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CIIS Library Course Reserves
Frequently Asked Questions

Physical Reserves
What are Physical Course Reserves?
How do students find Physical Course Reserves?
What can be put on physical reserve?

Electronic Course Reserves (ERes)
What is ERes?
How do students find ERes?
What can be put on electronic reserve?

CIIS Course Reserve Policies and Procedures
Physical Reserves vs. ERes - which method to use?
How can Faculty submit Course Reserves?
How is ERes created for a course?

Copyright Resources for Faculty
When do I NOT NEED to get copyright permissions?
When do I NEED to get copyright permissions?
Doesn't Fair Use mean I don't have to worry about copyright?
What about the Teach Act - doesn't that help me?
How can I get permissions?
Does CIIS pay royalties for materials I want to use?
This is way too much trouble. What else can I do?

Contact Information
Who do I contact with more questions about Reserves?

Physical Reserves

What Are Physical Course Reserves?
Physical course reserves are educational materials selected by faculty to support work in their classes. They can be books or audio-visual materials (Library has equipment to listen to and/or view audio-visual materials on-site).

How Do Students Find Physical Course Reserves?
Library-owned items put on Physical Reserve are cataloged in Koha, the Library's catalog Please ask a member of the Library staff if you are having trouble using the catalog. Students may request Physical Reserve materials at the Circulation Desk. They must be used in the Library when the Library is open. However, Library-owned copies on reserve can be checked out overnight within 2 hours of closing. They must be returned within 2 hours the next day the Library is open (overdue fines are $2.00 per day). Faculty-owned items are not cataloged, and may be requested at the Circulation Desk. These items may not leave the Library or be checked out overnight.

What Can Be Put on Physical Reserve?
Copies owned by the Library, or instructors' personal copies, of:

  • books
  • videos - originals (no copies) in VHS or DVD format
  • audio material - originals (no copies) on CD or audiocassette format
Please note: There is a limit of (25) items per course that can be put on physical reserve.

Electronic Course Reserves (ERes)

What is ERes?
ERes is our platform for electronic course content. Material is arranged in separate course areas; access is password-protected and limited to only the instructor and students for that course, during the term that the course is taught.

How do students find ERes?
Access is via Docutek's ERes system, linked from the CIIS Library Course Reserves Web page. ERes can also be linked directly from individual course spaces in MyCIIS or in Caucus. Students may need to use the ERes password for their class to access materials, depending on the system where the link to the materials is placed.

What can be put on electronic reserve?
Electronic Reserves items may include:

  • journal articles
  • chapters in books
  • links to material from databases licensed by the Library (e-books in part or whole, video clips from the Counseling and Therapy in Video database, other text or visual content made available through the Library's Web site)
  • links to freely-available online content
  • instructor-generated documents
See Acceptable Amounts and Limits for more details.

CIIS Course Reserves Policies and Procedures

Physical Reserves vs. ERes - which method to use?
ERes can be useful for any course, but only students who can physically come to the CIIS Library can use Physical Reserves. Beyond that distinction, copyright regulations and other restrictions may make one option easier than the other. Please reference the CIIS Library Course Reserves Process for a brief overview, or the CIIS Library Course Reserves Decision Tree for more a more detailed discussion of the process.

How can faculty submit Course Reserves?
To be able to put any material on reserve (Physical Reserves or ERes), instructors must place requests each term they wish to use that material. They will need to give Library staff a copy of their course syllabus and at least one form for each item. Complete bibliographic citations are required. There are drop boxes (both physical and electronic) for submission of forms and reserve items. Note: If neither the Library nor the instructor owns the material, it is possible (but not guaranteed) that the Library might acquire it, providing it meets the criteria for purchase. For more details about requesting Library purchases, please go to the Suggestions for Purchase Web site.

How is ERes created for a course?

Before the term:

  1. If the instructor has never used ERes, they must send a request to the Library via the Open an Account Web form. This need only be done once per instructor. If the instructor has ever used ERes at CIIS, they do not need to open an account, and can go to Step 2.

