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Library Policies and Procedures: Course Reserves

Reserve Policy

About Course Reserves –  For Faculty
Items that can be placed on Reserve
  • Purchased or licensed materials that are part of the library’s collection or materials owned by the faculty member.
  • Materials in the public domain
  • United States government documents
  • Lecture notes, class syllabi, homework assignments/solutions, sample tests (anything in which you are the sole owner of copyright)
  • One chapter from a book
  • One article from a periodical issue
  • A hardcopy of an Internet resource
  • A short essay, short story, short poem, chart, graph, diagram, drawing
  • Student projects or papers
  Personally owned materials will be accepted for Reserves with the understanding that items are placed at owner’s risk and that items will be minimally processed with barcode, etc.  Reference books, entire periodicals, and items from special collections will not be placed on in-house reserve because these items are always available in their specific collections.  Information from these sources may be placed in E-GIL Reserves in accordance with this policy.
  Not all materials that look like U.S. government documents are published by the government.  Look for a copyright statement to determine if the material is protected or public domain.
  Fair Use Guidelines should be consulted when copying portions of a material to see if portions copied compared to the whole of the work would be considered Fair Use.  For more information about Copyright, visit Cornell’s Legal Information Institute.
Items placed on Reserve that require Copyright Permission 
  • One chapter of a book for more than one semester
  • One article from a periodical issue for more than one semester
  • A hardcopy of an Internet Resource for more than one semester
  • A short essay, short story, short poem, chart, graph, diagram, drawing, picture taken from a copyright protected material for more than one semester
  • Student projects or papers for one or more semesters
  • Multiple articles from one periodical issue for one or more semesters
  • Multiple chapters from a book for one or more semesters
Items that cannot be placed on Reserve
  • Interlibrary loan items or materials borrowed from other libraries
  • Copyright protected materials intended for the creation of anthologies as basic text material for a course
  • Full-text articles from electronic resources
Articles from electronic resources that are licensed to Dalton State College may be made available to students by access number or by capturing the article’s permanent link.  Librarians will assist faculty in identifying this information that can be used in the creation of online reading lists.  If desired, a copy of licensed material can be placed on Course Reserve.
About Course Reserves – For Faculty – Seeking Permission
Use the information below to assist you in getting permission and for general information on Copyright.   Items that require copyright permission cannot be placed on Reserve until documentation of permission is provided.
Sample Permission Letter – The publisher / copyright owner will need you to provide complete citation information.  You can  customize this letter to your needs.  See Sample Permission Letter below. 
Copyright Clearance Center – The Copyright Clearance Center has authority to grant permission for duplication and use of many publications.  The CCC will collect fees on behalf of the copyright owner.  Visit their site for more information.  http://www.copyright.com 
Additional Copyright Information Sites:
University System of Georgia Regent’s Guide to Understanding Copyright http://www.usg.edu/admin/legal/copyright/index.phtml 
Stanford University Libraries Copyright & Fair Use http://fairuse.stanford.edu/ 
University of Texas System – Crash Course in Copyright http://www.utsystem.edu/OGC/IntellectualProperty/cprtindx.htm 
{SAMPLE PERMISSION LETTER} Date:_____________________
Permissions Department
Publisher Name
Publisher Address
To Whom It May Concern:
I would like to obtain permission to make copies and place on Library Reserve the following items to be used at Dalton State College, Dalton, GA.  Access will be limited to currently enrolled students.
Book / Journal Title / Internet Resource Book edition / Journal Issue / URL
Author’s Full Name Book Chapter / Article Title
Copyright / Publication Date ISBN (Books) / ISSN (Journals
Pages _______________            Volume ________________
Course Information
Name and Course #
Expected Class Size _________________ Requested Semester ________________
Used in future semesters Yes____ No_____
Number of copies to be placed on Reserve______________________
Name and Contact Information – Course Instructor_____________________________________
I would appreciate any redirection to the holder of copyright for this material if you are not that person.  Copies will include notice of copyright.  I have included a self-addressed envelop for your convenience.  Thank you for you timely consideration of this request.
The above request is approved, subject to the conditions noted here.
Permission Granted
Permission Granted with Restrictions

Placing Items on Reserve

Procedures for Placing Items on Reserve
1. Read the About Course Reserves – For Faculty – Items that can be placed on Reserve if you have any questions.
2. Bring library owned or personally owned materials as well as Reserves Requests forms to the Roberts Library Circulation Desk.  Faculty may also talk with Laure Raper at ext. 4583 about their Course Reserve requests.
3. Items that are duplicated and are copyright protected will need complete citation information and a copy of the original copyright information page.  (This step is often overlooked but is required to be in compliance with Fair Use Guidelines). See form for more details.
4. If the item is part of the library collection, it may remain on Reserve as long as the item is being used.  Be sure to indicate if the item is intended to stay on Reserve beyond its initial semester placement.  Copies of items that are copyright protected will be removed from Reserves without permission beyond the initial semester.  Faculty are responsible for obtaining and providing documentation of copyright permissions.
5. Certain library materials will not be placed on Reserve because they are in-house circulation only and are always available.  Items in this category are Reference works, Special Collections, and whole issues of periodicals.
6. Please allow 3 working days for Reserve items to be processed and before you tell students that they are available.  A library staff member will contact you if materials are available earlier so that you can alert your students.



Course Reserve Form

Course Reserve Request Form
Please fill out a form for each item that you want on Reserve and allow three working days for items to be processed before sending students over to access materials.  All requests will be processed in the order in which they are received.
Date of Request________________________
Instructor Name________________________
Contact # _____________________________
E-mail Address_________________________
Course Name and Course #________________
Beginning Date_________________________
Date item to be made available
Ending Date____________________________
Date item no longer needed on Reserve
Circulation Period (In-House Reserves)
Library Use Only
One Day
Three Days
Seven Days
Full Citation Information for Item 
(See Below)
Call Number
(Please indicate here if this is a personal item.  Please read About Course Reserves – For Faculty regarding personal materials).
Complete Citation Information Needed:
Books – author, title, year of publication, edition if applicable
Internet Source – title, author/organization, date, URL
Media Item – producer, title, year of production
Book Chapters – author, title, chapter author (if noted), title of chapter (if noted), page numbers, year and edition of publication.  If providing copy of chapter, please include a copy of the Copyright information page of source.
Periodical Article – periodical title, article author, issue number and date, article title, page number.  If providing copy of article, please include a copy of the Copyright information page of source.