Placing Library Materials
on Reserve

Reserves

eReserves

How do I locate Reserve material?

  • Find the call number in the library catalog Snoopy. (If you don't find it, remember to also check eReserves.)
  • Take the call number to the 2nd Floor Circulation Desk.
  • All Print and Mulitmedia Reserves are available at the 2nd Floor Circulation Desk.

How long may I borrow items on Reserve?

  • Loan periods are determined by the instructor and vary from 2 hours to 1 day.

Where should Reserve materials be returned?

  • Return all Reserve materials to the 2nd floor Circulation Desk.
  • If the library is closed, return Print Reserves to the 2nd floor book drop at the top of the ramp. Return Multimedia Reserves to the book drop labeled Media in the breezeway in front of Charlie Brown's Cafe on the first floor.

May I place a hold or renew items on Reserve?

  • There are NO holds or renewals on Reserve items.
  • Return the item on time, and if you need it again, you may retrieve it one hour after it is returned.

How much are overdue fines for Reserve materials?

  • Fines - There is no grace period.
  • Library and campus privileges are restricted when over $10 in fines is accrued.
  • You are responsible for all library materials checked out on your card.

Information for Instructors:

Allow 3 business days to process your item. Do not assign Reserve items before the library has had time to process them. All material will be removed from Reserve at the end of the selected term. Personal copies will be returned to instructors.

In order to comply with copyright restrictions, which states "Reserve readings are meant to supplement course text materials, not replace them," we may need to limit the number of items placed on Reserve or restrict inclusion of material. Check our Copyright Policy.

How to place library-owned materials on Reserve

  • Check the Snoopy library catalog to see if we own the item.
  • Pick up a Reserve form at the Circulation Desk or download the form. (pdf)
  • Pull the book(s) from the shelf and bring them with the completed Reserve form to the Circulation Desk or submit the online Reserve form and library staff will retrieve the books. We will search for material for 2 days. If we cannot locate, we will notify you via SSU email.

How to place personal copies on Reserve

  • Bring books, articles, and media to the Circulation Desk.
  • Pick up a Reserve form at the Circulation Desk or download the form. (pdf)
  • Photocopy articles will be placed in packets titled Readings and given the course name and number: (e.g., SOCI301: Readings).
    • Up to 3 copies of each article will be placed in folders with the same call number and listed as copies 1, 2 and 3.
    • To add articles to folders, be sure to bring in enough copies.
    • Back up copies of all articles.
  • Student papers require written permission from the student before posting. (pdf form **)
  • No borrowed or rented material accepted.

How to request the Library purchase materials

  • Fill out the purchase suggestion form.
  • The Library is not able to purchase every title requested and usually does not purchase standard textbooks.

How are loan periods determined?

  • Loan periods are determined by the instructor (Print - 2 hours or 1 day, Mulitmedia - 4 hours or 1 day).
  • Consider the number of students who will need to access this material (i.e. larger classes, shorter loan period).
  • If the item is already on reserve by another instructor, you must use that instructor's loan period.

Faculty eReserve FAQ

eReserve (electronic course reserves) is a web-based program that offers online access to course readings. We especially recommend use of this service for faculty who wish to make lecture notes, sample exams and homework solutions available online.

How do I begin?

First, review the University Library Copyright Policy for guidance on acceptable reserve materials

Second, create an eReserve Account (allow 2 days for processing). To do this:

You will be contacted through your SSU email when the account is ready to use, with attached procedures and instructions.

You will then have a home page for your course, to which you can add individual documents, or group documents into folders or ordered according to your syllabus.

How do I place documents on eReserve?

Note: A minimum of 2 days processing time is required to make new eReserve items available to students.

When posting files please use this URL http://ereserve.sonoma.edu.

Online book chapters and online journal articles with stable URLs are the best and easiest eReserves to post. These items are high resolution and already cleared for copyright through the library’s licensing agreements for that database. Request a link by using the University Library eReserve Request Form.

Digital documents (e.g., syllabi, lecture notes, Powerpoint presentations) can be posted directly to the eReserve holding area, which is monitored daily for new items. NOTE: At this time, documents must be posted from on-campus.

Journal articles and book chapters can be scanned and posted directly to the holding area as pdf files. All published items must be accompanied by legible COMPLETE BIBLIOGRAPHIC CITATIONS. These can also be supplied by a photocopy of the front and inside cover page of journal or the title page of the book.

Faxing All items noted above can be faxed along with the submission form to 707-664-2552. Copyrighted documents that are faxed must include a legible COMPLETE BIBLIOGRAPHIC CITATION or copies of the front and inside cover page of the journal or book in which the article or excerpt was published.

Faxed items must be high quality copy (no shadows, stray marks, faded print, etc.) in order to be OCR (Optical Character Recogntion) readable for accessibility purposes.

The eReserve staff will review documents for completeness and readability, and then post to your course site.

What is the eReserve holding area?

