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Faculty Services:
Reserve Services, A Guide for Faculty

• When to Submit Reserve Requests
• When Materials Will Be Available on Reserve
• What To Place On Reserve
• How to Submit Reserve Requests
• How to Link Your Library Reserves to Sakai
• Copyright Guidelines

The Rutgers University Libraries maintain reserve collections and electronic access to class-related materials to support the university's academic programs. Books are placed in reserve collections at campus libraries and circulate for shortened loan periods. Photocopies and documents such as sample exams, syllabi, problem sets, readings, lecture notes, and articles are scanned and delivered electronically as Adobe PDF under "RESERVES" in IRIS.

The Libraries' policy for reserve services is derived from the fair use guidelines of the United States Copyright Act of 1976 (17 U.S.C. Section 107).

When to Submit Reserve Requests

To assure availability of material prior to the start of classes, submit requests for the fall semester by August 1, spring semester by December 1, and summer sessions by May 1.

When Materials Will Be Available on Reserve

Lists are processed in the order received. Requests submitted during the first weeks of classes may be delayed due to the large volume of reserve processing at the beginning of each semester. At the end of the term, materials are taken off reserve and permanently deleted from University web servers.

Please make sure your materials are on reserve before making assignments. Search by your name (instructor's name), course name, or course number under "RESERVES" in IRIS to confirm reserve materials are ready for students to check out or view online.

Electronic reserve documents can be viewed on campus at public access workstations in the libraries, in campus computer labs, and PCs connected to the campus network. Rutgers users who connect from off-campus to the Libraries' website need to log-in with their NetID before using electronic reserves.

Please remind your students they will need to register their barcode, the 14-digit number beginning '29030' on the reverse of their RUconnection card, at a circulation desk before they can check out reserve books in a library.

What To Place On Reserve

The Libraries will place on reserve a maximum of thirty titles for a single course. Indicate on the "Reserve Request Form" if the reading is required or supplemental and the week or date it is needed. In lieu of copies, direct links to electronic and scanned documents will be provided under "RESERVES" in IRIS.

The standard loan period for reserve materials checked out in a library is two hours. Contact local library reserve staff to inquire about the availability of extended or overnight loan periods.

Books
Include Rutgers University call numbers on the "Reserve Request" form. If a book is not available in the Rutgers collections, we will attempt to purchase it in a timely manner. To expedite ordering books, include publisher and date of publication, ISBN, and edition. It may take from two to six weeks or longer to order, receive, and process new books for reserve.

Personal Copies
We will place personal copies on reserve but cannot be responsible for loss or damage.

Course Packets
We will place course packets on reserve, provided permissions to reproduce copyrighted articles have been obtained for the current semester and are bound in the course packet.

Journal Articles, Chapters in Books
Make photocopies of journal articles and chapters in books for reserve and bring copies directly to the library. Copying should not exceed the limits of fair use (see "Copyright Guidelines"). Photocopied materials will be scanned and made available electronically as PDF documents.

In order to reproduce your articles in the best possible manner, please submit clear copies with as few marks on them as possible. This includes copies without highlighting, underlining, black lines in the center, and writing in the margins. The better the quality of the articles you submit, the better your students will be served with clear and legible electronic reserves. Poor quality photocopies will not be scanned.

Electronic Files
Please supply documents that you have prepared as electronic files in electronic form. Electronic files are the preferred format because they can be processed faster and give a better result for students. Electronic files result in smaller file sizes that transmit and load faster, the quality is much better, and color images can be supplied.

Send copies of your electronic files as email attachments (one attachment per email message) to the library reserve email account provided on your local library's online reserve request form, or drop off a disk copy at your local reserve desk. We will not return disks after processing unless you ask to have them returned. Include the following information: (1) your local reserve desk library, (2) course name and number, (3) the semester your course will be taught, and (4) the title of the file and its software application. Electronic files will only be available online.

We use Adobe Acrobat Exchange to convert file formats to Portable Document Format (PDF). We accept the most popular word processing, spreadsheet, and image formats. We have had successful experience converting WordPerfect, Word, PowerPoint, Excel, and Lotus. Other file formats may require trial and error, but we are willing to work with you.

Items Available Online in IRIS
If your reserve course list includes items which are available online through IRIS, we will provide the same link that is provided in IRIS. We will not accept photocopies of electronic materials available through IRIS, or convert them to PDF for electronic reserves.

Personal Web pages
We will link to your personal Web page from your course reserve listing in IRIS. Web pages will not reside on the Libraries' server. They will be accessible in IRIS only under "RESERVES" by searching under instructor's name, course name, and course number. Any passwords you may have instituted will be in effect once students reach your Web page. Email the title of your page and its URL as an item entry on the "Reserve Request Form" you submit to your local library. Links to personal Web pages are deleted at the end of the semester in which the course is taught.

Media
Arrangements for media reserve materials on the New Brunswick and Piscataway campuses will be handled by the Media Center located in the Kilmer Library or by the Music Library. In Newark, contact Media Services at the Dana Library. In Camden, contact the reserve staff at the Paul Robeson Library to place media on reserve.

