ELECTRONIC
RESERVE: GUIDELINES FOR FACULTY
Overview
The Electronic Reserve System (ERes) is designed to provide students
online access to digitized reserve materials.
All images are scanned in PDF format and requiring Adobe Acrobat Reader
for viewing materials. The user may
choose to search for reserve items by either the professor’s name of by the
four-letter code and course number.
After the image is presented on the screen, the user has the option of
reading it on the monitor, downloading it to a disk, or printing one copy. Due to copyright regulations, access to ERes
materials is limited by password protection.
What are the advantages of the Electronic Reserve System?
Who can submit material for ERes?
How do I prepare my materials for submission?
What information does the Reserve Office need in order to process my reserve request?
What types of materials may I place on electronic reserve?
What do I need to know about the processing of Reserve
materials?
When should I submit my Reserve Materials?
How long may materials remain on the Electronic Reserve System?
Will there still be a print reserve collection?
How do students gain access to the password-protected materials?
What is the copyright policy regarding Reserve materials?
Who do I contact if I have questions regarding the Electronic Reserve System?
What are the advantages of the
Electronic Reserve System (ERes)?
t For Students
§
More access points
both on and off campus: All networked computer stations within the
University Libraries and the Computer Labs can access ERes. Single copies of each item or selected pages
can be printed through networked printers.
Students with appropriate computer hardware and software at home can
access ERes from home, too.
§
Twenty-four hour
simultaneous access available: More than one student can read the same
article, or consult the same file, at the same time. Access is not limited to the number of physical copies, or by the
hours of library operation.
§
Multiple formats
for reserve materials: Students may either read materials online,
download or print the file or selected pages.
t For Faculty
§
Wider and multiple
access to reserve materials: No matter how large the class, all students
may access the material in a timely fashion.
Student will no longer have to compete with each other for one or two
print copies that are available in the library.
§
Less work for
professors and their assistants: When the ERes service is fully operational;
professors should be able to submit most materials electronically or via fax
without having to physically come to the library.
§
Better feedback on
usage: At the end of each semester, the Reserves staff can provide
faculty with a report for each class showing the usage of course reserve items
in ERes.
Who can submit
material for ERes?
t Any member of the faculty, staff or graduate assistant at Tulane University, who is teaching a class or conducting a seminar, may ask that their materials be placed on electronic reserve. An online request form is available here.
How do I prepare my materials for submission?
t
Complete a Howard-Tilton Memorial Library Reserve
Request form and send it along with a note requesting to participate in the
Electronic Reserves System.
t
General Guidelines
§ All materials will be archived at the end of the term on the last day of finals unless previously requested by the instructor to leave the materials on ERES for longer.
§ Only personal materials or those materials with copyright permission can be left on ERES for more than one term per academic year.
§
Page access statistics are available upon request.
§
Announcements and office hours can be displayed on the
course page.
t
Physical Copies
When supplying the physical copy to the Library, the following tips will improve the quality of the finished product and will expedite the processing of items for Electronic Reserves.
§ Completely fill out the ERes form.
§ Author and title clearly marked with full citation written on the first page.
§ Supply clean, first generation copies with no black margin.
§ Copies should be supplied on 8 ˝ x 11 paper
§ Leave at least a ˝ inch margin on all four sides.
§ Do not staple.
§ Be sure that all of the text is on the copy.
§ No holes.
§ Provide copy with the least possible shadow in spine. (Turn the book so that the copier light runs down the spine instead of across the spine)
§ Articles should be short enough to scan into reasonably sized PDF files.
§
Sorry, but images, video clips, or audio files cannot
be processed at this time.
t
Electronic Format
§ Materials may be submitted in the following formats: .pdf (Acrobat), .xls (Excel), .doc (MS Word), .ppt (Power Point), text, .gif, .jpg, and html.
§ Links to other sites can be added to course pages by providing the complete URL.
§ All articles or book chapters must come with complete citations.
§ Sorry, but images, video clips, or audio files cannot be processed at this time.
What information does the Reserve Office need in order to
process my reserve request?
t Basically, the information requested on the Library Reserve Request form is required regardless of the manner of transmission of materials.
t A complete bibliographic citation is required for each photocopy to be placed on Reserve. Reserve materials submitted without proper bibliographic information will be returned to the faculty member unprocessed.
What types of materials may I place on electronic reserve?
t Photocopied materials may be submitted for electronic reserve with the exception of any materials for which permission to mount on electronic reserves has been denied by the copyright holder.
t Due to file sizes and copyright restrictions, entire books or journal issues may NOT be added to electronic reserves. Library staff will remove books and entire journals placed on electronic reserve.
