Reserve services for instructors
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Placing materials on Reserve | Types of Materials Accepted | Reserve Request Form (PDF) | Reserve Processing | Adding Materials to existing Reserve list | Missing, Damaged, Long Overdue Reserve Materials | End of the Semester Returns | Copyright | Reserve Quick Facts
Placing Items on Reserve
An instructor wishing to place materials on Reserve will need to complete and submit a Reserve Request Form. Instructors may pick up this form at the Newman Library Circulation/Reserve Desk, or access the Reserve Request Form online in pdf format.
There is an online reserve request form for instructors who want to place library-owned materials on reserve. If you are placing your personal material on reserve, you will need to complete the paper Reserve Request Form.
The Reserve Request Form will need to be signed by the professor or designated proxy placing materials on Reserve. You may bring the form in person to the Circulation/Reserve desk in Newman Library or by sending the signed form via campus mail to Circulation/Reserve Newman Library 0434. The online submission form for Library-owned materials is sent electronically.
On the Reserve Request Form we will need:
- your name
- department phone number
- email address
- on-campus mail code
- Course name & number
- number of students enrolled in your course
- loan period (2 hour Library Use Only, 2 hour loan, 3 hour media loan, 2 day loan, or 7 day loan)
- a signature on the back of the form agreeing to the copyright guidelines.
When you submit the items along with your Reserve Request Form, we will process your list and make your materials available to students within 2 business days.
Please remember additional processing time will be required at the beginning and end of semesters and before exams. Materials that must be searched for, ordered, and/or recalled require additional processing time.
Types Of Materials Accepted
- Your personal copies of books or magazines
- Your lecture notes, old test or photocopies of articles
- Library books (government documents, text books, browse books, etc)
- Media materials (videos, DVDs, slides, compact discs, audiocassettes)
- Electronic files: to include PDFs, video clips, audio clips, images
- Links to webpages or databases
Copyright Law On the back of each Reserve Request Form you will find a summary of Federal Copyright Laws. This information is also available online at Copyright Guidelines: Reserve. You must read and sign the Reserve Request Form to indicate your compliance with Federal Copyright Laws. You must sign this form for each course you have materials on reserve. If you are adding material to a course, you will need to complete a new form and sign, signifying compliance with copyright law.
Copyright Law Concerning Submitting Student Papers In compliance with U.S. Copyright Law (17 USC, section 106) and Family Educational Rights and Privacy Act (34 C.F.R. Part 99, Subpart A - General Section 99.1), a professor wishing to place a student paper/project on reserve, must complete a Student Paper/Project Permission Form. This form must accompany the student's work; materials will not be processed without the permission form.
Reserve Processing
Reserve Materials are divided into 4 categories:
Library-owned Materials
- Stored in call number order and are listed in the Reserve Database by Library of Congress call number.
- Ex: DA591 T8 B67 1990 or Video 5487
- Note: Media materials circulate for 3 hours.
Personal Items
- Assigned a call number by Reserve and stored in numerical order. These may include your personal books / serials, binders with your course material inside.
- Ex: PER 321
Folders
- Assigned a call number by Reserve and stored in numerical order. Each item is provided with a cover sheet, labeled with the call number and copy number, and stapled together as a packet.
- Ex: FOL 95
- Note: Folders can only circulate for 2 hours Library Use or 2 Hour Loan.
PDFs, Electronic Files & Web Links
- Instructors have the option of placing either hard copy photocopies on reserve or having the item scanned and stored as a PDF file accessible via Course Reserves in Addison.
- PDF files have the added advantage of being available at all hours, even when the Library is closed.
- Instructors should submit photocopied material (single-sided), not the actual book or journal, for scanning to a PDF file.
- Please select the PDF file option under loan period on the reserve request form for this feature. If no option is selected, the default loan period will be 2 hour Library Use Only and the paper photocopies will be placed on reserve.
- To view PDF files on reserve you will need Adobe Acrobat Reader.
- Once scanning is completed the photocopy originals will be mailed back to you at your campus address.
Electronic Files & Web Links
- With the merger of Reserve and E-Reserve, instructors can place links for web pages or databases themselves, in addition to audio clips, video clips and images/pictures.
- Professors must provide Reserve with all electronic files or site links. Items are accessible by searching by instructor or course in Course Reserves and then clicking on the desired item link.
- For more information, please see our former E-Reserve users page.
Processing Time
Reserve Request Forms submitted with course materials will be processed within two business days. Additional processing time will be required at the beginning and end of semesters and before exams. Material that must be searched for, ordered, and/or recalled requires additional processing time.
Adding Materials to your Existing Reserve List
You must fill out and sign a new Reserve Request Form signifying compliance with copyright law unless you are simply inserting pages to an existing binder. However, you may not add in this manner if the original material is copyrighted.
If a reserve item becomes missing or damaged, the instructor will be notified promptly by either phone or email.
Patrons who have long overdue reserve materials belonging to the Library will be billed a standard replacement fee. Additionally, the instructor will be notified that the item is unavailable.
University Libraries will not replace lost or damaged personal materials.
End of Semester Returns
Duration:Material placed on Reserve will stay on for the entire semester, unless you request otherwise.
After the end of exams, library-owned materials will be returned to the collection. Personal materials will be mailed back to the address listed on your reserve form. If you wish to keep any materials on reserve after exams, you must email Reserve.
Copyright Law, Reserve and You
To protect the university, the Libraries must make every effort to verify copyright compliance. This includes obtaining an authorized signature on reserve forms and checking the submitted materials for multiple articles or chapters from the same work. For further information on copyright, visit our Reserve Copyright Guidelines page.
We must have a signature on reserve request forms signifying your compliance with copyright law.
