FAQ for Faculty
What are course reserves?
-The reserve collection makes easily available to students those materials which faculty members require their classes to use. There are two types of reserves, print reserves, and electronic reserves (e-reserves).
- Print reserves: These materials, which are housed at the library's circulation desk and organized by professor name and course number, circulate for short periods of time as designated by the faculty member.
- Electronic reserves: Are available online through the Moodle course management system. Please consider e-reserves if your course has a large number of students that live off campus. Please see separate e-reserves section for more information
How quickly will my print reserve requests be processed?
-During the semester, please allow 24- 36 hours before your students need the materials for library staff to process your requests. We cannot promise to process reserve items on the weekend.
-However, please allow extra time at the beginning of each semester to process your materials. The high volume of requests at the start of each semester can mean backlogs. As specially trained staff process reserves on a first-come, first-served basis, the earlier you bring your items to the library, the sooner they will be ready for your students to use.
What do I need to do to make sure my materials are processed in a timely manner?
-To speed the processing, you must use the library's Reserve Request Form, filling out the first section of the form and submitting that with the materials.
-You are asked to assemble and retrieve all materials yourself, as the library does not have the staff to that work for you. You must supply any folders needed to organize your materials.
-Personally owned books, videos, and photocopied articles will have non-removable barcode labels and may have inventory control strips attached to them. If you do not want barcode labels or theft strips on your materials, please indicate this at the time the reserve request is placed.
What guidelines exist for reserves?
-Reserve items must be owned by Staley Library, or by the professor making the request.
-Copyright and FERPA guidelines must be followed when placing items on reserve:
- Periodical articles: The original article plus sufficient copies based on the number of students in your class. Please use one copy per 10 students as a general guideline. When two or more articles from the same journal issue are needed, only one additional copy of each article is permitted.
- Books & Monographs: Photocopies must not exceed one chapter or 10% of a publication, whichever is greater. Should longer portions be needed, you must obtain publisher's permission before placing photocopies on reserve.
- Student-authored works: Because student-authored works are considered confidential academic records, student authors must give permission for their works to be placed on reserve.
-For more information on copyright, click here.
-For a sample copyright permission request letter, click here.
-For other information for faculty regarding copyright and classroom use, see these links:
What can I NOT place on print reserve for my class?
-Items we will not place on reserve:
- Interlibrary Loan items: in accordance with the Interlibrary Loan Code for the United States (Supplement, section 4.6), we are unable to place items belonging to other libraries on reserve without written proof that the lending library has agreed to such use of the material.
- Staley Library reference materials and whole periodical issues: these items are non-circulating and therefore always available for use within the library.
- Videos and DVDs rented from an outside source (i.e., Blockbuster, Netflix, etc.) or other items rented commercially.
- Consumable materials such as workbooks: due to copyright guidelines.
- "Suggested" course readings: as reserve shelf space is limited, please place only required materials on reserve.
How will students know what is on reserve for my class?
-Information about items on reserve will appear in Millikin's online catalog in the Course Reserve function (by course number and by faculty last names).
-Syllabus language in course reading lists such as "item available on reserve at Staley Library circulation desk " will help steer students in the right direction.
-At the circulation desk, we also continue to maintain notebooks that list reserve materials alphabetically by faculty last name.
What do my students need to know about course reserves?
-Students need their Millikin Student IDs to check out reserve items.
-Students will need to know 1) the name of the professor teaching the course, 2) the course number, 3) the title or author of the item they need to check out. It may be helpful for them to bring their syllabus with them when checking out reserve materials.
-Many reserve items are for library use only.
What policies exist to make sure reserve items are equitably shared by class members?
-Please remind students that, for the sake of fairness to all students in your class, the library checkout system automatically enforces borrowing time limits and calculates fines on overdue reserve materials. Students are responsible for returning reserves on time.
What happens at the end of the semester?
-Please remove at the end of the semester any items which will not be used the following semester. Retrieve personal items as soon as possible.
Is there anything else I should know?
-Faculty may want to check out their own reserve items for use in class. If this is the case, please notify circulation staff that you need the items longer than the specified reserve checkout period.
What may be placed on electronic reserve?
-Possible items include, but are not limited to, the following*:
- An article from a journal
- A book chapter or 10% of a book, whichever is greater
- A poem
- A story
- An essay
*Staley Library cannot include audio or video files in e-reserves at this time. Many audio files may be put on the equivalent of e-reserves by using the "Playlists" feature through Naxos Music Library. Contact Amanda Pippitt for assistance with Naxos Music Library.
-Before the material can be placed on e-reserve, however, at least one of the following must apply:
- The library subscribes to the material in electronic format
- The library owns or subscribes to the material in print
- The material is in the public domain
- The material is an U.S. government document
- The professor has obtained and can show evidence of permission from the copyright holder
- A permission form has been signed by the student author(s) of a work
- Use of the material is determined to be fair use as described in Section 107 of Title 17, U.S. Code. (For help in determining fair use, please see "The Fair Use Checklist.")
What may NOT be placed on electronic reserve?
-Items that will not be placed on e-reserve include:
- Workbooks or other "consumable" items
- Standardized tests
- Multiple chapters, or more than 10% of a single book
How do students access Electronic Reserves?
-E-reserves will be accessible through a library-based Moodle "course." Access will be password-protected and limited to students currently enrolled in the specified course.
-When item processing is completed, instructions for accessing the e-reserves will be emailed to the course professor(s). These instructions should then be shared with enrolled students.
What are the steps for placing something on Electronic Reserve?
- Faculty must follow the above guidelines for what may and may not be placed on electronic reserve.
- Fill out the Electronic Reserve Request Form for each course. Requests must be submitted at least two (2) weeks prior to the projected date of use. You may place up to 10 items on electronic reserve for each course you teach. Contact Amanda Pippitt, Access Services Librarian, should you require more.
- If available through one of Staley Library's electronic subscription resources, or if a copyright compliant, free copy of the resource is availble on the web, a persistent URL or link to the document will be posted rather than a scanned copy of the document. (If you need assistance determining whether an electronic copy is available, please contact Amanda Pippitt).
- If materials are not available electronically, email pdf files of scanned documents to Amanda Pippitt. Please include the title and copyright pages of book sources and article citation information for any journal sources in your scans. (The library has a scanner available for patron use).
- Wait for library staff to notify you of reserve availability and access information. Any copy originals will be returned to you through campus mail.
- Upon notification that the reserve items are available, please check to make sure that they are readable.
- Provide your currently enrolled students with the access information to the e-reserves Moodle course.
What happens at the end of the semester?
-At the end of each semester, all reserve items are deleted from each Moodle course. Please contact Amanda Pippitt should a student taking an incomplete need to arrange for continued access to the materials past the end of the semester.
Loan Periods and Fines
What are the loan periods and fines governing reserve materials?
-Students must present and ID card to borrow any reserve item and must abide strictly by the loan periods requested by the faculty for their reserves. These checkout periods are indicated by colored labels on the reserve items.
-Fines are automatically calculated and recorded by the library's computerized database, as shown below:
2-hour, Library Use Only
1 - none if item in demand
$1 per hour to a
maximum of $10
1 - none if item in demand
$2 per hour to a maximum of $20
1, 3, or 7 Days
$10 per day to a maximum of $20
-As reserves are short-term loans, patrons will not receive overdue notices for these items. Students are responsible for returning reserve items on time in order not to accumulate fines and other penalties.