Reserve Services Guidelines
Reserve Services is designed to provide controlled, ready access to items that are required Arizona State University course reading.
Copyright Restrictions (Including Chapters and Anthologies)
Journal and Reference Materials
Course Sheets can be submitted to Reserve manually or Online.
To submit manually, complete and sign Reserve Course Sheet (available at the Circulation Desk).
1. Indicate the name of the instructor who is primarily responsible for the class and the course prefix and number.
2. Give call number for library owned material. Call numbers will be created for Personal copies and Files by Reserve staff.
3. Choose a loan period:
- 2 Hours, No Overnight Default if no loan period is selected.
- 2 Hours, Overnight Items may be checked out two hours before Library closes and must be returned within one hour after the Library opens the following day.
- 4 Hours, No Overnight Recommended selection for all media.
- 4 Hours, Overnight Items may be checked out four hours before Library closes and must be returned within one hour after the Library opens the following day.
- 1 Day - 24 Hours
- 3 Days - 72 Hours
- 7 Days - 168 Hours
- *If two or more faculty request the same book, the shortest loan period will be honored.
4. Provide title and author (if available) for all items. Create a title for materials developed for the class; such as tests, quizzes, lecture notes, etc. It might be helpful to specify a time frame or specific topic as part of the title. For example, an appropriate title might be Homework Solutions, 9/1-9/14.
5. Restrict list to required reading only. All items will be taken off at the end of the semester unless otherwise noted. Notification of ongoing need must be given two weeks before the end of the semester. Instructors are responsible for picking up their own materials. Due to copyright restrictions, photocopies of copyrighted materials may not be placed on reserve for more than one semester.
6. A completed and signed Reserve Course sheet is required for all Reserve requests. Reserve staff will retrieve books from the stacks throughout the semester. However, due to the high volume of material being processed during the first few weeks of each semester, it is highly recommended that all materials be submitted with the Course Reserve Sheets. Turnaround time during this period can be several days.
7. If an item is checked out, please include it on the course sheet, Reserve personnel will recall it for Reserve. Instructors should confirm with the Reserve department that all requested materials, whether Searches or Recalls, are on Reserve and available for check-out to their students by reviewing the Reserve lists in the Online Catalog or by calling the unit.
8. If an item is not owned by the library, please include the title and author/director on the course sheet. Reserve personnel will place a "rush" order for the item. Advanced notice is highly recommended for items that need purchasing. Depending on vendor availability, the item may or may not be received in time for use during the requested semester.
9. Course readers are acceptable provided that a statement is included from the copy center which created the reader that copyright permission was granted and applicable fees were paid.
Processing
All materials submitted to Reserve must be processed before they are available for student use and will be processed in order of their receipt. Depending upon the length of the list and the backlog of other items, it may take several days for a Reserve Course Sheet to be completely processed.
Items brought in right after a class cannot be immediately available and will be queued behind earlier requests.
The Library is not responsible for damage or loss of personal books, photocopies, etc. while they are in use on Reserve. Each item will be identified with Reserve tape, personal copy label and when applicable, copyright warning. Reserve staff does not pull and copy journal articles or text chapters. Photocopies must be submitted with the Reserve Course Sheets and must conform to the University Libraries' Copyright Guidelines and Restrictions.
To facilitate processing, a clean copy of all materials to be scanned for electronic reserves should be submitted on 8 ½ X 11 paper. The source information (title, author, publisher, and year) should be written on any excerpt from a book or journal. Failure to meet these requirements will result in a delay of processing and will move the submission to the back of the queue.
Copyright Restrictions (Including Chapters and Anthologies)
The University Libraries, in consultation with the University General Counsel, has adopted the following interpretation of the copyright laws as they relate to Reserve materials.
The Library may accept only one photocopy of any copyrighted item for one semester only. The item cannot be placed on Reserve again without written copyright permission, which the instructor is responsible for obtaining. An example of a permission request is available at Reserve or online. All photocopied items will be removed at the end of each semester unless permission had been provided to reserve.
A photocopy of one chapter from a single author or co-authored work or photocopies of not more than three chapters or articles from a collective work or periodical volume may be placed on Reserve over the course of a semester. Of these, not more than one article from each collective work or periodical volume may be on Reserve at the same time.
If the article is from an E-Journal/Database to which the library subscribes, up to three articles from the same e-journal/database source may be placed on reserve for multiple semesters without needing copyright permission. This applies only to E-Journals/Databases for which the library maintains a subscription.
Reserve files may not be used to create, replace, or substitute for anthologies, compilations or “course reading packets.” For this reason, each chapter, article, etc. must be listed as a separate file and not linked with others in a “packet” format, and conform to the Fair Use Guidelines listed above.
Video materials recorded from television may be placed on reserve one time only for a maximum of 45 days. Only one copy with a single program/segment on the tape is allowed. The recording cannot be placed on Reserve again without written copyright permission, which the instructor is responsible for obtaining.
For additional information, refer to the Questions and Answers on Copyright for the Campus Community (available at Reserve) and for Electronic Reserves Copyright policy information, see University Libraries' Policy for Electronic Reserves Access to Published Copyrighted Materials.
Which Library?
Materials will be placed on Reserve in the library which primarily serves the subject needs of the course being taught, unless the majority of the books on a specific course sheet would dictate otherwise. In such cases, materials will be placed on Reserve in the library which owns the majority of books on a specific Reserve Course Sheet. If a specific item is requested for Reserve in two libraries, it will be placed in the library which received the earliest request.
Transfers among the Reserve collections will be made only between semesters.
Journal and Reference Materials
Neither current nor bound library-owned journals may be placed on Reserve. A function of the Reserve files is to contain copies of needed articles to allow journals to remain on the shelf.
Reference materials will not be placed on Reserve for any course.
Interlibrary Loan materials will not be placed on Reserve for any course.
Duplicated copies of video recordings and recordings of class lectures will not be placed on Reserve for any course.
Number of Items
Faculty submitting lengthy lists may be asked to re-evaluate the need for each item listed.
Take-off Date
Unless otherwise indicated on the Reserve Course Sheet, all material will be taken off Reserve at the end of the semester. Materials must be removed from Reserve if an instructor is off campus for one or more semesters (including sabbaticals, leaves of absences, etc.)
Personal copies not picked up by the middle of the following semester will be placed in Lost and Found or donated to the Library.
