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Kent State University
Libraries & Media Services
Main Library Reserves Policy
Effective Fall 2006
Libraries and Media Services (LMS) provides access to both print and electronic reserves. The LMS Reserves Policy establishes limits on the number of photocopied or digitized items 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 Law (Title 17, United States Code).
1. Material Limit and Format
- A maximum of 50 copyrighted reprints
A limit of 50 copyrighted reprints will be accepted for placement on either print or electronic reserve per course, per semester. Faculty have the option to place reprints 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 reprinted copyrighted materials for a course are urged to consider ordering course packets through Campus Copy Connection at 330-672-2679 or orders@campuscopyconnection.com.
- Quality copies of submitted materials
Submission of good-quality copies of course materials, such as original or first-generation photocopies, is highly recommended for better monitor screen viewing and faster processing. All materials are returned to instructors after processing is completed.
2. Lead Time and Required Forms
- First-come, first served basis
Requests are processed on a first-come, first-served basis. Please allow 1-2 weeks notice for processing. Every effort will be made to accommodate all requests in a timely manner.
To expedite processing of requests, appropriate forms need to be filled out for each course and for all materials. Forms that are submitted with copies of library books, journal articles, books, etc. are processed with minimum delays.
3. Copyright Law: Fair Use, Clearance, Fees, and Denials
- Copyright Law and 10 percent of a work or 2500 words
To abide by the Copyright Law, only 10% of a work or 2500 words, whichever is less, can be copied and placed on print and/or electronic reserve. If needs exceed this amount, instructors have the option to place a KSU Libraries or personal copy of the original print material on reserve.
Placement of copyrighted materials on print or electronic reserves is considered “Fair Use” under U.S. Copyright Law ONLY during the first semester the materials are used. Subsequent use of these materials will require copyright clearance.
- Right to decline requests
Staff reserves the right to decline requests judged to exceed Fair Use exemptions of the Copyright Law.
- Copyright clearance regardless of format
Subsequent to the first or initial semester’s use, LMS will request copyright permission for all copyrighted reprints (journal articles, book chapters, etc.) regardless of format. Some materials may require copyright clearance prior to being placed on reserve.
- Copyright clearance costs covered by LMS
LMS will absorb up to $300 in copyright clearance fees, per course section per semester, regardless of the number of instructors teaching the course. This amount is subject to change by LMS at any time. Every effort is made to help reduce the costs of acquiring copyright clearance for these items.
- Departmental responsibility for copyright clearance costs
Reserve Services will notify instructors via email or telephone regarding copyright fees over $300. Academic units are responsible for copyright clearance costs that exceed $300, if the instructor chooses to maintain those materials on reserve. Liaison Librarians with subject expertise are available to assist in locating similar materials with lower copyright clearance costs. See Liaison Librarians by Subject Area  .
Reserve Services will notify instructors via email or telephone regarding copyright owners’ denial of copyright clearance requests. For the convenience of faculty and students, these materials will remain on reserve for 7 business days after notification of copyright denial. Faculty may discuss other options with Reserve Services or seek the assistance of Liaison Librarians in locating alternative materials.
- Student enrollment requirement
Student enrollment for each course is required to assess copyright fees.
- Instructors’ original works
Reserve materials created by the individual instructor for which the instructor owns copyright (e.g. syllabi, course outlines, lecture notes, exams, etc.) will not be limited to 50 items.
- Copyright clearance for students’ works
Students at Kent State own the copyright to any original works produced for classes. If an instructor wishes to use student material beyond the first semseter of "Fair Use," LMS requires written copyright permission. LMS provides a downloadable permission form  for this purpose. For more information, see Copyright for Student Authors.
4. Electronic Reserve
Course lists and contents are password protected. Passwords are provided to instructors and changed each semester. Passwords will be provided only to course instructors and students enrolled in the course.
- Access to active courses only
Due to the Copyright Law, Reserve Services cannot provide access to inactive courses at any time. However, lists of bibliographic citations for course materials can be provided. Materials may be obtained at the Libraries, through OhioLINK , or via Interlibrary Loan . Arrangements may be made with Liaison Librarians for demonstrations of Electronic Reserves to accreditation teams.
- Access to other instructors’ courses
If a secondary instructor wishes to access a primary instructor’s active course, Reserve Services will require approval from the primary instructor who established the course.
- Portable Document Format (PDF)
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 also be placed on electronic reserve, including Microsoft Word, PowerPoint, Excel, gif, jpeg, etc.
To decrease copyright clearance costs and processing time, every effort will be made to search for licensed electronic materials in PDF format. If PDF files are not available, HTML files, which may not contain graphical content (photographs, tables, charts, etc.) will be used only with the instructor’s approval.
Reserve Services does not routinely check for off-site web link accessibility of electronic reserve course pages. If off-site web links are reported to Reserve Services as non-working, instructors will be contacted for the current links.
For requests to place streaming video or other media material on electronic reserve, instructors are asked to contact Audio Visual Services (330-672-3456) on the 3rd floor of the Main Library. Please refer to the Policy on Copying Multimedia Resources for Course Reserve.
5. Print Reserve
- Library or personal copies of books
There is no limit placed on the number of library or personal copies of books on reserve per course. Copyright permission is not required for books placed on print reserve.
- 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 and regular reserve circulation periods will apply.
- OhioLINK or Interlibrary Loan books
Books borrowed from OhioLINK or through Interlibrary Loan will NOT placed on reserve due to OhioLINK policy and National ILL Code.
An instructor wishing to place personal materials on print reserve will be required to sign a “Disclaimer Form” indicating the Library cannot be held liable for loss, theft, mutilation, or damage to materials.
- Maximum copies of reprints
For reprinted materials such as journal articles, book chapters, lecture notes, etc., a maximum of three copies of each reprint will be accepted, one copy for every ten students enrolled in a course.
- Conversion of print to electronic reserves
Instructors are encouraged to convert photocopied reprints on print reserve to electronic reserve, as allowable by Copyright Law.
Materials that can be placed on Print reserve
- Personal copies of textbooks and other media such as compact discs (CDs)
- Most materials owned by Kent State University Libraries and Media Services
- Materials written by the instructor and for which the instructor owns copyright
Materials that cannot be placed on Print reserve
- Materials borrowed through OhioLINK or Interlibrary Loan
- Ready-reference material
- Materials not owned by Kent State University or the instructor
6. Distance Learning
Because we are 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. To discuss special arrangements, please contact Reserve Services at 330-672-7906. |
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