Electronic Reserves Policy

Electronic Reserve Overview

There are many advantages to the e-reserve system. For students, the most noticeable improvement is the increased accessibility of e-reserve materials. Access is not limited by a specific number of copies or by library hours, as in the case of the traditional reserve format. Students may view and/or print the items from almost any computer workstation, both on or off campus, using Adobe Acrobat software. Adobe Acrobat is a viewing software available as a free download and is installed on all campus computers.

Disadvantages of the e-reserve system include the time-consuming nature of preparing materials for e-reserve, the need for assigning and remembering a password, and the necessity for students to have access to a high speed connection to download and view PDF files, which is not always the case when students are off-campus.

Copyright

The Copyright Law of the United States (Title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted material.

Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproduction. Photocopies or reproductions of materials are not to be used for any purpose other than private study, scholarship, or research. If electronic transmission of reserve materials is used for purposes in excess of what constitutes "fair use", the user may be liable for copyright infringement.

These "fair use" provisions are based on brevity (not photocopying works in their entirety), spontaneity (allowing educators to take a new direction in their course work by making use of recently published material), and immediacy (being able to make use of these materials in a timely fashion). For the complete text of U.S. Copyright Law, see www.loc.gov/copyright/title17/92chap1.html. Click on Section 107 to see the discussion of fair use.

After careful evaluation of the copyright laws, and in recognition of the library's responsibility in adhering to these regulations, the following guidelines will be used in the processing of copyrighted material to be placed on e-reserve:

• One Time e-reserve
  Libraries are allowed to copy and place on reserve such items as: one article from a journal, one or two chapters of a book, or a complete poem. Copies made following the fair use guidelines may be placed on e-reserve for one semester without obtaining permission from the copyright holder. Requests for placing items of this type on e-reserve should meet the following criteria:
  1. The amount of material should be reasonable in relation to the total amount of material assigned for one term of a course. The nature of the course, subject matter, and level of the material should be taken into account when making a determination of this type. See: Title 17 U.S.C. + 107 (1) and (3).
  2. The material should contain this notice of copyright: This material may be protected by copyright law (Title 17 U.S. Code).
  3. The effect of photocopying the material should not be detrimental to the market for the work. (In general, the library should own at least one copy of the work.) See Title 17 U.S. C. + 107 (4).

  
  From ALA Model Policy Concerning College and University Photocopying for Classroom, Research, and Library Reserve Use, March 1982.

• Repeat e-reserves
  The Mikkelsen Library follows the principles of fair use of copyrighted materials when placing materials on reserve, including the reuse of a single article or book chapter from the Library's collection. When in doubt about the applicability of the fair use standard, the Library will seek permission from the copyright holder. Materials will be placed on reserve pending receipt of permission.
  
  As part of our license agreement with vendors of electronic periodicals (i.e. InfoTrac or JSTOR), links may be made to individual articles.

For all materials on e-reserve that fall under copyright restrictions:

In order to comply with "fair use" guidelines that are currently being developed for this specific medium, the following steps will be taken:

1. Materials must have a notice of copyright and a full citation.
2. Access to e-reserve materials will be password protected. Library staff will provide the instructor with a password prior to materials being placed on the Library homepage. The instructor is responsible for telling the students the appropriate password and for informing them of the importance of the copyright protection.
3. Material on e-reserve can be accessed via the Mikkelsen Library homepage. Students can locate materials by using course name and number.
4. Students may save the material to a diskette, read it online, or print it.
5. Faculty-produced material, such as lecture notes and exams, as well as materials which are no longer protected by copyright law can also be placed on e-reserve.
6. All e-reserve material will be removed from the library homepage at the end of the term.

Submitting items for e-reserve:

The first step in setting up e-reserves is to contact the circulation librarian, Jan Brue Enright (x4921). She will need to know how many items will be placed on reserve, whether or not items will need to be scanned, and the full citations of items.

Information to include with all requests:

• Course syllabus
• Full citation information, including title, author, date, source, page numbers, etc.
• Course Name and number as it appears in the Class Schedule
• Instructor Name
• Instructor Contact Information (e.g., campus e-mail address / phone number)
• Additional instructor(s) who may be co-teaching the course
• Contact information for the additional instructor(s)

For complete information, see e-reserve request form. Instructors may submit materials for e-reserve in either paper or electronic format following their discussion with Jan. If paper copies will need to be scanned by the Circulation staff, processing time of two to four weeks must be allowed.

Types of materials that can be placed on e-reserve:

• Class notes and lectures
• Course readings
• Homework assignments
• Sample exams/solutions
• Supplemental handouts Instructors have the option of scanning materials and submitting them to the library electronically.
  • These are the suggested formats:
    • Word processing file (e.g., Word or Word Perfect)
    • HTML file
    • PDF file
  • Limit each item to a single type of page orientation. (Either portrait or landscape) Items that contain multiple page orientations will need to be adjusted after scanning and will, therefore take longer to process.
  • If the Library staff will be scanning materials, all paper copies must meet these criteria:
    • Clean, legible handwritten or typed notes
    • Clean, readable originals or photocopies
    • Pages should not exceed 8 ½ x 11 inches
  • Lengthy documents will be broken down into segments in an attempt to shorten downloading and printing time. Binders and other lengthy documents should be broken down by weekly class readings, assignments, and exams.

Transferring scanned documents to the Library:

Materials may be delivered to the library electronically using one of the formats listed in the previous section. They may be submitted as follows:

• E-mail attachments–each item should be sent as a separate attachment. E-mail them to: reserves@augie.edu
• Floppy disks may be submitted in person or via campus mail. Please indicate which type of computer has been used—Mac or PC.
• Files may be placed on the campus network shared space (usually the "K" drive). Call the library if you are unsure how to do this, and be sure to inform us that you have placed items there for reserve. These items will be deleted after they have been transferred to e-reserves.

Submitting requests in person or via campus mail:

E-reserve Request Forms are available at the Circulation Desk or online at the library's web site. Click on "Requests/Services" and look for the e-reserve link. Please submit a completed form along with the reserve materials. If you have any questions or concerns, contact Jan Brue Enright at jan.brue.enright@augie.edu or phone 274-4921.