarise yourself in more depth with the new share rules.

• What does the function Amend sound recording actually include?

  By using the function Amend sound recording, you can add more information on a sound recording of your work. These details will then be saved with the respective work version. The details relevant for sound recordings are the performers or artists, and the ISRC (International Standard Recording Code). Additional information is included in our FAQs on sound recordings.

• How can I delete my works?

  If you want to delete work or work versions, please contact werke@gema.de. You cannot delete works in our Online Portal, you can only amend them.

• How can I add details to sound recordings for my work?

  Information can only be added to sound recordings by GEMA members who are direct participants in the works, and/or by their legal successors or authorised representatives.
  
  The easiest way to add details for sound recordings are via our Online Portal.

  Step 1) Go in the dashboard on My repertoire and select the work version for which you want to provide details on the sound recordings.

  Step 2) In the selection menu (3-item menu / options), please select Amend sound recording.

  Step 3) In the new dialogue window, you can now enter the details for the sound recording.

• How can I make additions or changes to my work that only affect the title, playing time, instrumentation, language and genre?

  For this purpose, we provide a service to you in our Online Portal for your works with registration status 1; this service automatically processes your amendments and/or changes. .

  1. For such amendments, please select My area in the Online Portal on the left and open My repertoire. Now, select the work you wish to amend.
  2. Use the 3-point-menu for the work you wish to amend, click on change notification and select Supplementary work details (title, duration, instrumentation etc.)
• How can I add or swap the ISRC in my works?

  You can directly add ISRC numbers in our Online Portal; just use the service Add Sound Recording. Please follow these steps:

  1. Select My area via the menu on the left and open My repertoire.
  2. Use the three-point-menu and select Add sound recording details to the work in question.
  3. You can now enter the ISRC in the field provided under Other Attributes.

  If you want to change or delete an ISRC, please contact werke@gema.de.

• How can I submit a complete work change request?

  If you want to change or amend shares or involved creators and/or publishers, you can do this by submitting a complete work amendment request.

  The easiest way for you to submit a complete work amendment request is by using our  Online Portal:

  1. Select My area via the menu on the left and open My repertoire.
  2. Use the three-point-menu to submit a change notification for the work in question. .
  3. In order to change a work completely, please select complete work change (incl. contributors). There, you can change or amend participating creators and/or publishers.

  Don’t forget: : If you cannot change the work directly via My repertoire, open the service Work registration. There, you enter all details on the work and add the work number of the work you wish to amend in the the third tab, Works, under add work details in the field GEMA work number.

• How can I notify you of changes to the works?

  Changes to the works can only be submitted by GEMA members who are directly participating in the works, or by their legal successors or authorised representatives.
  
  The easiest way for you to submit changes to a work is by using our Online Portal:

  1. In the dashboard, go to My repertoire.
  2. You can use the three-point menu to make a change notification for the Change Notification.

  3. To add or change a work's title, duration, instrumentation, language and genre, select Supplementary work details (title, duration, instrumentation etc.) You can find step-by-step instructions here.

  4. If you want to change or add shares or participating authors and/or publishers, select Complete work change (incl. Instrumentation or line-up). You will find step-by-step instructions under the question on the complete work change. In this case, the change must have been agreed with all other parties involved.

  It is important that you have been activated for using the work declaration service. Should this not be the case yet, you can access the corresponding form via the Online Portal.
  
  Further information on how to submit work declarations using the Online Portal is shown in this video.

  In exceptional cases, you can also use the Change to a work form.

• How can I add performers to the works?
  1. Select My area via the menu on the left and open My repertoire.
  2. Use the three-point-menu and select Add sound recording details to the work in question.
  3. You can now add one or several performers to the work.
• How can I add my publishing company to a work retroactively?

  The easiest way is to add the publisher in our  Online Portal later:

  1. Go to the menu on the left and select Services, then open Work registration (enhanced access).
  2. Select the work in question.
  3. Use the three-point-menu to add publishing agreement to the work in question.
  4. Enter the details for your publishing company.

