LIB: Library Policies and Procedures

General Comments

Any faculty or staff member may request that an item be placed on Course Reserves. Submitting materials three days in advance of the date needed allows processing and timely availability to students. Instructor Reserve Collection form is required to place items on reserve. The form is available in the Library.

Course Reserves serve as supplemental study materials for student use. Supplemental study materials include items such as:

• Library materials: books, individual issues of journals & newspapers, videos, CDs, etc.
• Personal copies of books, journals, videos, newspapers, etc.
• Photocopies of book chapters and journal articles that meet fair use copyright guidelines.
• Old exams, lecture notes, and other items used to supplement a course.

It is recommended that one copy of each course reserve material be available for every fifteen students enrolled in the class.

Course Reserves loan periods are determined by the person placing the item on course reserves. Reserve loan periods are two days, seven days, twenty one days, or library use only.

Course Reserves are stored behind the Service Desk of the Library. Students will need to have the name of their instructor and/or class to access materials. A student ID is also required to use any Course Reserve materials.

Course Reserves are established for the duration of one academic semester. At the end of every semester items are removed from the Course Reserves collection and returned to their owner or their original library location, unless previous arrangements have been made. Personally owned materials may be picked up by the faculty member at the Circulation Desk or will be returned to their department or office.

Photocopies on Course Reserves

It is the policy of ECC Library to follow copyright law. Course Reserves are an extension of classroom activity and follow fair use, brevity, spontaneity and cumulative effect guidelines for classroom copying as stated in Guidelines for Classroom Copying in Not-for-profit Educational Institutions with Respect to Books and Periodicals.

Fair use:

• Purpose and character (non-profit, educational, personal, teaching, research, scholarship, criticism, commentary, newsreporting)
• Nature of work (fact, published)
• Amount (small amount, not significant to work)
• Market effect (no major impact, one or few copies made, user owns copy of original work)

Brevity:

In general, instructors may place a photocopy of any of the following on reserves:

• One chapter from a book (less than 10% of book content)
• One article from a newspaper or journal issue
• One short story, essay, or poem
• One chart, diagram, or other graphic work from a published work

Spontaneity:

• Photocopy is made at the instance and inspiration of instructor
• Inspiration and use of work for maximum teaching effectiveness are so close in time that it would be unreasonable to expect a timely response from copyright owner.
• Photocopied material is only used for one academic semester

Cumulative effect:

• Photocopy is used only in one course
• Not more than two excerpts from works by the same author, nor more than three from the same collective work or journal issue.
• Each copy will carry copyright identification, bibliographic citation, and the following statement:

NOTICE: This material may be protected by copyright law (Title 17 U.S. Code).

Some works are outside of copyright law and can be freely copied without permission or royalty. These works include:

• Writings published before 1978 and never copyrighted.
• Published works whose copyrights have expired. Generally all copyrighted works dated before 1906 have expired. Any copyrights dated since 1906 may still be in effect. Information regarding copyright expirations may be obtained from the copyright holder (usually the publisher) or from the U. S. Copyright Office. (www.copyright.gov)
• U.S. Government publications.

Electronic Course Reserves

Electronic Course Reserves may also fall outside of copyright law; these include:

• Persistent links to library owned full-text articles
• Freely available web pages

Electronic Course Reserves will be accessible through the Archway catalog from any internet computer.

The instructor placing materials on Course Reserves which exceeds fair use, brevity, spontaneity, and cumulative effect guidelines of copyright must seek permission from the copyright holder, usually the publisher. “Out of print” does not automatically imply permission. Sample letters for obtaining copyright permission are available in the Library or on the library web page. If permission is granted from the holder of the copyright, then proof of such permission should be presented to the Library upon submitting that material for course reserves.If copyright permission is not granted from the publisher, the Library can assist you with:

• Finding an alternative source to request permission
• Finding alternative material covering the same topic from a copyright free source
• Payment of royalty fees

The Library will request permission through the Copyright Clearance Center. As a courtesy, payment of fees charged by the Copyright Clearance Center will be paid from the Library budget. This courtesy may be subject to change pending budget impact assessment. Should permission from the Copyright Clearance Center be denied, that course reserve material will be removed from Reserves and the instructor will be notified immediately.

Videorecordings on Course Reserve

An instructor may use a videotape/DVD at any time if the following is true:

• It is a legal copy, professionally made.
• It supports the curriculum being taught.
• It is documented (in the syllabus).
• It is used in a face-to-face educational situation.

An instructor may not copy a video from VHS to DVD format without copyright permission.

Television Programs (off-air taping)

Off -air taping is defined as television programs provided without charge by local television stations for reception by the general public (e.g., ABC, NBC, CBS, etc.). An off-air taping may be captured if:

• It is used to support the curriculum being taught, only at the instructor’s request – fair use.
• It is used within the first consecutive 10 class days following taping and used no more than 2 times – fair use.

The instructor may retain (but may not show to students) an off-air tape for a period not to exceed 45 consecutive calendar days following the date of recording. After 45 consecutive calendar day the recording should be destroyed.

Educators may continue to use only those off-air recordings from cable and satellite programs that have been designated and cleared for educational use. Use is limited to all class sections within the course for which the recording was requested.

It is the responsibility of individual course instructors to adhere to the Course Reserve policy and its copyright guidelines.

Course Reserves Form - fillable online version, e-mail to Dana Sachse,  Margaret.Sachse@eastcentral.edu

Printed forms are also available at Library Service Desk.  We ask a new form be completed each time it's returned to course reserve, not just new items.

Image of form - what we need to know.

Course Reserves

1. Each CR title must have a separate form
   1. Multiple copies of the same title can have a single form
      1. Put individual barcodes of multiple copies under Note:
   2. Rolla CR titles must have a separate form
      1. Put individual barcodes of multiple copies under Note:
2. New forms:
   1. Departmental or personal items
      1. Completed form is put in LT Technical Service's mailbox for cataloging
      2. Then, put items & forms in LT Public Service’s mailbox for processing to CR
   2. Library owned items
      1. Put completed forms with pulled items in LT Public Service’s mailbox for processing into CR
3. Current forms: Located in 3-ring binder on shelf
   1. Change of status:
      1. The specific form is pulled
      2. The action is documented on the form
         1. If the instructor wants to take it with them but plan to use it during future terms, they must initial the note
         2. Ask them not to remove the barcode or label
         3. If withdrawing an item permanently see 3.b.
      3. The form is put in Dana’s mailbox for processing
   2. Withdraw permanently:
      1. Document on form
      2. Have instructor initial the notation
      3. Remove barcode and label then place them on the form
      4. Put form in LT Public Service’s mailbox to be processed
      5. Material can be shelved or given to instructor whichever is appropriate
4. Item status
   1. All items will be moved to INACTIVE at the end of each semester
      1. This enables the system to track circulation
      2. Items marked ongoing will be reactivated before the beginning of the next semester
   2. Withdrawn items will be removed from the system
      1. Removed from CR
      2. Withdrawn, if not Library copy, in Sierra