Course Reserves - Guidelines for the Faculty

A library goal is to make reserve materials readily accessible to PLU students. Through electronic reserves, spatial and temporal options for access are increased. These guidelines have been written to assist faculty in submitting appropriate and copyright compliant resources for electronic reserves.

Click here to view general reserve policies and instructions for submitting print and media items.

Submitting eReserves

  • Submit your materials, in a format described below, at the library circulation desk or through email to ereserve@plu.edu

  • Fill out the Reserve Request Form and sign the Copyright Compliance Agreement. It is the instructor's option whether or not to place print copies of electronic items on reserve for student checkout.

  • Submit a list stating pertinent information such as the following:

    • The title of the reserve item.
    • An APA bibliographic formatted citation for each item, if applicable.
    • For links to articles in databases, copy the citation and identify the database.
    • For links to web sites, list the URL and appropriate identifying information.
    • A timeline when materials are needed to help prioritize the eReserve workload.

    See sample list

  • Complete the Reserve Addition form if materials are added to a course at a later date.

Copyright

  • In accordance with copyright guidelines, all eReserves are password protected and are available only to PLU students, faculty, and staff using their email username and password.

  • The Reserves Desk accepts material from faculty with the understanding that the faculty member has complied with the requirements of the copyright law.

  • It is the faculty member's responsibility to perform the copying, and to do so in compliance with the law.

  • Library personnel will NOT make determinations as to the legality or illegality of a particular photocopying job.

  • Faculty members will be asked to sign a Copyright Compliance Agreement for every term copyrighted materials are used for a course.

  • Copyrighted reserve materials will be withdrawn at the end of each semester unless a new Copyright Compliance Agreement is signed by the instructor and submitted to the Reserves Clerk before finals week.

  • A full citation including source, copyright date, and publisher must be noted on the first page of each item, if applicable.

  • The following sources are provided to assist faculty in determining copyright compliance.
  • Sample letters of permission are available for materials used beyond the Fair Use Guidelines.

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Limitations and Priorities

  • eReserves should be required readings only. Submit supplemental readings in paper format for checkout.

  • Faculty priority should be given to sample tests, course handouts, syllabi, lab manuals, and other materials developed by the instructor.
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Deadlines

  • Materials required for the first three weeks of a new term:

    • Materials to be scanned: 3 weeks (excluding holidays) before the beginning of each new term.

    • Materials in electronic format: 10 working days before the beginning of each term.

  • Materials required after the third week of a new term or subsequent materials to be added to a course:

    • Materials to be scanned: 7 working days.

    • Materials in electronic format: 3 working days.

Reserve material submitted after the deadlines will be processed as soon as possible; however, there will be no guarantee the material will be available online to students when needed

Note: these deadlines are necessary to process course materials for over 100 instructors per term.

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Formats Accepted

  • As attachments to e-mail messages sent to ereserve@plu.edu

  • On disk - Word, Excel, Powerpoint Documents, or PDF (Portable Document Files).

  • As photocopies to be scanned.

Please keep in mind that materials in electronic format require less processing time and will be available to students in a much shorter time span than materials that require scanning.
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Preparing your eReserves

Because of downloading and printing considerations, articles should not exceed 20-25 pages in length. If this is unavoidable, please indicate how the article could be divided into short segments. Students will then access the article as Part 1, Part 2... under the title.

Material submitted in electronic format:

When sending materials electronically, please remember to fill out a Reserve Request Form and send to the Reserves Desk.
  • E-mail - as attachments to messages with all pertinent information to ereserve@plu.edu

    • Tests, handouts, notes should be sent as separate attachments clearly labeled with instructor name(s), course name and number, appropriate titles, page numbers such as page 1 of 5, etc.

    • Include a listing of materials sent

    • Do not send to a personal email address. Please send to ereserve@plu.edu

    • Receipt of all email messages with eReserve attachments will be acknowledged within two working days. If not acknowledged by return email, please speak personally to a staff member at x7175, x7501, or x7502.

  • Disk - as Word, Excel, or Powerpoint documents or PDF (Portable Document Files) clearly labeled with instructor name(s), class name and number, appropriate titles, and page numbers.


Material submitted as photocopies:
  • As with print reserves, submit materials in file folders in the manner you wish them to be checked out.

  • Materials should be clear photocopies on white paper, not to exceed 8 1/2" x 14."

  • Copies should be in the best condition available, with 1/2" white borders to prevent omission of any text or image.

  • Generally, photocopied photographs do not scan well. Please indicate whether they may be omitted to reduce file size.

  • Charts, graphs, drawings with dark backgrounds may not scan well.

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Titles from Library Databases

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Multimedia Online

  • As streamed audio and video files are available to students through Sakai only, instructors must set up a Sakai course account.
    Click here for help in creating a Sakai course. Adding your Reserves Specialist to your course as a Teaching Assistant will enable her to post the files to your course.

  • Students accessing the audio and video files through Sakai from off campus will require the latest version of Windows Media Player (Series 9) which is a free download at

    http://www.microsoft.com/windows/windowsmedia/download/default.asp

  • Instructors are encouraged to minimize the time frame selections are available and to address the spirit of the Digital Milennium Copyright Act. For further information click on the UT System Crash Course in Copyright.

    • Audio Submissions
      • Submit your audio files on a CD
      • Clearly list title of CD, the tracks to be copied and the manner in which they should be titled

    • Video Submissions
      • Submit your VHS tape with the clip range (start number - end number) you would like extracted.
      • Submit your DVD with the required scene selection number.
      • As this is still a pilot project, clips must be short (no more than 5-6 minutes in length, but time is negotiable.
      • One limitation: streaming video is available only on campus or for off-campus broadband, DSL connections

  • Submit materials to the Reserves Specialist (located in the Technical Services Dept of the library). To set up an appointment time, please email allanjr@plu.edu or call Janet Allan at x7175

  • It is imperative to submit material early, at least three weeks ahead of time if the material is needed by the first three weeks of a semester. After this peak time, processing will be expedited

  • Selected computers at the library and UC lab are equipped with headphones and are available for student use

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