Policies/Procedures for Instructors Placing Print Materials on Electronic Reserve

Quick List

1. Fill out an Undergraduate Library E-Reserves Form (available online at http://www.library.uiuc.edu/ugl/mrc/forms/E-ReserveRequestForm.doc)

2. Fill out the Music Library Reserve Request Form for Print Materials (available at resformprint.htm )

3. Gather materials - we need to have two clean single sided copies of each item, please.

4. Place one copy, with your syllabus and Undergrad form, at the Music Library Circ desk [mark envelope UNDERGRAD LIBRARY - E-RESERVES]

5. Send the second copy, with your syllabus and the Music Library form, to Gail Schmall (gschmall@uiuc.edu ) at the Music Library Reserve Desk.

6. Contact any of the following with questions: John Wagstaff, Head of the Music Library (wagstaff@uiuc.edu, tel. 244-4070); the Undergraduate Library Reserve staff at 333-2667; or Gail Schmall (gschmall@uiuc.edu, tel. 333-7809).

Detailed Instructions

Placing Library Books on Reserve

In order that materials be available by the time the upcoming term begins, we encourage you to submit your list well before the first week of instruction. Reserve requests are processed in the order received. We ask that lists for the next semester be submitted no later than two weeks before the first day of instruction. We often have to recall certain books that have been checked out by another patron, which can take three weeks or more. If the library does not own a particular book on your list, we will be happy to order it; however, please note that this process can take up to eight weeks or longer, especially if the title is out of print. We will notify you of any books that must be recalled or ordered so that you can plan your assignments accordingly, and perhaps bring in a personal copy of the book if you own one.

You will need to submit a new reserve list each semester that the course is taught, even if the materials are being carried over from a previous semester. Form available at resformprint.htm .

All books and other materials not suitable for scanning will be loaned for a maximum period of two hours. Library books on reserve may be checked out overnight one hour before closing, and must be returned no more than an hour after the library opens the next day. These loan periods are firm and will not be extended to days or weeks; therefore, if you anticipate that certain materials will be needed by students for more than two hours, please do not place them on reserve.

Only books from UIUC libraries may be placed on reserve. Materials which belong to other institutions cannot be placed on reserve, even if they are charged out to an individual instructor.

Placing Personal Copies on Reserve

You are welcome to submit personal or departmental books for reserve, either single or multiple copies. However, please be aware that your personal copies may be damaged or stolen during the course of the semester. The form is available at resformprint.htm .

The reserves staff will send you an e-mail reminder at the end of the semester to pick up your personal materials, both personal copies and photocopies (more on photocopy procedures below). Due to the high volume of material, we cannot mail back your items unless there are extenuating circumstances, so it is very important for you to come pick them up. We do not have the space to store unclaimed material.

Electronic Reserves (Photocopied articles, book chapters, scores, lecture notes, exams, etc.)

The Reserve staff at the Undergraduate Library processes our e-reserves requests. All appropriate materials such as journal articles, book chapters, scores, lecture notes, syllabi, and exams can now be made available in electronic format rather than just print. The material will be searchable through the online catalog reserve option by course or instructor, and will be accessible from any UIUC terminal, through the proxy server, or from any connection after verification of UIUC network ID and password. The files are read as .pdf files with Adobe Acrobat Reader, which can be downloaded for free off our web pages. If the text is available through an online resource, then the link will lead to that resource.

Please note that one print copy of your material will also be kept on ‘regular’ paper reserve at the Undergraduate Library as well as at the Music Library Reserves Desk in case of system failure or for students who prefer to access reserves in print. The form for undergrad e-reserves is available at http://www.library.uiuc.edu/ugl/library_srvcs/EreserveForm.doc; the form for the Music Library's copy is available at resformprint.htm .

Any materials not suitable for scanning, such as whole books and newspapers, will continue to be processed in paper format and available in print for students to check out.

The change to electronic reserves has necessitated several important procedural changes for submission of reserve material. Please read the following policies carefully.

