Overview

Course reserves are books and other print and non-print items that are required or supplemental materials for coursework. These items are either placed in a designated area within the Library and given shorter loan periods or made available to students via electronic course reserves on the web. Course reserves may include books, lecture notes, journal articles, sample tests, videos or DVDs, audio cassettes or files, and other related information to support classroom instruction.

E-Reserves

How to place materials placed on electronic reserve (E-reserve):

Complete the e-reserve form. This is available at the Library Circulation Desk or online as a .pdf file. Please be sure the form is complete and signed for each request. Incomplete forms cannot be processed.

Bibliographic source citations must be complete for all materials. Include either as a cover sheet or neatly written or typed on the first page. In the case of book chapters, you must indicate the source and copyright information of the parent work, including the name of the copyright holder. The Electronic Reserve Request Form includes instructions for locating and including this information.

Attach copies of any copyright permission you have obtained.

Select a password for your course. Whenever copyright-restricted materials are placed on e-reserve, access to the materials will be restricted to students enrolled in the course. The faculty member is responsible for disseminating this password to his/her students.

Bring the completed and signed e-reserve form and copies of materials to the Circulation desk.

Materials that may be submitted for E-reserve:

• Syllabi, lecture notes, sample tests or other materials created by the faculty member.

• One article per periodical issue (journal, magazine, newspaper).

• A chapter from a book.

• Images, audio and video for which copyright permission has been obtained.

Form in which materials may be submitted for E-reserve:

A very clean, legible copy of an article from a periodical or a chapter from a book.

If an article is from one of the Library’s Research Databases, we will be able to provide a link directly to the article. Please provide the bibliographic citation for the article and the database in which it was found.

We are able to load or link to files in other formats such as MS Word files, non-proprietary image, audio and video formats, or Adobe Acrobat pdf files. Contact Linda Smith (lsmith@menlo.edu) if you have any questions about a specific file type.

Where to submit materials for E-reserve:

Bring all completed forms and photocopies to the Library Circulation Desk or send to Linda Smith through campus mail.

Electronic files may be submitted on CD or flash memory drives or e-mailed to Linda Smith (lsmith@menlo.edu).

Linking to E-reserve:

The Library will provide a referring URL to a Course Reserve Page upon request. This URL may be incorporated into an instructor's own Web page or IQ Web. Contact Linda Smith for assistance linking within IQ Web if needed.

Other Considerations:

Allow at least 5 days for processing, but processing time always depends on the volume of current requests. At the beginning of semesters, additional time will be needed. Materials are processed on a first come, first served basis.

If you wish to include a number of materials for your e-reserves, please prioritize the materials by date, noting when the first items will be needed. During high-volume periods, we may not be able to get everything processed immediately, but will have them ready as they are needed for the course.

The Library reserves the right to limit file size. Large articles or chapters may be divided into multiple files.

At the end of each semester, the Library will return all E-reserve files to faculty on CD-ROM.

Copyright and “Fair Use”:

Bowman Library strives at all times to remain within the most current interpretation of copyright law. All photocopies and scanned materials must meet the Fair Use requirements as stated in Title 17, U.S. code, sec. 107.

Fair use is a legal principle that defines the limitations on the exclusive rights of copyright holders. The purpose of these guidelines is to provide guidance on the application of fair use principles by educators, scholars and students who use portions of copyrighted works under fair use rather than seeking authorization for non-commercial educational uses. These guidelines apply only to fair use in the context of copyright and to no other rights.

There is no simple test to determine what is fair use. Section 107 of the Copyright Act sets out four fair use factors that should be considered in each instance; to determine whether a use is “fair use” consider:

• The purpose and character of the use, including whether such use is of a commercial nature or is for non-profit educational purposes.

• The nature of the copyrighted work.

• The amount and substantiality of the portion used in relation to the copyrighted work as a whole.

• The effect of the use upon the potential market for or value of the copyrighted work.

While only the courts can authoritatively determine whether a particular use is fair use, these guidelines represent conditions under which fair use should generally apply. Uses that exceed these guidelines may or may not be fair use. The more one exceeds these guidelines, the greater the risk that fair use does not apply. Bowman Library will require faculty to obtain permission from copyright holders under the following conditions:

• Photocopied and scanned materials are placed on e-reserve on a repeated basis, i.e. for more than one course, or in successive years for the same course.

• Photocopied and scanned materials of more than one article, chapter, short story, short essay, or figure/illustration from a single work or multiple articles or chapters that comprise more than 10% of the parent resource (book, periodical, newspaper, etc.).

A sample copyright permission letter is provided here for faculty to use when requesting permission of publishers.

The Library reserves the right to refuse materials determined to be in violation of the fair use doctrine of the Copyright Law as stated above. If you have any questions about copyright compliance for e-reserves please contact Linda Smith (lsmith@menlo.edu) at extension 3933.

Print and Video Reserves

How to Place Books and Video Materials on Course Reserve:

To place items on reserve, faculty members must fill out a Reserve Request Form for each course. Blank request forms are available at the Circulation Desk or online as a .pdf file.

For Library-owned items, you may either bring the materials to the circulation desk or fill out the call number, title and author informaiton on the form and Library staff will retrieve the items from the stacks.

If you plan to use your personal copy of a book or other item for your reserves, the Library will need to place a barcode and shelf label on the item. Personal copies of an item are placed on reserve at the owner's risk and will be returned at the end of each semester.

All materials are removed from the reserves shelf at the end of each semester.

Please Note: Interlibrary loan items cannot be placed on reserve.

Materials That May be Submitted for Print and Video Course Reserve:

Faculty may request both Library-owned and personal copies of books, videos, DVDs, audio CDs or cassette tapes for the print and video course reserve.

Photocopies of articles, or books for which only a single chapter will be used for the course should be submitted for E-reserve in order to provide broader access to students enrolled in the course.

Where to Submit Materials for Print Reserve:

All print reserve materials should be taken to the Library Circulation Desk along with the completed Course Reserve form. Additional forms are available at the Circulation desk if needed.

Other Considerations:

Allow at least 2 days for processing, but processing time always depends on the volume of current requests. At the beginning of semesters, additional time will be needed. Materials are processed on a first come, first served basis.

At the end of each semester, the Library will notify faculty to pick up all personal items; these cannot be left at the Library.

Reserve Usage Statistics

Usage statistics are a useful indicator of which material students are reading and are helpful guides for creating new or modifying existing course reserves lists. The statistics provided will only include numbers of times each item was accessed or checked out from course reserves. No personal identifying information is available or provided.

Usage statistics for e-reserve materials will be provided at the middle and end of each semester. Usage statistics for print reserves will be provided at the end of each semester.