  2. At least 1 month before the first class meeting, the instructor should send a request to the Library to set up an ERes course space via the Add a New Course Web form.

  3. Library Staff will create an ERes course space for the class, and once it is set up, will contact the instructor with the password for students. ERes course spaces can be made accessible to students in the course no sooner than 2 weeks before the first class date, with sufficient advance notice.

  4. The instructor should fill out a CIIS ERes Cover Sheet for Documents for each item they wish to use on ERes. These forms are in effect for one term only. We cannot place items on ERes without this form. We suggest that the instructor keep a copy of each form that they submit for their records.

  5. The instructor should then electronically submit or physically bring all documents to be used in their ERes course space to the Library at least 3 weeks before the documents need to be accessible to students. Electronic documents should be submitted to the ERes Electronic Drop Box using Filezilla software. See the ERes Electronic Drop Box guide for instructions. Physical, legal copies of the item(s) that the instructor wishes to be scanned and placed on ERes should be brought to the Library Office and placed in the ERes Office Drop Box.

    In each case, also submit:
    1. A copy of the syllabus for the course (this is required only once per term, per course)
    2. A CIIS ERes Cover Sheet for Documents for every item

  6. Library staff will determine if the material is allowable under Fair Use, and if so, post it to the associated course space. The Library will notify the instructor if an item is not allowable under Fair Use.

  7. Once material is posted, the instructor may arrange / rearrange it into sequence as desired.
At the end of the term:
  1. CIIS cannot maintain archives for instructors. If instructors wish to archive materials for their course, they may reference the Quick guide to removing and saving documents from your old ERes courses for instructions.

  2. Library staff will remove ERes courses, as required, 2 weeks after the last day of make-up classes every term.
For subsequent use:
  1. At least 2 months before the first class meeting, the instructor should send a request to the Library to set up an ERes course space via the Add a New Course Web form.

  2. Library Staff will create an ERes course space for the class, and once it is set up, will contact the instructor with the password for students. ERes course spaces can be made accessible to students in the course no sooner than 2 weeks before the first class date, with sufficient advance notice.

    Please also submit either via the ERes Electronic Drop Box (for electronic copies) or the ERes Office Drop Box (in the Library Office, for physical copies):
    1. A copy of the syllabus for the course (this is required only once per term, per course)
    2. A CIIS ERes Cover Sheet for Documents for every item
    See the ERes Electronic Drop Box guide for instructions on how to use the software for the ERes Electronic Drop Box.

  3. The instructor should fill out a CIIS ERes Cover Sheet for Documents for each item they wish to use on ERes. On this form, the instructor should not mark that this is the first use of this material, and instead indicate that a form or letter granting permission by the copyright holder is attached, or documentation that that the instructor paid the Copyright Clearance Center fee, or that the instructor would like to see if the Library has sufficient funds left to pay royalties for subsequent use. We cannot place "subsequent use" documents on ERes without a cover sheet AND permissions or royalty payments. These forms are in effect for one term only. We suggest that the instructor keep a copy of each form that they submit for their records.

    Please note the exceptions to "subsequent use" restrictions which are listed below in the When do I NOT Need to get copyright permissions? section.

  4. If the instructor has obtained permissions, they should then electronically submit or physically bring all documents to be used in their ERes course space to the Library at least 1 month before the documents need to be accessible to students. Electronic documents should be submitted to the ERes Electronic Drop Box. See the ERes Electronic Drop Box guide for instructions on how to use the software for the ERes Electronic Drop Box. Physical, legal copies of the item(s) that the instructor wishes to be scanned and placed on ERes should be brought to the Library Office and placed in the ERes Office Drop Box.

  5. If the instructor has not obtained permissions, they must electronically submit or physically bring all "subsequent use" documents to the Library at least 2 months before the documents need to be accessible to students. More time is required when the Library needs to pay royalties. Please reference the Will CIIS pay royalties for materials I want to use? section below for more information on the policies regarding royalty payments.

  6. In every case, the Library Staff will determine if subsequent use is allowable under Fair Use, and post allowed documents in the ERes course space.