• For each photocopied item you wish to place on reserve, you should submit two clean, single-sided copies, one to the Undergrad Library and one to the Music Library. You may want to consider not copying two pages on a single sheet of paper, as this makes the print very small and hard to read.  The material will be scanned and made available on-line, so there is no need for multiple print copies to be placed on reserve. The photocopies that you submit for scanning will be placed in folders and kept behind the reserve desk as backup at both the Undergraduate Library as well as the Music Library. At the end of the semester we will send you an e-mail reminder to pick up your photocopies from the Music Library, along with any personal copies of books you may have had on reserve. If you do not anticipate using these materials again, you can let us know at that time and we’ll be glad to recycle them for you.
• To place photocopies on reserve, please fill out the Undergraduate Library E-reserve Request Form (available online at http://www.library.uiuc.edu/ugl/library_srvcs/EreserveForm.doc . Copies are also kept at the Reserves Desk and at the Circulation Desk.) and submit it to the Undergraduate Library along with your syllabus and photocopies. The Undergraduate Library will pick up your materials at the Music Library Circulation Desk. Once you have placed the materials there in an envelope marked UNDERGRADUATE LIBRARY E-RESERVES, notify them that they need to be picked up by contacting the Undergraduate Library Reserve staff at 333-2667. The Request Form should list the title, author, and edition of each book chapter, and title, author, and volume/number information for each journal article, if this information is not clearly apparent on the photocopy itself. (As with library books, you do not need to put anything in the "call number" column.) If you prefer, you may submit a copy of your syllabus instead of writing out the Request Form, as long as the syllabus includes all of the pertinent information. Please note that you are responsible for providing the photocopies and making sure that they are clear and legible.
• Please provide your full name, campus address, phone number, and e-mail address on the Reserve Request Form or syllabus. All e-reserve materials will be linked to your full name (as it appears in the University on-line directory) on the website. Also, it is very important that we be able to contact you about your material in case a question or problem arises. It is especially helpful if you can prioritize by date needed so that we can be sure the material is available before any class assignments may be due.
• Students will be able to search the online catalog by course number or by instructor’s name. If your course is team-taught and you would like materials to be cross-posted, please provide the names of all instructors.
• One of the important benefits of electronic reserves is that instructors can choose to place photocopied material online instead of requiring their students to purchase expensive course packets. If you submit photocopies for electronic reserve, it is with the understanding that students are not simultaneously required to buy a course packet of these same materials. If the course packet is an optional purchase, however, you are welcome to submit the material for electronic reserve.
• In certain cases, as when two or more chapters from one book or two or more articles from the same issue of a journal are placed on line, we must apply to the publisher for express electronic copyright permission. This is not something that you need to worry about when you submit your materials. However, sometimes a publisher will deny electronic copyright permission (fortunately, this is relatively rare). If this happens, we will take the denied material off-line but continue to make it available in paper format for students to check out, as it was done before. We will also notify you so that you can let your students know and minimize any confusion.
• Other benefits include 24/7 access, less expensive to print, and flexibility in making changes to reading selections in mid-course.
• Send the second copies with your course syllabus and the Music Library Reserve Request Form for Print Materials (available at resformprint.htm ) to Gail Schmall (gschmall@uiuc.edu or or 333-7809) at the Music Library Reserve Desk. Gail will create the OPAC record for each item in your class reserves list.  You should also send her any books or additional items that will not be available electronically. Please list them on the same form.

We look forward to working with you in the coming semester. You can contact the Music Library Reserves Desk at 333-7809 or the Head of the Music Library, John Wagstaff, at 244-4070 or wagstaff@uiuc.edu. You can also contact the Undergraduate Library between 8:00 a.m. and 5:00 p.m., Monday through Friday, if you have any questions (333-2667).

Copyright Policies

The Undergraduate Library photocopy policy is based on the National Copyright Law that became effective January 1, 1978. The law is designed to allow reasonable use of copyrighted materials. However, law does prohibit copying as a substitute for the purchase of books, periodicals, or reprints.

Any photocopies placed on reserve should comply with the Agreement on Guidelines for Classroom Copying in Not-for-Profit Educational Institutions and must meet the standards of educational fair use as outlined in Section 107 of the copyright law. Any instructor placing photocopied materials on reserve to supplement classroom instruction is responsible for contacting the copyright owner for those items requiring copyright permission, whether the photocopied materials are provided by the instructor or the teaching department. If it is determined that the material being placed on reserve does not comply with the library’s copyright policies, that material will be taken off reserve and the instructor notified.

The electronic reserves copyright policy is available online at http://www.library.uiuc.edu/geninfo/electronic_reserves.htm.

		UIUC Library | UIUC School of Music University of Illinois at Urbana Comments to: Music Library Webmaster Music Library, 2136 Music Building MC 056 1114 West Nevada Street, Urbana, IL 61801 Phone: 217-333-1173 Updated on:  08/18/06