Request Course Reserves (for Faculty)


Overview

Course reserves are books and other print and non-print items that are required or suggested as supplemental materials for coursework. Physical items are kept at the Circulation Desk in the Library and given 2-hour or overnight loan periods. Electronic course reserves are made available to students through the Library's web site.

Print and Video Reserves

How to Place Books and Video Materials on Course Reserve

To place items on reserve, faculty members must fill out a Reserve Request Form for each course. Blank request forms are available at the Circulation Desk or online.

For Library-owned items, you may either bring the materials to the circulation desk or fill out the call number, title, and author information on the form and Library staff will retrieve the items.

The Library will place a barcode and shelf label on any personal items for course reserves. Personal copies of an item are placed on reserve at the owner's risk and will be returned at the end of each semester.

All materials are removed from the reserves shelf at the end of each semester.

Please Note: Interlibrary Loan items cannot be placed on reserve.

Materials Appropriate for Print and Video Course Reserve

Faculty may request both Library-owned and personal copies of books, videos, DVDs, audio CDs, or cassette tapes for print and video course reserve.

Photocopies of articles, or books for which only a single chapter will be used for the course, should be submitted for E-reserve in order to provide broader access to students enrolled in the course.

Where to Submit Materials

All print and video reserve materials should be taken to the Library Circulation Desk along with the completed Course Reserve form. Additional forms are available at the Circulation Desk.

Other Considerations

Allow at least 2 days for processing; keep in mind that processing time always depends on the volume of current requests. At the beginning of semesters, additional time may be needed. Materials are processed on a first come, first served basis.

At the end of each semester, the Library will notify faculty to pick up all personal items; these cannot be left at the Library.

Electronic Reserves (E-Reserves)

Placing Materials on E-Reserve

Complete the e-reserve form, which is available at the Library Circulation Desk or online. Please be sure the form is complete and signed for each request. Incomplete forms cannot be processed.

Bibliographic source citations must be complete for all materials and included either as a cover sheet or neatly written or typed on the first page. In the case of book chapters, you must indicate the source and copyright information of the parent work, including the name of the copyright holder. The Electronic Reserve Request Form includes instructions for locating and including this information.

Attach copies of any copyright permission you have obtained.

Select a password for your course. Whenever copyright-restricted materials are placed on e-reserve, access to the materials will be restricted to students enrolled in the course. The faculty member is responsible for disseminating this password to his or her students.

Bring the completed and signed e-reserve form and copies of materials to the Circulation Desk.

Materials That May Be Submitted for E-Reserve

  • Syllabi, lecture notes, sample tests, or other materials created by the faculty member
  • One article per periodical issue (journal, magazine, newspaper)
  • A chapter from a book
  • Images, audio, and video for which copyright permission has been obtained

Acceptable E-Reserve Formats

  • Clean, legible copy of an article or a chapter
  • Complete citation for an article found in one of the Library's Research Databases, so we can provide a direct link to it
  • Electronic files, such as MS Word files, non-proprietary image, audio, and video formats, or Adobe Acrobat pdf files. Contact Anne Linvill (alinvill@menlo.edu) if you have any questions about a specific file type.

Where to Submit Materials for E-Reserve

Bring all completed forms and photocopies to the Library Circulation Desk or send to Anne Linvill through campus mail.

Electronic files may be submitted on CD or flash memory drives or e-mailed to Anne Linvill (alinvill@menlo.edu).

Linking to E-Reserves

The Library will provide a referring URL to a Course Reserve Page upon request. This URL may be incorporated into an instructor's own web page or IQ Web. Contact Anne Linvill (alinvill@menlo.edu) for assistance linking within IQ Web if needed.

Other Considerations

Allow at least 5 days for processing; keep in mind that processing time always depends on the volume of current requests. At the beginning of semesters, additional time may be needed. Materials are processed on a first come, first served basis.

If you wish to include a number of materials for e-reserves, please prioritize the materials by date, noting when the first items will be needed. During high-volume periods, we may not be able to get everything processed immediately, but will have them ready as they are needed for the course.

The Library reserves the right to limit file size. Large articles or chapters may be divided into multiple files.

At the end of each semester, the Library will return all E-reserve files to faculty on CD-ROM.

Copyright and “Fair Use”

Bowman Library strives at all times to remain within the most current interpretation of copyright law. All photocopies and scanned materials must meet the Fair Use requirements as stated in Title 17, U.S. code, sec. 107.

Fair use is a legal principle that defines the limitations on the exclusive rights of copyright holders. The purpose of these guidelines is to provide guidance on the application of fair use principles by educators, scholars, and students who use portions of copyrighted works under fair use rather than seeking authorization for non-commercial educational uses. These guidelines apply only to fair use in the context of copyright and to no other rights.

There is no simple test to determine what fair use is. Section 107 of the Copyright Act sets out four fair use factors that should be considered in each instance; to determine whether a use is “fair use” consider:

  • The purpose and character of the use, including whether such use is of a commercial nature or is for non-profit educational purposes.
  • The nature of the copyrighted work.
  • The amount and substantiality of the portion used in relation to the copyrighted work as a whole.
  • The effect of the use upon the potential market for or value of the copyrighted work.

While only the courts can authoritatively determine whether a particular use is fair use, these guidelines represent conditions under which fair use should generally apply. Uses that exceed these guidelines may or may not be fair use. The more one exceeds these guidelines, the greater the risk that fair use does not apply. Bowman Library will require faculty to obtain permission from copyright holders under the following conditions:

  • Photocopied and scanned materials are placed on e-reserve on a repeated basis, i.e., for more than one course, or in successive years for the same course.
  • Photocopied and scanned materials of more than one article, chapter, short story, short essay, or figure/illustration from a single work or multiple articles or chapters that comprise more than 10% of the parent resource (book, periodical, newspaper, etc.).

A sample copyright permission letter is provided for faculty to use when requesting permission of publishers.

The Library reserves the right to refuse materials determined to be in violation of the fair use doctrine of the Copyright Law as stated above. If you have any questions about copyright compliance for e-reserves please contact Anne Linvill (alinvill@menlo.edu).

Reserve Usage Statistics

Usage statistics for course reserve materials are available upon request.

Bowman Library

1000 El Camino Real
Atherton, CA 94027
650.543.3825 (circ desk)
650.543.3826 (ref desk)

Hours:
M-Th, 8 a.m. - 7 p.m.
F, 8 a.m. - 5 p.m.
Sa, closed
Su, closed
Special Hours

Course Reserve Forms

E-Reserve Request Form (PDF)

Print Reserve Request Form (PDF)

Sample Copyright Permission Letter (PDF)