  7. Once material is posted, the instructor may arrange/rearrange it into sequence as desired.

Copyright Resources for Faculty

When do I NOT Need to get copyright permissions?
You do not need to get permissions to use the following categories of materials as course reserves:

  • your original work for which you own the copyrights, such as lecture notes, sample exams, etc. (If the work was published, though, check the small print - copyright often reverts to the publisher, not the author.)
  • content linked to Library-licensed electronic resources (e-journals or e-books), unless the CIIS Library's subscription license restricts such use
  • content linked to open Web sites?
  • content in the public domain (e.g., published before 1923 if no one has taken out a new copyright on that material - check translations carefully)
  • content published by the United States' General Publishing Office

When do I need to get Copyright permissions?
The CIIS policy on electronic course readings asks that you get copyright permissions to use any copyrighted materials that exceeds Fair Use guidelines. Per our policy, this includes repeated or long term use of copyrighted materials (more than one semester's use), or first time use of such materials if the amount of the materials requested to be used exceeds our "Acceptable Amounts" policy guidelines. In general, these are: no more than 1 article from a single journal, or no more than 1 chapter or 10% of a single book (See Acceptable Amounts and Limits for full details).

However, please remember that our policy guidelines attempt to address a concept, Fair Use, which is really intended to be a deliberative exercise on a case-by-case basis. This complexity is why it is your responsibility to familiarize yourself with Fair Use principles and recognize when your intended use may exceed justifiable Fair Use. Also remember that works produced by CIIS students may be covered by FERPA privacy provisions; if you wish to make a student paper, proposal, or other work available to other students, first obtain permission from the student author. Please use the CIIS Student Release and Permission Form for Reserve Use in these cases.

Doesn't Fair Use mean I don't have to worry about copyright in a college setting?
No. The purpose of the use (for teaching) is only one of the factors to consider in determining whether a particular use would be considered "fair". An example of the type of academic use that has been considered by the courts to constitute Fair Use would be use that is "spontaneous"; e.g.: when an instructor brings to class copies of the political cartoon from that morning's newspaper. Brief discussions on the complexity and limitations of fair use are available from the U.S. Copyright Office; or see the University of Texas's Copyright Crash Course for a more detailed (but still intelligible) explanation.

What about the Teach Act - Doesn't that help me?
We wish it did, but no, not really. The Teach Act, which was passed in 2002 to provide copyright guidance for academic institutions incorporating digital media in online distance education, specifically excludes course reserves from its provisions. At least that is more straightforward than Fair Use!

How can I secure copyright permissions?
First, check the item itself - many books state explicitly on the verso of the title page that they may be used for course reserves, and some journals also explicitly give that permission. If that's not an option, then you can contact the copyright holder to request it directly; you may use this sample Reserve Permissions Letter to do so. Failing that, use the academic pay-per-use permissions service available at The Copyright Clearance Center.

Will CIIS pay royalties for materials I want to use?
CIIS has a limited fund set aside to pay royalties for electronic course reserves. Fixed amounts are available, on a first-request basis, each term to cover royalties for "subsequent use" or course readings that exceed our Acceptable Amounts and Limits. However, these funds are not unlimited, and faculty should not expect to have the same items covered, year after year.

This is way too much trouble. What else can I do?
Remember that the CIIS Library already subscribes to numerous electronic resources that contain full-text articles and full-text books, covering topics across the curriculum. If the piece is the seminal work on a particular topic and you need your students to read it, then we recommend you make a reasonable effort to secure permission to use it, or place a physical copy of the book or journal the reading is out of on physical reserve. If, on the other hand, the item is only one example of readings on a topic, then you may be able to find an alternative within the resources we already own.

Note: One-on-one reference appointments are available to meet with a Librarian to help with navigating our resources.

Contact Information

Who do I contact with more questions about Reserves?
Please contact the Public Services Librarian by sending an e-mail to reserve [at] ciis [dot] edu for assistance, more questions, or for further explanation of the information presented here.


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June 22, 2011