Reserve Policy and Copyright Information

Reserve Policy and Copyright Information

Kent State University Libraries Reserves Policy

University Libraries (UL) provides access to both print and electronic reserves. Reserve Services' goal is to insure that required or supplemental reading materials are available and accessible to students in an expedient manner, while complying with United States Copyright Law and applicable guidelines.

Quality of Materials

  • Submission of good-quality copies, such as original or first-generation scans or photocopies, is highly recommended for better screen viewing and faster processing.  All submitted materials are returned to faculty after processing is completed.  Every effort is made to return all materials in their original condition.  However, circumstances may prevent the return of the materials in their original condition because of spiral binding, binding becomes loose, heavy duty staples, etc.

Required Lead Time for Processing

  • Requests are processed on a first-come, first-served basis.  Please allow a minimum of one week for processing.  Every effort will be made to accommodate all requests in a timely manner.  Because of the high volume of reserves traffic at the beginning of each semester, faculty are encouraged to submit materials as early as possible.

Required Forms

  • To expedite processing of requests, appropriate forms need to be filled out for each course and for all materials.  Forms must be accurately completed with required information, including course and course number, course section number, call number, etc.  Forms that are submitted with copies of library books, journal articles, books, etc. are processed with minimum delays.  Incomplete forms will delay processing. 
  • Faculty are encouraged to submit their reserve requests using Ares.  
  • Print forms are available in the Reserve Services Office.

Copyright Guidelines, Fair Use, and TEACH Act

  • In accordance with the standard Copyright practice, up to 30% of the total page count will be copied and placed on electronic reserve. If curricular needs exceed this amount, faculty have the option to place a Kent State University Libraries' material or personal copy of the original book on reserve.
  • UL may consider placement of copyrighted materials on electronic reserves as fair use or as compliant with the TEACH Act under United States Copyright Law. Multiple uses of the same materials for the same course may require copyright clearance. Some materials, including multimedia, may require copyright clearance prior to being placed on reserve.
  • Staff reserves the right to decline requests judged to exceed fair use or TEACH Act exemptions of U.S. Copyright Law.  Reserve Services will routinely monitor this policy and make every effort to ensure that UL is in compliance with U.S. Copyright Law, applicable guidelines, and best practices.

Copyright Clearance Fees

  • Reserve Services makes every effort to minimize copyright clearance costs.  For example, links to licensed full-text electronic resources may be provided in lieu of uploading a PDF.  This reduces copyright costs but may require students to authenticate for off-campus access.
  • UL will pay up to $500 in copyright clearance fees per semester, per course, regardless of the number of faculty teaching, the number of course sections, or student enrollment.  Student enrollment for each course is required for Reserve Services staff to determine copyright fees.  This amount is subject to change by UL at any time.  Faculty will be notified if their copyright clearance fees are approaching or exceed $500.
  • Academic units are responsible for copyright clearance fees that exceed $500 only if the faculty member chooses to maintain those materials on Reserve.  Subject Librarians are available by appointment to assist in locating alternative, similar materials with lower or no copyright clearance costs.

Copyright Clearance Denials

  • Reserve Services staff will notify faculty via email or telephone regarding refusal of the publisher to grant copyright clearance.  After faculty are notified of copyright denial, material will be removed from the course.  Faculty may discuss other options with Reserve Services or seek the assistance of Subject Librarians in locating alternative materials.

Original Works by Faculty

  • Faculty authorship does not automatically indicate faculty copyright ownership of articles published in scholarly journals or of chapters contributed to books or encyclopedias. Reserve Services will seek copyright permissions unless proof of ownership can be provided.

Original Works by Students

  • Kent State students own the copyright to any original works produced for classes.  These materials are subject to the same copyright guidelines as published materials.  UL requires copyright permission in the form of a waiver to be signed by the student after the first semester's use or if the amount of the material is judged to exceed fair use.  If no copyright permission is obtained by faculty from students, faculty may be held liable for copyright infringement.  For more information, see Copyright for Student Authors.



  • UL has implemented a new course reserves management system called Ares.  A system worked out with Campus IT to have Banner update course registration into Ares system nightly.  Ares requires your Flashline and password to login.  If you are not registered for a courses (students), not teaching courses (instructors) or not a course proxy, you will get a create an account page when you login.  It will require you to fill in you name, email, ststus and Flashine ID.  The Reserve Services staff will need to clear the request before you can access any courses.

Portable Document Format (PDF)

  • Most documents will be converted to PDF files that can be viewed and printed across computing platforms (e.g., Windows and Macintosh).  Other file formats may be submitted, including image files such as gif, jpeg, etc. Links to licensed full-text electronic resources may be provided in lieu of uploading a PDF; this may require students to authenticate for off-campus access.

Access to Inactive Courses

  • Ares provides faculty with both their past and future courses and materials.  Students will not be able to see their electronic reserve materials until one week before class starts and lose access after finals week. Reserve Services can provide only bibliographic citations for course materials.  Materials may be obtained at the Library, OhioLINK, or through Interlibrary Loan.  

Electronic Books

  • Electronic books can be placed on electronic reserves only in the form of links.  Some electronic books require "checkout" in order to view, or there may be restrictions regarding simultaneous users and checkouts. Links to individual chapters may not be technologically possible.  Many electronic book sites require students to authenticate for off-campus access.

Off-site web links

  • As part of electronic reserve, Reserve Services can include links to web sites.   Ares has a link checker which will report a broken link.  Faculty will be contacted and asked for current or alternative links.


  • For requests to place streaming video or other media material on electronic reserve, faculty are asked to contact Reserve Services. These requests require a minimum of two weeks processing time.

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Library or Personal Copies of Materials

  • Physical materials (books, DVDs, etc.) may be placed on print reserve if they are owned by Kent State University or by the faculty. There is no limit placed on the number of physical materials on reserve per course.  Personal copies will be labeled, barcoded, and sensitized to meet library system and security requirements.  Copyright clearance is not required for physical materials placed on print reserve. Several loan periods exist to suit the needs of the course or material type.

Extended Check-out of Reserve Materials

  • Faculty who wish to check out materials on reserve for use in class are asked to contact Reserve Services to arrange extended loan periods.  Students must contact course instructors for permission for extended loan periods. If materials are on reserve for more than one course, extended loan periods may not be granted.

Reference and Special Collections Materials

  • Materials in the library's Reference Collection or in Special Collections will NOT be placed on reserve.  Second copies purchased especially for reserve or personal copies may be placed on reserve instead.

OhioLINK, Interlibrary Loan Materials, Course Packets

  • Materials borrowed through OhioLINK or Interlibrary Loan will NOT be placed on reserve. Materials may be purchased for reserve instead.  Course packets cannot be placed on reserve either.  Instructors may want to consider having the individual readings placed on electronic reserve.

Purchasing Requested Materials

  • Materials can be ordered by faculty to be placed on reserve by contacting the appropriate Subject Librarian. Faculty should notify Reserve Services regarding the purchase to facilitate processing.

Community Borrowers/Alumi use of Reserve Materials

  • Community borrowers and alumi are permitted to check out reserve materials as long as they have an accutal account that can be verified and materials are not in high demand.  

Removing Materials

  • Faculty may request to have their materials removed or inactivated from reserve at any time during the semester by notifying Reserve Services. Reserve Services staff will remove materials from reserve due to lack of use by students. Personal copies of materials will be returned to the faculty via campus mail, unless other arrangements were made in advance with Reserve Services.