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Reserves Procedures

Reserve materials are kept as a separate collection in a closed stacks area behind the Circulation/Reserves desk on the first floor of the James C. Kirkpatrick Library. Materials in the Reserves Collection have a shorter checkout period and some material may be restricted to faculty only. Physical access to the Reserves Collection is restricted to Library employees. Materials will be retrieved by library staff for client use upon request at the Circulation/Reserves desk.

Items are selected for the Reserves Collection because of high use, security purposes, special formats, or course reserves.

High Use Materials

Faculty may place materials which are high use and require security measures in the Reserves Collection. Circulation staff will need to be advised of the suggested circulation period for all items transferred to the Reserves collection. The default circulation period will be two hours.

Nonprint Materials

Some nonprint materials are kept in the Reserves Collection for security purposes or because they are regularly used for classes.

Course Reserves

The Course Reserves service provides course instructors with the opportunity to place instructional materials in a highly controlled circulation environment. Most often these are materials that are in demand by many students over a short period of time and therefore must be loaned for only a few hours or days. Course Reserves also allow course instructors to provide students with controlled access to items not in the Library's own collection, such as personal books and audiovisual works. Course Reserves also includes an electronic reserves function which provides digital access to instructional resources made available through the campus network and restricted to students in a particular course.

In providing Course Reserves services, the Library adheres to the U. S. Copyright Law and the Agreement on Guidelines for Classroom Copying in Not-For-Profit Educational Institutions. We also rely on the American Library Association's Model Policy Concerning College and University Photocopying for Classroom, Research and Library Reserve Use (1982) in applying copyright to copies in the Course Reserves collection.

The following policy governs Course Reserves at the James C. Kirkpatrick Library:

  1. Any member of the instructional faculty or staff may request that an item be placed on Course Reserves. Submitting materials one week in advance of the date needed ensures availability to students.

  2. Course Reserves loan periods are determined by the person placing the item on course reserves, within system requirements of the library circulation software. Standard reserves loan periods are two hours, one day, three days, or seven days.

  3. The Course Reserves collection is accessed through the Course Reserves module of our local catalog, Quest, which is a subsystem of MOBIUS. Course Reserves materials can be accessed through Quest by the name of the course instructor, the course number, and/or the course name.

  4. Course Reserves are established for the duration of one semester. At the end of the semester items are removed from the Course Reserves collection and returned to their owner or original library location. Materials belonging to a faculty member may be picked up by the faculty member at the Circulation/Reserves desk; returned via campus mail; or delivered to the department office.

  5. Course Reserves are an extension of classroom activity and therefore come under copyright guidelines for classroom copying. In general, instructors may place a copy of any of the following on reserves for instructional support:

    • A chapter from a book
    • An article from a newspaper or journal
    • A short story, essay, or poem
    • A chart, diagram, or other graphic work from a published work

  6. The number of copies placed on reserves should be reasonable for the number of students enrolled. We recommend one copy for every fifteen students in a class consistent with other academic libraries. Each copy will be stamped or carry copyright identification and the following statement: NOTICE: This material may be protected by copyright law (Title 17 U.S. Code).

  7. Works in the public domain may be freely copied without permission from the publisher or payment of royalty fees. This includes:

    • Any work published before 1923
    • Any work published between 1923 and 1978 which had not been copyrighted.
    • U.S. Government publications
  8. Use of copyrighted material may be permitted by using the Fair Use Factors set forth in Section 107 of the Copyright Act. All four items should be considered:
    • Purpose and character of use, including whether such use is of a commercial nature or is for nonprofit educational purposes
    • Nature of the copyrighted work
    • Amount and substantiality of the portion used in relation to the copyrighted work as a whole
    • Effect of the use upon the potential market for or value of the copyrighted work.

           Other uses may require advance permission from the copyright owner.

  1. These practices include using copied material for more than one semester; copying more than one article, essay, story, chapter, etc. from a single work; and copying "consumable" material such as workbooks, test forms, etc. The person placing materials on Course Reserves which exceeds fair use provisions of copyright may seek permission from the copyright holder, usually the publisher. Sample letters for obtaining copyright permission are available on the library web page. If permission is granted from the holder of the copyright, then proof of such permission should be presented to the Library upon submitting that material for course reserves.

    If proof of permission is not provided, then payment of royalty fees will be necessary. The Library will request permission through the Copyright Clearance Center. As a courtesy, payment of fees charged by the Copyright Clearance Center will be paid from the Library budget. This courtesy may be subject to change pending budget impact assessment. Should permission from the Copyright Clearance Center be denied, that course reserve material will be removed from the Reserves Collection and the instructor will be notified immediately.
  1. A full bibliographic citation must be provided for published chapters and articles before materials will be made available to students. This information is required to track publishers for copyright purposes.

  2. Electronic reserves will be governed by the general reserve policies stated above. Access to electronic reserves documents will be restricted to faculty and students affiliated with a particular class. Electronic reserves may be set up as password-protected files on the campus network. Passwords for electronic reserves will be provided to the instructional faculty or teaching staff and distributed by them to their students. Students will not be able to obtain the passwords form the library staff.

  3. Instructional faculty or teaching staff may request that specific course reserves material be made available to students via electronic reserves or traditional physical formats. Any copyrighted articles submitted for course reserves without proof of the copyright holder's permission (see 9 above) will be linked electronically to full text in a paid database, if it is available. This link will be made even if the initial request asks for a traditional paper file. By linking to available full text articles the Library will realize a budget savings because these royalties have already been paid.

  4. It is the responsibility of individual course instructors to adhere to this policy.

LSC Approved 08-11-2003
Dean of Library Services Approved 08-11-2003


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