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Kent State University

University Libraries

Main Library Reserves Policy

Effective Fall 2009


University Libraries (UL) provides access to both print and electronic reserves.  The UL Reserves Policy establishes limits on the number of photocopied or digitized materials placed on reserve. 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 Guidelines.


Limits on Number of Materials

A limit of 50 copyrighted materials will be accepted for placement on either print or electronic reserve per semester, per course, regardless of the number of course sections.  Faculty have the option to place materials on reserve as a combination of print and electronic reserves (e.g., 20 materials as print and 30 as electronic reserves).  Materials will not be duplicated on reserve in both print and electronic formats. 

Faculty requiring over the limit of 50 copyrighted materials (e.g., journal articles or book chapters) for a course are urged to consider ordering course packets through Campus Copy Connection (call 330-672-2679 or order online at

Quality of Materials

Submission of good-quality copies of materials, such as original or first-generation photocopies, is highly recommended for better monitor 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.

Copyright Guidelines, Fair Use, and Copyright Clearance Fees

In accordance with the standard Copyright Guidelines, up to 10% of a work or 2,500 words, whichever is less, will be copied and placed on print and/or electronic reserve.  If needs exceed this amount, faculty have the option to place a Kent State University Libraries' material or personal copy of the original print material on reserve.


UL considers placement of copyrighted textual materials on print or electronic reserves as Fair Use under United States Copyright Guidelines ONLY during the first semester the materials are used for any given course.  Subsequent use of these materials for the same course will require copyright clearance.  After the first semester's use, UL will request copyright permission for all copyrighted materials (journal articles, book chapters, etc.) regardless of format.  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 exemptions of the Copyright Guidelines.  Courses for which materials are placed on reserve must be listed in the Kent State University Schedule of Classes.


UL will pay up to $300 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 to assess copyright fees.  This amount is subject to change by UL at any time.  Faculty will be notified if their copyright clearance fees are approaching $300.  For further copyright information, see ELECTRONIC RESERVE and PRINT RESERVE below.  Reserve Services will routinely monitor the effectiveness of this policy and make every effort to ensure that UL is in compliance with the Copyright Guidelines. 


Departmental Responsibility for Copyright Clearance Fees Exceeding $300

Academic units are responsible for copyright clearance fees that exceed $300 only if the faculty member chooses to maintain those materials on reserve.  Liaison Librarians are available by appointment to assist in locating alternative, similar materials with lower or no copyright clearance costs.


Copyright Clearance Denials

Reserve Services 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 Liaison Librarians in locating alternative materials.


Original Works by Faculty

Reserve materials created by the individual faculty for which the faculty owns copyright (e.g., syllabi, course outlines, lecture notes, exams, etc.) will NOT be limited to 50 materials.


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 This is a link to a Portable Document Format (PDF) file to be signed by the student after the first semester's "fair 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 This is a link to a Portable Document Format (PDF) file.



1.  Portable Document Format (PDF)

Most documents will be converted to PDF files (portable document format) 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.


2.  Passwords

Course lists and contents are password protected to help abide by Copyright Guidelines.  Passwords are changed each semester by Reserve Services.  Passwords will be provided only to course faculty and students currently enrolled in the course.


3.  Access to inactive courses only

Due to the standard Copyright Guidelines, Reserve Services cannot provide access to the materials in inactive courses or courses not currently being taught.  However, lists of bibliographic citations for course materials will be provided.  Materials may be obtained at the Libraries, through OhioLINK, or via Interlibrary Loan. Faculty wishing to review their inactive course and its materials should contact Reserve Services.  Demonstrations of Electronic Reserves to accreditation teams should be arranged with Liaison Librarians.


4.  Access to other faculty member's courses

If a secondary faculty wishes to access a primary faculty's active course, it is the secondary faculty's responsibility to contact the primary faculty for course access approval.  Reserve Services will require approval directly from the primary faculty who established the course.