  Don’t forget: Please note that it is only possible to add a publisher retroactively if the work in question has registration status 1.

  If you cannot add a publisher via the service Work registration (enhanced access), please submit a normal Work registration. In this case, enter the work number already known in the section add work details on the third tab Works.

• How do I notify GEMA that the work in question is subject to a combined term of protection?

  During the notification process for a new work, you are asked whether music and lyrics were created together. You answer this question with yes if several creators were involved in this joint music composition with lyrics. For example: You composed the music and your lyricist wrote the matching text for this music.
  
  If you need to send us a supplementary report at a later stage that a work falls under the combined term of protection (music compositions with lyrics), please use the form  work information regarding the combined term of protection.
  
  Good to know: Works that fall under the combined term of protection, will not enter the public domain (become royalty-free) until all composers and lyricists have been dead for more than 70 years. This law has been in force in Germany since 1 November 2013.

• How do I register an arrangement and what do I need to consider?

  If you want to arrange a work without knowing, it is important to know whether the work is still protected under copyright law or already in the public domain, i.e. no longer protected. In Germany, copyright protection lasts until 70 years after the death of the author or creator. If several authors have co-created a work, copyright protection usually only expires once 70 years have passed since the death of the last author to die.
  
  In the case of copyright-protected works, you must acquire an arrangement authorisation from the rightsholders before you arrange the work. Rightsholders are creators (composers and lyricists). If the creators have a publisher or if the work is sub-published in Germany, please direct your query to the publisher, otherwise to the creators. Moreover, you do require an authorisation to arrange a work if the arrangers also expect to be included in the pay-outs.

  If you wish to register the arrangement of a public domain work, please follow these steps:

  1. Go to the menu on the left side and select Services, then open Work registration.
  2. First, provide the original creator in the second tab, contributors, and tick the box "Free of copyright"

  Don’t forget:
  Should the name of the composer with free copyright not be known, please enter the number “39657154” in the IP name number field and click on “search”. Select “DP” and click on “apply”. Then, select the role composer (or lyricist, where applicable) and tick the box “Free of copyright”. Now, click on “apply”.

  3. Add yourself and set your role to arranger (B).
  4. Click on “add instrumentation of the arrangement” and select the respective instrumentation.
  5. Use the third tab, Works, to provide the title of the original work.
  6. Provide details to other fields, when required, and click on “apply”.  
  7. Use the last tab, overview, to get a recap of the entered information and can submit the work registration.

  If you wish to register the arrangement of a copyright-protected work, please follow these steps:  

  1. Go to the menu on the left side and select Services, then open Work registration.
  2. Use the second tab, contributors, to add the original creator/s first. If they are not included in our database, add them manually.
  3. Add yourself and set your role to arranger (B).
  4. Click on “add instrumentation of the arrangement” and select the respective instrumentation.
  5. Use the third tab, Works, and enter the title of the arrangement and the GEMA work number of the original work (provided you know it).
  6. Provide details to other fields, when required, and click on “apply”.
  7. Use the last tab, overview, to get a recap of the entered information and can submit the work registration.

  Don’t forget:
  If you are the arranger of a copyright-protected work and register the work directly, you require an arrangement authorisation from the rightsholders. Please send it to werke@gema.de as soon as possible and indicate the registration number and/or work number.

  Do you want to register the arrangement using a hardcopy? In that case, please complete the form  registration for a GEMA original work  and post it, together with the  arrangement authorisation to:

  GEMA
  PO Box 30 12 40
  10722 Berlin

  Proceed in the same steps if you are setting a poem or another text to music and have an authorisation for music settings or if you want to use a protected piece of music in your new work. For this purpose, please submit the permission to use.
  
  Evidence for the use of third-party works:
  As the applicant, you are required to appropriately identify works that were created using third-party works or third-party motifs and to cite the sources of the works used.
  
  You will find the relevant forms on the page All about your works in the lower section.