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Guidelines for Putting Materials on Reserve

Items must either be owned by the library or be your personal copy. Items obtained via Interlibrary Loan cannot be put on reserve. The library will rush order items we do not own, but even with a rush order the item may not arrive in time for your course needs. Please contact your subject liaison librarian if you would like an item ordered. Course packs cannot be put on reserve – they must be purchased by students enrolled in the course. While we make every effort to secure instructors’ personal property, the University Library cannot assume responsibility for or replace personal copies of books and other materials lost or damaged by students. Per its Collection Development policy, the University Library does not purchase textbooks for the general collection or course reserve. Faculty requesting the purchase of materials for the University Library should contact their subject librarian. (Internal use: In some instances, the Library will purchase single copies of materials for the collection that can be placed on reserve IF THE MATERIAL FALLS WITHIN THE LIBRARY’S COLLECTION DEVELOPMENT POLICIES).

What can be placed on print reserve?

  • Physical copies of books, audio CDs, or videos can be placed on reserve.
  • A maximum of 40 physical items may be placed on print reserve per semester. At the end of the semester all items will be removed from reserve and re-shelved or returned to the instructor.
What can be placed on electronic reserve?
  • Electronic versions of journal articles
  • Parts of books
  • Course notes, exams, problem sets, etc., to which you own the copyright. (Please submit in PDF or Word format.)

How to Submit a Request

Step 1

For an Electronic Reserves request, review the Board of Regents Policy on the Use of Copyrighted Works in Education and Research and, if you are using electronic reserves, review the Additional Guidelines for Electronic Reserves.

Before submitting a reserve request, you must determine under what circumstances each item can be placed on electronic reserves.

  1. Check to see if the library licenses a database that provides an electronic version. Use the Electronic Journal Locator or, for a book, check GIL. If you would like help determining if an item is licensed, please send the citation to libreserves@langate.gsu.edu.
  2. Determine if the item is in the public domain. Books published prior to 1923 and federal government documents fall into this category. Some items released under a Creative Commons license may permit course use – you must read the license to determine if electronic reserve is a permitted use.
  3. Use the Board of Regents Fair Use Checklist as a tool to help you determine if your use of the item for the course is considered fair use.
    • Typically, your use should be limited to no more than 10% of a book with no chapters or fewer than 10 chapters, or for a book of 10 or more chapters, 1 chapter. If you are using pages from several different chapters, look at the average number of pages per chapter in the book and limit your excerpts to no more pages than that average.
    • If you want to use more than 10% or 1 chapter, contact the Office of Legal Affairs (404-413-0500) to discuss your situation. You will need to determine if digital permission for the item is readily available.
    • You must print and save a copy of the completed checklist for your records.
  4. If none of the above options apply, you must obtain permission to use the item. Permissions can generally be obtained from the Copyright Clearance Center or from the copyright holder (generally the publisher). Evidence of permission must be submitted to the library with your reserve request.

Step 2

Submit print and electronic reserve requests via the Reserves Request Form. NOTE: Requests must be made using this form.

Please provide all information requested on the Reserve Materials List form, including complete call numbers and complete bibliographic information. Please make sure that the way titles are noted on your syllabus is consistent with the way they are noted on your reserve request. Personal copies of books or other material will have in-house call numbers assigned when they are processed for reserves.

Reserve requests are processed as quickly as possible, and in the order in which they are received. Complete citations and early submission of requests help speed processing.


Material received from you... Will be processed by the Library...
By the posted deadline By the first day of the next semester
During the first three weeks of the semester Typically within 12 business days
After the third week of classes Typically within 5 business days

A course page is created for every course with reserve materials. Your course page will be created, and you will be contacted and asked to review the page.

Your course page will automatically be password protected if it contains digitized copyrighted material. The password will be included in a confirmation e-mail that will be sent to you once the course page is created. You may distribute this password ONLY to the students enrolled in this class.


Integrating Reserves into Desire2Learn

To integrate reserves into your course site, you can create a link on the Desire2Learn section for the class.

  1. Go to http://gsu.docutek.com
  2. Click on Electronic Reserves and  Reserves Pages
  3. Search for your course page and click on the appropriate class
  4. When the copyright agreement page opens, do not click accept. Do not enter a password. Copy the URL from the URL bar at the top on the copyright agreement page 
  5. Open the D2L course page where you want to add the link and use the “create a link” option to add the link to your course. 
    • You will need to provide the ERes course password to your class

Please contact Desire2Learn support if you need assistance with integrating reserves into Desire2Learn.