What do I
need to know about the processing of Reserve materials?
t Reserve materials submitted for electronic reserves will be available in electronic form within 48 hours of being submitted [Monday – Thursday] or by Monday at 5:00pm [Friday-Sunday]. Due to the turnover time required for electronic reserves, it is wise to submit materials well in advance.
t Materials handled by the library will be scanned and saved as PDF files following a predetermined naming system. Documents will be checked for completeness and legibility.
t Copyright permission will be sought as needed.
t The scanned files will be listed on a Library generated Course Reserve Documents Page for that course. The files will be listed by complete citation. If the articles are being referenced differently, please include that information when submitting them.
t The URL to the library-generated page will be emailed to the faculty, who can paste the link onto his or her Web Page.
t If additional documents are added as the semester progresses, they will be added to the page in the order received.
t At the end of the semester, all links will become inactive and the originals will be returned to the instructor.
t All electronic files will be removed from the reserve system at the end of each semester.
t Download and print the ERes Form here.
t Download and print the Traditional Reserve (books only) Form here.
When should I submit my Reserve
materials?
t Reserve materials may be submitted at any time. However, for Electronic Reserves, please submit your materials as early as possible.
t All reserve materials submitted one week prior to the first day of classes will be processed by the first day of classes.
t The library will keep the original paper copy on file for backup purposes until the end of the semester, when they will be returned via campus mail.
t Please take time to read about restrictions for copyrighted materials if you want to put these items on electronic reserve. Note: it may take longer than 48 hours for items longer than 20 pages to be made available, and most items will be put into image format rather than scanned using OCR software
How long may
materials remain on the Electronic Reserve System?
t Currently, we interpret Fair Use to mean that materials may be mounted one semester while copyright permission is requested. If, however, permission is denied, the material will be removed from electronic format.
t Materials protected under federal copyright law may remain on the Electronic Reserve System for one semester. If there materials are needed for more than one consecutive semester, copyright permission must be obtained from the publisher. The library will seek copyright permission of Electronic Reserve materials and pay reasonable royalties to the publisher. If materials are not needed for consecutive semesters, their use falls under the fair-use provision of the copyright law.
t Professor-generated materials such as exam files, notes, quiz files, course syllabi, and outlines remain on electronic reserve at the discretion of the instructor of the course.
Will there still
be a print reserve collection?
t
Yes, there will be a print reserve collection however
it will be limited to entire works which cannot be included in electronic
reserves due of copyright restrictions and other considerations. Therefore the print reserve collection will
be comprised of only complete books from within the library collection or
personal copies provided by professors.
How do students gain access to the
password-protected materials?
t Access to Electronic Reserve materials is be limited by password protecting the course page. All copyright protected material must be password protected. Instructors will set and provide a password to students in each of their courses; this will limit the use of copyrighted materials to those students enrolled in the class.
t Please Note: This password should be different from the instructor’s own administrative password, to protect the integrity of the instructor’s course materials, since the instructor’s password allows the archiving or deletion of materials.
What is the copyright policy
regarding Reserve materials?
t The Library will accept one copy of materials meeting “Fair Use” guidelines. Examples include an article from a journal or newspaper; chapter from a book, a short story, essay or poem; a chart or graph, diagram, drawing, cartoon, or picture from a book, periodical, journal, or newspaper, for reserve.
t “Fair Use” (no copyright permission required) includes non-copyrighted materials such as:
§ Course materials owned by the instructor, including exams, lecture notes, and syllabi.
§ United States Government documents.
t “Fair Use” also includes copyrighted material, such as:
§ 10% of a single book.
§ One article from a single issue of a journal.
t "Fair Use" in a reserve operation states that the first time an item is used by an instructor, for a particular class it falls under the "fair use" provisions of the copyright laws, whether on paper or electronic format. Permission, however, must be obtained from the publisher before any subsequent use.
t Instructors will need to ensure that copyrighted materials remain on reserve for a limit of one semester, or ask the Library to seek copyright permission from publishers for more terms. If the principles of Fair Use do not apply, and if the materials are not part of the collection, the Library will obtain copyright permission and pay reasonable copyright fees for Reserve materials.
t Only students enrolled in a course may access the copyrighted materials on reserve for that specific course; instructors must supply a password to class members for access. The reserve system we have chosen automatically allows for password protection to course material.
t Longer works, such as complete books or journal issues, will not be scanned for the reserve system due to file size and copyright protection. Other items that should not be used without obtaining copyright permission from the publisher include: workbooks or standardized test booklets, pre-printed course packs, and items duplicated form the internet that are assumed to be under copyright protection.
t A copyright notice will be displayed on each course web page. This notice is already part of the ERes system and is automatic for all course web pages.
Who do I contact if I have
questions regarding the Electronic Reserve System?
t Questions about Electronic Reserves?
Please email us at Eres@tulane.edu or call 862-8000, Ext. 1783.