Electronic Reserves Policies and Procedures
I. General Information
ASU electronic reserve services provide access for test files, class notes, journal articles, and other course reserve materials in electronic format accessible through the Internet. Electronic Reserves materials can be accessed from the ASU Library Electronic Reserves Home Page at http://asulibereserve.alasu.edu
The system allows multiple users to access reserve materials on the Internet.
- Users can look up a course page by listed courses, by department, by instructor's last name, or use ERes QuickSearch.
- Users can view, download, or print materials.
- Access to the Electronic Reserves course page can be limited by password protecting the page. The instructor will supply a password to students for access to copyright protected material on course reserve.
II. General Policy
A. Term to post materials
Materials that are placed on Electronic Reserves will be posted for no more than one semester. All materials will be archived at the end of the term after the last day of finals. If continued classroom use is required, copyright clearance should be sought to provide the author with the recognition they require. Only personal materials or those materials with copyright permission can be left on Electronic Reserves for more than one semester.
B. Length of materials
Electronic Reserves materials may include short items, generally no more than one chapter or less than 15% of a book, one journal article from a particular issue or no more than 3 articles from a particular volume, one poem from a collected work. Copyright permission is required for items that do not fall under the above guidelines.
C. Copyright requirement
All material placed on Electronic Reserves must fall within the “Fair use” guidelines of the U.S. Copyright Act or have written copyright permission from the copyright holder.
- Electronic reserve materials that require copyright permission will not be posted until permission is obtained.
- It is the responsibility of the instructor to obtain and supply to the Library written copyright permission from the publisher when required. The library will assume no liability for compliance with copyright regulations. To obtain a copyright permission, please refer to Copyright Clearance Center at www.copyright.com
- All copyright protected material will be password protected. The password will be restricted by the instructor to the students currently enrolled in the course.
- All materials will be archived at the end of the term after the last day of finals.
Sec. 107. of The Copyright Act - Limitations on exclusive rights: Fair use
Notwithstanding the provisions of sections 106 and 106A, the fair use of a copyrighted work, including such use by reproduction in copies or phonorecords or by any other means specified by that section, for purposes such as criticism, comment, news reporting, teaching (including multiple copies for classroom use), scholarship, or research, is not an infringement of copyright. In determining whether the use made of a work in any particular case is a fair use the factors to be considered shall include -
- the purpose and character of the use, including whether such use is of a commercial nature or is for nonprofit educational purposes;
- the nature of the copyrighted work;
- the amount and substantiality of the portion used in relation to the copyrighted work as a whole; and
- the effect of the use upon the potential market for or value of the copyrighted work. The fact that a work is unpublished shall not itself bar a finding of fair use if such finding is made upon consideration of all the above factors
D. Citation requirement
All materials placed on Electronic Reserves must have a full bibliographic citation (please refer to a style manual, such as Publication Manual of the American Psychological Association) clearly written or typed on the first page. A copy of the copyright statement must also be included. Some journals have the copyright included with the article while others only have copyright statements at the beginning of the journal. In both cases, the copyright statement MUST be submitted with the article. This also applies for chapters from a book. The copyright statement found at the beginning of the book must be included.
E. Accepted types and formats of materials
1. Fax (preferred)
- Materials and Electronic Reserves request forms may be submitted via fax..
2. Electronic Files
- Materials may be submitted in the following electronic files: PDF (Acrobat), XLS (Excel), .DOC (MSWord), .PPT (Power Point), text, .gif, .jpg, and html, on disk or CD-Rom.
- Materials that are already in an electronic format can be emailed to: email@example.com. When you e-mail materials, please include a completed copy of the required Electronic Reserves form.
- Supply a clean, first generation copy without a black margin.
- Provide copy with the least possible shadow in spine. Copies should be made using a single page orientation (portrait or landscape).
- Be sure that all of the text is on the copy.
- Copies should be supplied on 8 ½ x 11 paper. Maximum page size is 8 ½ x 14.
- Leave at least a ½ inch margin on all four sides.
- Do not staple.
- Submit copy without any holes.
- Links to web sites can be added to course pages by providing the complete URL.
F. Password protection
Instructors may request password protection for the course materials by indicating on the request form. All copyright protected material must be password protected. The password will be restricted by the instructor to the students currently enrolled in the course.
III. Submission Guideline
- To put materials on reserve, faculty members need to submit their materials and completed Electronic Reserves forms to the Circulation Department. A Copyright Compliance Form (when applicable) and an Electronic Reserves Request Form must be submitted for each course. New forms must be submitted every term. Forms are available at the Circulation desk. Printable forms are available online: Electronic Reserves Request Forms
- Materials can be faxed to (334)229-6878 using any standard fax machine on campus or at home. Each request form, citation, and article have to be sent by separated dials (e.g. after a transaction, hang up, dial again and send next item)
- Materials should be submitted at least two weeks prior to class need. At the start of each semester more time should be allowed since this is a busy time for Electronic Reserves. Requests are processed as quickly as possible in the order they are received.
- All materials placed on Electronic Reserves must have a full bibliographic citation clearly written or typed on the first page. A copy of the copyright statement must also be included. Items without this information will not be placed on Electronic Reserves.
- Requestor will be notified when the material has been placed on Electronic Reserves. Please wait for this notification before informing students that the material is available.
- Original copies will be secured in the Circulation Department.
- Documents longer that 15 pages may be divided into multiple files to facilitate access.
IV. Forms for Electronic Reserves
V. Contact Information