Reserve Guidelines and Procedures for Faculty

Faculty members may place materials on reserve in the Art and Music Collection.  The following guidelines and policies pertain only to materials on reserve at this desk.

1. Accessibility – remember, when an item is placed on reserve, it will be on closed shelves in the Art and Music Office. This will make the item less accessible to the public than it would be left in the open stacks. Remember, also, that items will be on reserve for the entire university community, not just your class.

2. Usage - An item placed on reserve should be assigned reading or listening – leaving "suggested" materials in the open stacks or shelving units. Our records show that materials that are not required reading or listening are seldom, if ever, used.

3. Number of Copies – Only one copy of a book, score, or recording may be placed on reserve for a class, unless instruction dictates the need for additional copies. One copy is meant to serve up to 25 students.

4. Loan Periods – You may select one of the following loan periods for each item you place on reserve:

5. Materials for Reserve -
         The following are examples of items that the library will place on reserve:

• Library-owned books and scores;
• Personal copies of books and scores;
• "Fair use" photocopies, both personal and from items the library owns (1 article out of a periodical issue, 1 chapter out of a book, 1 short story, 1 poem, 1 map, or 1 chart);
• Photocopies with properly granted copyright permission;
• Class tests and problem solutions;
• Recordings owned by the library or the instructor;
• Recordings not copyrighted (i.e. instructor prepared recordings-single copies only); and
• Instructor-prepared items, such as tests, sample papers, or class syllabi.

  The following are items that the library will not place on reserve:

• Library current periodicals,
• library bound periodicals,
• interlibrary loan items,
• consumable workbooks,
• course packets,
• reading packets (anthologies),
• any "fair use" photocopy that was on reserve the previous semester and does not have proper copyright permission, and
• unauthorized copies of copyrighted recordings and videotapes.

1. Making Reserve Requests – Late in the semester, instructional faculty will receive a letter via e-mail with reserve instructions and a hyperlink to a blank reserve request form.  If you would like to have items placed on reserve at the Art and Music Desk, please return your list to the Art and Music Collection (mail code 3675) by the due date in the letter. Reserve lists received by the due date will be processed and ready for your students by the first day of classes; lists received after the due date will not be ready for your students when classes begin.

2. Reinstating current lists for the following semester – If you currently have materials on reserve in the Art and Music Collection, you will receive a letter via e-mail with reinstatement instructions, a link to your class list, and a hyperlink to a blank reserve request form. To reinstate your list, print out a blank reserve request form and fill out the top portion. Then note any changes to your list on the form, including additions and deletions. You do not need to list all items again on the form. Return the form to the Art and Music Collection (mail code 3675) by the deadline stated in the letter.

3. Late Requests - After the second week in the term, we can usually provide one-day service for placing items on reserve.   Please fill out a reserve request form and return it to our desk.  Permanent staff in Art and Music work 7:30 a.m.-4:30 p.m. Monday through Friday.  Please plan accordingly.  Requests submitted mid to late afternoon will not be available to your students until the following day.

4. Additions or Deletions to Reserve Lists - Material may be removed from or added to your reserve list at any time. We do encourage you, however, to initially request the entire semester’s materials as much as possible.

5. Usage Report for Reserve List - At the end of each term, we return your reserve list showing the usage of each item.

6. Photocopying - We will photocopy periodical articles or book chapters for you from materials we own, following guidelines of copyright restrictions. This generally means one copy of an article from a single periodical issue, or one chapter from a book. Photocopies we make are kept in our files for two years in case you want to use them again. However, they may not be used in successive semesters without proper copyright authorization.

Note: If you need multiple copies of a periodical article, you will need to write the publisher for permission, or ask for reprints of the article. Most publishers are willing to cooperate.

7. Personal Copies - We accept your personal copies of recordings, books, scores, or photocopies to put on reserve, but please observe the following:

a. One copy is expected to serve about 25 students and all copyright restrictions apply.
b. Personal materials are returned when requested or after the end of the term.

Note: If you are placing instructor-prepared (homemade) cassette tapes on reserve, please be aware that there is a possibility that they could be inadvertently partially erased. This happens occasionally if the tabs on the cassette are still in place and a patron accidentally presses the record button. To avoid accidental erasure, break out the tabs that allow for recording on the cassettes. If you need to reuse the cassettes in the future you may place tape over the tab locations.

Rev.2/03 SB