Course Reserve Policy & Procedures for Faculty

Library Reserve is defined as Textbook Reserve, Recommended Book Reserve, and other reserve materials (such as file folders, notebooks or A-V) to be placed on Course Reserve at the Library on the Springfield campus.

Online reserve is used for posting electronic copies of required or recommended readings. This can be done 1) by the faculty member themselves in Scholar 360 or 2) the Library can post a linkable URL to electronic material in the SWAN Library Catalog under Course Reserves.

Both library (print) and online reserve materials should be used for non-profit educational use only.

The Library will place a copy of any required textbook used for a course on Textbook Reserve and a copy of any book(s) listed as Recommended Readings in a syllabus on Recommended Reserve.

Library Reserve may include books or any other bound material. Only library-owned or faculty personal copies will be accepted for placing on Library reserve. The Library cannot be held responsible for loss or damage to faculty personal copies. The librarian must approve if more than one copy of the same book needs to be placed on Library Reserve. See Books section below.

In general, journal articles and book chapters should be made available electronically. Any print reserve materials will be kept in a file folder or notebook behind the Library Front Desk. The Library will accept photocopies of articles and book chapters from faculty provided they comply with copyright. See Journal Articles section below.

Any copies of videos (library-owned or faculty personal copies) will be placed on A-V Reserve (behind the Library Front Desk).

For electronic materials, please see Books and Journal Articles sections below.

You can search by your name (instructor's name), course name, or course number under "Course Reserves" in SWAN to confirm reserve materials are ready for students to check out or view online.

To assure availability of Library material prior to the start of classes, please submit your requests for any reserve material for the term at least two weeks before class begins (e.g. Textbook Reserve, Recommended Reserve, file folders, notebooks, videos).

• Your name (faculty) and contact information
• Course name and number
• Number of students enrolled in course
• Publication information (including ISBN or ISSN; Forest call number)
• Indicate which publications are required (i.e. students must buy) vs. recommended only

Reserve lists are processed in the order received. Requests submitted during the first week of classes during a new term may be delayed. At the end of the term, materials are taken off Library Reserve (faculty personal copies, file folders and notebooks) and are returned to the instructor.

If a required textbook or recommended book is not available in the Forest collection, the Library will purchase it in a timely manner. To expedite ordering books, include the publisher, date of publication, ISBN, and edition. It may take one week or longer to order, receive, and process new books for reserve.

For e-books, follow the instructions for searching publication titles on the Academic License FAQ page. If the publication is covered by the license and you can comply with any rightsholder terms, you can then

• Copy and paste a persistent URL in your syllabus.
• Attach the electronic document on your Scholar360 course page.

Electronic book content published by the APA (older editions) can mostly be found in the PsycBOOKS database.

Follow the instructions for searching publication titles on the Academic License FAQ page.

For book chapters, you should be using the most current edition of the book that is available.

• You can copy and paste the persistent URL (when available) from our database record into your syllabus. This will automatically link a student directly to the database record and the full text.
• Or you can post the PDF on your Scholar 360 course page. Both the license and the publisher want you to use the electronic copy provided by the publisher and not a scanned copy. If electronic copy isn't available, then you can scan it. Your scanned article must contain the full article citation or source attribution and a copyright statement. Ask the Library for further guidance.
• Or the Library can post the persistent URL (when available) in SWAN's Course Reserves catalog.

For print materials

• The Library can place your print copies on Library Reserve.
  • Please consider making your print materials electronically available to your students.
  • You can determine if the Library already has electronic access to the publication title by searching our E-Journal Portal.
  • If the publication title is found in the E-Journal Portal, navigate to the year, issue and article title in question. Open the article record. Check to see if there is full text available. See electronic material guidelines above.
  • If we do not have access to full text, then scan the article as a PDF and post in Scholar 360. Depending on staffing resources, the Library may be able to help with the scanning of documents.

If this is your first instance of using the article or chapter for reserve for this class, you may be allowed to use the material (provided the following are true):

• Satisfies the Four Factor Test for Fair Use (see more detailed description of the test from the University of Texas System)
• Copy was obtained legally
• Comprises a single article from journal issue or a single chapter from a book
• Represents a small portion of the total assigned readings for the course
• Publisher has not placed any restrictions on its use
• Copy includes a citation or source attribution
• Copy includes a copyright notice

For materials not covered under the license, systematic use of the same article or chapter for reserve for a course (in the next or future semesters) means that permission must be obtained from the publisher and/or copyright fees must be paid. Materials can be placed on Reserve if you are engaged in seeking permission. All the above requirements must still be satisfied. Faculty may want to consider placing the entire book on Recommended Book Reserve (if multiple chapters are required reading).

If the article or document has a Creative Commons License or is in the public domain, then you can proceed with the steps outlined above for materials found under the Academic Copyright License. Public domain refers to works produced by the U.S. Government (not its contractors) or items with expired copyrights. Finding a work that is freely available on a public website does not mean it is "in the public domain."

If the publication is hosted on an Open Access or other public website, then it is advisable to post a URL that links to the content (unless you have obtained permission to post the document in its entirety in Scholar 360). The Library will not pay for copyright fees when a work is linkable.