Course Reserves Policy and Procedures

UIW Libraries Course Reserves Policy

Pursuant to the federal Copyright Act (Title 17 of the United States Code), it is preemptively unlawful to reproduce, distribute, or publicly display any copyrighted work (or any substantial portion thereof) without the permission of the copyright owner. The statute, however, recognizes exceptions and limitations to the exclusive rights of owners including exceptions that are considered to be fair use, are for specific educational purposes, or are assistive to persons with disabilities. The UIW Libraries operate with the understanding that allowing limited holdings of duplications of copyrighted materials as part of its course reserves service requires that the usage be solely for the purposes of private study, scholarship, and research and in alignment with the guidelines of fair use and other sections of U.S. Copyright Law. UIW will always follow U.S. copyright law, and the policy is subject to change at any time to remain in compliance with U.S. copyright law.

General Information

UIW Libraries course reserves service allows faculty to place high-demand items, typically supplemental readings, at the Circulation Desk to help ensure item access to students enrolled in a specific course. Items can be coded as in-house use only or can be checked out of the library for a period of time specified by the faculty member. The system defaults include: overnight, 2-day and 1 week reserve item check out.

UIW Libraries uphold the standards of federal Copyright Act (Title 17 of the United States Code), regarding the exclusive rights of owners, the limitations on exclusive rights and fair use, and the rights granted as part of the First Sale Doctrine in relation to the Libraries’ course reserves service. The University of the Incarnate Word Libraries developed its policy based on the Code of Best Practices in Fair Use by the Association of Research Libraries (ARL).

All materials that are placed on course reserve, must be lawfully obtained copies.

Acceptable Materials

The types of materials that may be placed on reserve include:

• Books and audio/visual materials that are in the UIW Libraries’ circulating collection (Current semester only)
• Faculty personal items in support of the curriculum and research:
  • Textbooks (excluding consumables, sample tests answer sheets, etc.)
  • A photocopy of one (1) chapter or ten percent (10%) of a book whichever is less. (One semester only; additional semesters will require written permission from the copyright holder). See Stanford Libraries Proposed Educational Guidelines for Fair Use
  • A personal copy of an audio CD, CD-ROM, DVD, DVD-ROM in its original format that is lawfully obtained (no homemade copies or changed formats). (One semester only; additional semesters will require written permission from the copyright holder)
  • Photocopy of a journal article / book chapter the library does not hold in its collection for one semester without permission. Not more than one (1) article from a journal or one article by the same author may be placed on reserve for the same class during the same semester. (One semester only; additional semesters will require written permission from the copyright holder)
  • Faculty/Student works (including audio/video) and class notes may be put on reserve with written permission from the faculty/student.

Unacceptable Materials

• Libraries’ non-circulating collections (Reference, Special Collections)
• Books and physical media that belong to other libraries (obtained through interlibrary loan)
• Copies of anything not legally obtained
• Homemade recordings (duplications) from original audiovisual materials
• Homemade recordings of broadcast radio/TV programs that were aired more than 45 days before use
• Materials that will not be used during the current semester

• The library will accept personal copies in addition to the library copy if more than one copy is needed based on an expected number of users (see below).
• If personal items have been on reserve before, written permission from the copyright holders is required. In order to obtain permission from the copyright holders, please contact the publishers directly.
• Promotional materials, such as desk or review copies, must have publisher permission.
• Publisher statement must state the duration of permission.
• The library takes no responsibility for damage to or loss of faculty personal items.
• At the end of the semester, items are removed from reserve and will be available for retrieval. If personal materials are not picked up within a month, they will be sent to the faculty member’s CPO.

• Faculty must bring personal and library items they wish to have placed on reserve to the Circulation Desk at least two (2) working days before the items will be requested by students.
  • A Reserve Form must be completed and signed, detailing the items and their loan periods.
  • Faculty must also sign a Copyright Compliance Form.
• The library does not accept more than 30 items (print & AV) for each course.
• Number of copies on reserve:
  • The library will put additional copies of an item on reserve if the number of students enrolled in a course exceeds 25. For each extra 25 students, the library may add an additional copy if available.
• Items may be on reserve for two (2) hours, two (2) days, or one (1) week. Items on 2-hour reserve must be used in the library. Only faculty and students with a valid ID may borrow these items.
• Electronic Reserves:
  • While UIW Libraries do not currently offer electronic reserves, faculty are encouraged to consult the online teaching section of the UIW Library Guide on Copyright for instructions of how to use electronic resources in teaching.
• Librarians may be able to purchase non-textbook materials for the libraries’ collections and can help to identify if a digital version of the resource is licensed and available to UIW students and faculty. Please contact your liaison librarian for details.
• Faculty wishing to place items on permanent reserve, please speak with Circulation Staff.
• Please note that the library does not purchase textbooks for its collection. Textbooks, by their nature, are consumable materials.

For more information, contact the Circulation Desk staff.