5.  Full-text Content in HTML Format

To decrease copyright clearance fees and processing time, every effort will be made to search for electronic materials in PDF licensed for electronic reserve use.  If  PDF files are not available, HTML files, which may not contain graphical content (photographs, tables, charts, etc.) will be used only with the faculty's approval.  Faculty will be notified via email or telephone regarding the HTML files and the date when the file format change will occur.


6.  Electronic books

Electronic books can be placed on electronic reserve pages only in the form of links via the KentLink System.  Some electronic books require "checkout" in order to view, and simultaneous checkouts may be restricted.  Links to individual chapters may not be technologically possible.  Most electronic book sites require remote authentication for Off-Campus Access In Library Resources.


7.  Off-site web links

As part of electronic reserve, Reserve Services can include links to Web sites.  However, off-site links on electronic reserve pages are not routinely tested.  If off-site web links are reported to Reserve Services as non-working, faculty will be contacted for current links.


8.  Multimedia

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. Please refer to the Policy on Copying Multimedia Resources for Course Reserve.


9.  Distance Learning

Because UL is actively seeking to provide support for distance learning (DL) through Electronic Reserves, exceptions to select sections of the above policy may be made for DL courses as allowed by the TEACH Act.  To discuss special arrangements, please contact Reserve Services.



1.  Library or personal copies of books

Books may be placed on print reserve if they are owned by Kent State University or by the faculty placing them on reserve.  There is no limit placed on the number of library-owned or personal copies of books 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 books placed on print reserve.


2.  Disclaimer form for personal copies

A faculty member wishing to place personal materials on print reserve will be required to sign a "Reserve Services Material Responsibility Disclaimer Form This is a link to a Portable Document Format (PDF) file" indicating the library cannot be held liable for loss, theft, mutilation, or damage to materials. 


3.  Faculty check-out of books on reserve

Faculty who wish to check out books or other print materials on reserve for use in class are asked to contact Reserve Services to arrange extended due dates so that other patrons wishing to use those materials can be informed of the expected date of their return.  If the books are on reserve for more than one course, extended due dates will not be granted.


4.  Ready-Reference and Special Collections Materials

Materials in the library's Ready-Reference section 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.  

5.  OhioLINK or InterLibrary Loan MaterialsMaterials borrowed through OhioLINK or Interlibrary Loan will NOT be placed on reserve due to OhioLINK policy.  Materials may be purchased for reserve instead.

6.  Purchasing Materials

Materials can be ordered by faculty to be placed on reserve by contacting the Library Representative for the respective department.  Faculty should notify Reserve Services regarding the purchase to facilitate processing.


7.  Removing Materials

Faculty may request to have their materials removed or inactivated from reserve at any time during the semester by notifying Reserve Services.


8.  Maximum copies of reprints

For reprinted materials such as journal articles, book chapters, lecture notes, etcetera, a maximum of three copies of each reprint will be accepted, one copy for every ten students enrolled in a course.


9.  Conversion of print to electronic reserves

Faculty are encouraged to convert photocopied reprints on print reserve to electronic reserve, as allowable by Copyright Guidelines.


10.  Print Reserve Loan Types


  • 2 hour reserve loan

Reserve materials are checked out for two hours and stays in the library.  Materials can also be checked out overnight one hour prior to the library's closing and due the following day when the library opens.  Materials are renewable unless they are in high demand by other patrons.

  • 2 hour no overnight reserve loan

Reserve materials are checked out for two hours and stays in the library. Materials cannot be checked out of the library.  Materials are renewable unless they are in high demand by other patrons. 

  • 1 day reserve loan

Reserve materials are checked out for one day.  Materials are renewable after a 24 hour waiting period and on first-come first-serve basis.


  • 3 day reserve loan

Reserve materials are checked out for three days.  Materials are renewable after a 24 hour waiting period and on first-come first-serve basis.


  • 7 day reserve loan

Reserve materials are checked out for seven days.  Materials are renewable after a 24 hour waiting period and on first-come first-serve basis.

NOTE:  Materials used by two or more faculty or courses will default to a 2 hour reserve loan with no overnight loan.  Extending the reserve loan periods at check-out are not permitted without the course faculty's approval.