TRUMAN STATE UNIVERSITY Pickler Memorial Library Truman State University

Reserve Policy for Faculty

General Policies/Procedures  |   Electronic Reserve  |  How to Obtain Permission

All materials submitted for reserve will be reviewed.  If the following criteria are met, submitted materials will be promptly processed and available for use.

Section 106 of Title 17, USC, states that the copyright holder has the exclusive right to use the material in whatever form, subject to limitation as set forth in Sections 107 through 118 (which include 'fair use' and exemptions for teaching and research).  While nothing in the law authorizes the use of photocopies on Reserve, it is deemed reasonable that the library acts as an extension of the classroom and the Agreement on Guidelines for Classroom Copying in Not-For-Profit Educational Institutions with Respect To Books And Periodicals may be applied.  The American Library Association's Model Policy Concerning College and University Photocopying for Classroom, Research and Library Reserve Use is also followed.

For more information on copyright, please see the Copyright at Truman page.

General policies/procedures:

1.  A minimum of two working days is required to place items on reserve.  Requests for reserve materials are processed in the order in which they are received.

2.  Reserve Request forms must be used.  They are available online and at the Library Service Desk.

3.  Only those items which contain REQUIRED readings may be placed on reserve.

4.  Items from other libraries cannot be placed on reserve.

5.  Materials owned by instructors will be accepted for reserve use.  However, the Library cannot be held responsible for the return of instructors' material or for their condition at the time of return.

6.  Course packs that have been prepared for sale in the bookstore will not be placed on reserve.

7.  Material on Reserve is listed in the Library Catalog,  searchable by instructor or course name.

8.  When material is taken off reserve the faculty member will be sent a statistical summary regarding the number of times each item was checked out.  This should be reviewed with consideration given to whether it should be placed on reserve again in the future.

9.   Reserve loan periods:  Books: 2 hour, 24 hour, or 72 hour;  Media items: 4 hour, 24 hour.

10.  Reserve overdue fines:  60 cents per hour; $14.40 per day per item.

Because of space limitations, there is a limit of 25 library books per class at a given time.  This will also ensure that no section of the collection is removed from general circulation at one time. 

Placing material on Reserve does not limit its use to students in that course.  It only limits the length of the loan period and restricts use to faculty, staff and currently enrolled students.

Media Items:
Videos or DVD's rented from businesses/stores cannot be placed on reserve.

Student work:
Student work may be placed on reserve provided a signed release has been obtained from the student.  This release form may be kept in the folder with the student papers, or if anonymity is required, the release forms may be kept in the Circulation Department office. A separate release form may accompany each student paper, or if several are to be placed on reserve at one time, several student signatures may appear on the same form.  

Electronic Reserve

Each course may have no more than a total of 12 electronic reserves on during the semester. 

Items placed on electronic reserve will be available through the Library Catalog by searching on the Instructor's name or the Course number via the Course Reserves link.   With 24/7 access, students will be able to read the documents online, save them to disk or network drive, print to their home printers, or charge and print to their network accounts.

Library staff will scan the document and make it available as a pdf file. Students will have access to the material using any computer (PC or Mac) connected to the Internet, with any current web-browsers (Microsoft Internet Explorer 4.0 or higher or Netscape 4.0 or higher) and the free Adobe Acrobat Reader. 

To access copyrighted material, students will log in with their campus ID (Banner number) plus tsu and PIN.  In addition, the library will assign a course password so that only students enrolled in a course will have access to materials on e-reserve for that course. This password will be given to the instructor to disseminate to his/her students. 

A minimum of three days is required for preparing material for e-reserve.  Advance notice should be given to ensure that material is available when needed.

Non-copyrighted material (old tests, class notes, homework solutions, etc., as well as items in the public domain such as some government documents, and works published before 1923) will be accepted for e-reserve if the submitted copy is clear and crisp. 


In accordance with the following guidelines, the Library will accept for reserve excerpts from copyrighted works in its collection.

1.  Each request must contain a legible notice of copyright which includes the title of the book/serial, copyright owner and date of publication.   For journal articles, include (clearly visible) the journal title, issue number, date and copyright holder's name.

2.  Not more than one article, chapter, short poem, story, essay, or two excerpts from the same author may be scanned, nor more than three from the same collective work or periodical volume during one class term.

3.  Scanning shall not be used to create, or to replace or substitute for, anthologies, compilations, or collective works. 

4.  There shall be no scanning of or from works intended to be "consumable" in the course of study or teaching.  These include workbooks, exercises, standardized tests and test booklets and answer sheets, etc.

5.  Articles available electronically through JSTOR, Project MUSE and other services can be linked to the reserve course.  Faculty can also make links to the articles in Blackboard or other class Web pages.  The library subscribes to these online services; therefore there are no problems with copyright. 

6.  If the library does not own the work, an electronic copy may be placed on reserve for one semester.  After that, written permission must be obtained from the copyright holder.  Obtaining publisher's permission to copy is the responsibility of the instructor, and a copy of the permission letter must be on file in the Library's Circulation Department. 

How to Obtain Permission

When use of photocopied material requires permission, complete and accurate information should be communicated to the copyright owner.  The American Association of Publishers suggests that the following information be included in a permission request letter in order to expedite the process:

   1.  Title, author and/or editor, and edition of materials to be duplicated.

    2.  Exact material to be used, giving amount, page numbers,
         chapters and, if possible, a photocopy of the material.

    3.  Number of copies to be made.

    4.  Use to be made of duplicated materials.

    5.  Form of distribution (classroom, reserve, etc.).

    6.  Whether or not the material is to be sold.

    7.  Type of reprint (ditto, photography, offset, typeset).

The request should be sent, together with a self-addressed return envelope, to the permissions department of the publisher in question.  If the address of the publisher does not appear at the front of the material, the Library's reference department can help you find the address.  The Association of American Publishers maintains a list of members with contact information for obtaining permissions.  Click here for an example of a permission letter.

The process of granting permission requires time for the publisher to check the status of the copyright and to evaluate the nature of the request.  In some instances, the publisher may assess a fee for the permission.  

*These are taken from Agreement on Guidelines for Classroom Copying in Not-For-Profit Educational Institutions with Respect To Books And Periodicals.  See the actual document for more information.

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