All documents are posted to a holding area which is monitored daily by library staff. Documents are reviewed for copyright and ADA compliance, completeness and readability, and then posted to your course site. An email notification is sent to you indicating that the document is ready for use.

How will my students access my eReserve materials?

A link from the Library Catalog Snoopy directs students to the eReserve home page. If connecting from off-campus, students must authenticate with their 14-digit student ID barcode number and PIN. Once on the eReserve home page, students will be able to search or browse by course or instructor's name.

How do I add a course once I have an established account?

To add an additional course, use the University Library eReserve Account/Course Request Form.

Can I use both eReserves and regular Reserves for the same class?

Yes, eReserve item may be cross-listed, and there is a section on the request form to indicate this. (Note: A different form must be completed for print reserve materials, see Reserves FAQ for Faculty.

It is possible to place some materials for a single class on eReserve while others are made available in print at the University Library Reserve Desk, but the same material will not be made available both online and in print.

If you have any questions or need any additional information, please contact:

Jack Ritchie
Electronic Reserves
707-664-2562
jack.ritchie@sonoma.edu

Michael Cullinane
Electronic Reserves
707-664-4266
michael.cullinane@sonoma.edu

Nicole Lawson
Coordinator, Access Services
707-664-4196
nicole.lawson@sonoma.edu

University Library Reserves Copyright Policy

Materials intended for use by all students in a class may be placed on reserve at the University Library, based on the limitations imposed by copyright law for reserve materials (applicable to both print and ereserve).Reserve readings are meant to supplement course text materials, not replace them.

The University Library will make every effort to accommodate faculty requests for reserve materials, but may need to limit the number of items placed on reserve for any one course, or restrict inclusion of materials for copyright reasons.

The complete bibliographic citation or attribution for the work, if privately published, must be posted on all reserve items. Copyright notice will automatically appear on screen in the electronic reserve system and on copies made of reserve readings to indicate that materials may be covered by copyright law.

General information for Faculty:

  • The same reserve item may be cross-listed, and there is a section on the request form to indicate this.
  • Different forms must be completed for eReserves and for library materials on reserve.
  • Materials for a single class may be placed on eReserve while others are made available on print reserve at the University Library Reserve Desk, but the same material will not be made available both online and in print.
  • A minimum of 2 days processing time is required to make new reserve items available to students. (More time may be necessary for reused materials depending on copyright clearance.)
  • For both eReserves and book reserves, the library will be subsidizing copyright clearance based on budget. Generally, clearance covers only one semester usage which means that we will need to get clearance for each subsequent use.
  • It is the responsibility of the instructor to secure permission with the copyright holders for the use of facsimiles or reproductions of media items.

Content appropriate for inclusion in reserves:

  • Instructor-owned material such as course syllabi, lecture notes, problem sets/solutions, sample exams.
  • Book chapters and journal articles from online journals or ebooks to which the library subscribes (and where license agreements allow). These items are high resolution and cleared for copyright through the library's licensing agreements for that database. We will link to these directly via eReserve.
  • Book chapters and journal articles from print journals or books owned by the library. For these items, the instructor is responsible for providing a clearly legible photocopy, including a complete bibliographic citation, whether designated for print or electronic reserve.
  • Limited portions of copyrighted works not owned by the library, e.g., journal articles, a chapter or 10% of a book, a selection (10% or less) from non-print works such as digital collections of images.
  • Student papers or other unpublished works accompanied by written permanent permission from the author. (pdf form *)
  • Other parts or whole works that do not constitute copyright infringement, e.g., government documents and personal class notes.

The above amounts are estimates designed to safeguard the University and its individual members from legal action due to copyright infringement. Exceptions to the above limits must take into consideration the four fair use factors.

Content generally not accepted for reserves:

  • Collections of readings that constitute the text for a course. These collections should be made available through course packs, with appropriate royalty fees paid.
  • Materials considered to be "consumable," e.g., published workbooks, study guides, exercises, standardized tests, test booklets and answer sheets, without publisher's permission.
  • Materials extracted from workbooks that students would normally be expected to purchase.
  • Journal articles that have been included in course packs students are expected to purchase.
  • Copyrighted materials that do not include a complete citation and/or clear indication of copyright ownership.
  • Student papers or other unpublished works not accompanied by written permanent permission from the author.
  • Illegally recorded or duplicated electronic media, including but not limited to off-the-air recordings, music compilations not accompanied by permissions or downloaded media.

Reuse:

Articles and books not owned by the library may be placed on reserve for one semester only under fair use guidelines. Subsequent use requires securing permission from the rights holder or the Copyright Clearance Center. The instructor must indicate at the beginning of each semester whether or not the material will be used again. Without clear indication of intended subsequent use, materials will be removed at the end of each semester. Short term access to materials included in the reserve collection in previous academic terms may be provided to students who have not completed the course. This will be arranged on a case by case basis.

Changes in copyright law require the library to ascertain that permissions are in place for print, media and electronic reserves. Beginning 2006, the library may establish a cost-sharing model for items for which there are charges for subsequent use.