How to Submit Reserve Requests

Materials can be placed on reserve at any of the following Libraries.

For an undergraduate course, please place reserve materials in the library on the campus where the course is taught.

Click on the appropriate Library for a Reserve Request form. Please fill out the form completely and use one form for each course. Include course name and number, enrollment, your phone and your email address.

Camden
Robeson Library	856/225-6033
New Brunswick/Piscataway
Alexander Library
Graduate Reserve	732/932-7851 ext.114
Undergraduate Reserve	732/932-7851 ext.107
Art Library	732/932-7739
Chang Science Library	732/932-0305
Chemistry Library (Graduate Reserve only)	732/445-2625
Douglass Library	732/932-9446
Kilmer Library	732/445-3613
Library of Science and Medicine	732/445-3854 ext.102
Math Library (Graduate Reserve only)	732/445-3735
Media Center	732/445-4980 ext.155
Music Library	732/932-9023
Physics Library (Graduate Reserve only)	732/445-2500
School of Management & Labor Relations	732/932-9513
Science & Engineering Resource Center	732/445-4322
Newark
Dana Library	973/353-5161
Media Center	973/353-5917

How to Link Your Library Reserves to Sakai

Your library course reserves can now be linked directly to your Sakai course management page.

1. The first step is to set up your course reserves with the library.

2. Add the "web content" tool to the menu bar of your Sakai page.

3. Under "customize web content" select the "link to library eReserves" button.
   
   An automatic script will run and link to the list of course reserves provided for your students in IRIS. The web content tab will automatically be renamed "Library eReserves" for this web link.

4. When your students click on "Library eReserves," the IRIS reserve listings will display in a window within your Sakai page. Students using library resources will still be working within the Sakai course page environment.
   
   This feature will only work if your course reserves have been processed and made available by library staff. Due to the nature of the interaction between Sakai and the library server, you must wait overnight after the establishment of your course reserves in IRIS before linking to them in Sakai. Students accessing electronic reserves through the Sakai page from a computer off campus will be prompted to enter their Net ID when they click on article links.
   
   Please keep in mind that reserves are removed at the end of each academic semester, so you should plan on disabling/removing this feature from your Sakai course page to prevent dead links. You can reestablish it when course reserves are made available the next time the course is taught. You can direct any questions on this feature to Access Services Reserve staff in the libraries or email sakai@rutgers.edu for further help.

Copyright Guidelines

The Rutgers University Libraries' policy for reserve collections is derived from the fair use guidelines of the United States Copyright Act of 1976. The law states:

Section 107 of the Copyright Act of 1976. Limitations on Exclusive Rights: Fair Use
Notwithstanding the provisions of sections 106 and 106A, the fair use of copyrighted work, including such use by reproduction in copies or phonorecords or by any other means specified in that section, for purposes such as criticism, comment, news reporting, teaching (including multiple copies for classroom use), scholarship, or research, is not an infringement of copyright. In determining whether the use made of a work in any particular case is fair use the factors to be considered shall include:

1. the purpose and character of the use, including whether such use is of a commercial nature or is for nonprofit educational purposes;
2. the nature of the copyrighted work;
3. the amount and substantiality of the portion used in relation to the copyrighted work as a whole; and
4. the effect of the use upon the potential market for or value of the copyrighted work.

The fact that a work is unpublished shall not itself bar a finding of fair use if such finding is made upon consideration of all the above factors.

Materials will be placed on reserve at the request of faculty for the noncommercial, educational use of students.

Photocopied or scanned copies of complete books and entire issues of journals will not be placed on reserve.

Students and library users will not be charged for access to reserve materials. The charge for copies made by students will be limited to the cost of reproduction.

Electronic copies of reserve readings will include a notice of copyright on the first screen indicating materials may be covered by copyright.

Electronic reserve materials will be accessible only by instructor's name, course name, and course number. Users connecting from off-campus to the Libraries website using a commercial internet provider must identify themselves as a Rutgers user by logging-in with their NetID before they can access reserve materials.

Electronic materials will be removed from reserve at the end of the term. Scanned copies will be destroyed when they are no longer used for reserve.

We will not place materials, including electronic files or web pages, on reserve if the nature, scope, or extent of copying is judged to exceed limits of fair use.

In some cases, placing photocopied or scanned material on reserve may require copyright permission. Use of the same photocopied or scanned material in multiple courses or for successive years will generally require permission. Faculty may wish to consider the following options:

• The Rutgers University Bookstore will obtain copyright approval and pay royalties for materials in course packs ordered by Rutgers faculty. Contact the bookstore at 732/245-8448 for additional information.
• The Copyright Clearance Center (CCC) offers an Academic Permission Service (APS) and will secure copyright permissions for faculty course packs or course handouts for a fee. Visit CCC Online (http://www.copyright.com) for more information.
• A model letter faculty may use to request copyright permission for electronic reserve is available online at the Copyright Advisory Office.

Visit the Libraries' website at http://www.libraries.rutgers.edu and follow the path RESEARCH RESOURCES / Subject Research Guides / General / Copyright Information for additional copyright information and a guide to resources.