Course Reserves Submission Guidelines

Electronic Reserves

Electronic Reserves are course readings and documents that are available online twenty-four hours a day. However, electronic access is limited for a specified period of time (i.e. one semester) and is restricted to only that course’s students, staff, and faculty.

Because of copyrights, we cannot leave links to course readings online indefinitely. Thus, at the end of the semester all links will be broken and material will be removed from online view.

Please remember that in order to ensure availability by the first day of classes, reserve materials must be submitted by the posted deadline. Items submitted after the deadline may not be ready at the beginning of the semester and could be delayed for several days/weeks.

To reuse any or all of the same material again for the same course in the future, you must resubmit again before the posted deadline.

Items that can be placed on Electronic Reserve

  • journal articles
  • book chapters
  • lecture notes/exams
  • web sites (within reason)

Other material can also be accepted. See General Reserve Guidelines for details.

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Items that cannot be placed on Electronic Reserve

  • Course Packs from the Student Stores
  • entire publications
  • readings amounting to more than 10% of a single publication

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Maximum number of Electronic Reserve documents/readings

  • 75 per class, per semester — no exceptions!

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Submission form requirements

The following course information must also be included on the submission form: Please include the following on the Electronic Reserve Form:

  • course name and code (for example Nurs093)
  • semester or dates course is offered
  • number of students
  • instructor name
  • instuctor email
  • instructor phone
  • name and phone of person submitting material (if not instructor)
  • campus mailing address
  • method of accession
    • HSL Reserves page
    • Blackboard, Sakai, or other non-HSL site
  • how items are to be returned
    • campus mail
    • hold for pickup at desk
    • recycle if not needed (i.e. photocopies of readings)

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Citations

A bibliography with complete citations for each item must accompany each request!! Citations may be listed on a separate document (no matter if adding new readings or if submitting material for an entirely new course). Please staple/attach this document to the submission form.

There is one lone exception, however: If reusing/renewing old course readings, it may be easier to login and print out the past Course Reserves Page (this is the alphabetically-ordered list of readings that we generate) — please clearly indicate which ones are to be reused (highlight, strike though, mark out, check, etc.).  Please staple/attach this printout, along with any other applicable bibliographies (i.e. when a course is both reusing old AND using new additional readings), to the submission form.

  • Providing accurate and complete citations will speed processing time [see citation format for examples]
  • Course syllabi may not be substituted for citation lists
  • Books:
    • Chapter title, chapter number, and chapter author(s): do not lump together multiple chapters from the same book; please list them individually
    • Book title, book author(s)/editor(s)
    • Publication year and edition
  • Journals:
    • Article title and author(s)
    • Journal title
    • Volume, issue, and month/year

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Copies

  • Copies should be made directly from the source material on clean white 8 1/2 x 11 paper without staples. The better the provided copy looks, the better the scan; the better the scan, the better the printed copy
  • For book chapters, also provide a copy of the title page and the publisher information page (usually on the flip-side of the title page)
  • Documents that do not already have established links will be scanned and saved in Adobe Acrobat PDF format [some faculty and staff may opt to scan readings themselves and submit the saved files on floppy disks, zip disks, or CDs; see Scanning Guidelines for details]

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Submission dates and deadlines

Materials received by the following dates are assured to be ready when classes begin. Items turned in after the fact have no such guarantee.

  • Fall: July 1
  • Spring: November 1
  • Summer: April 1

In the case of courses and curriculums that do not follow the traditional semester dates, materials should be submitted at least 8 weeks before classes begin.

See deadlines for more information.

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Processing time

  • Fall: 4-8 weeks during the first two months of the semester, 2-4 business days for all other times
  • Spring: 4-8 weeks during the first two months of the semester, 2-4 business days for all other times
  • Summer: 2-3 weeks during the first month of the semester, 2-4 business days for all other times

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Accessing Electronic Reserve readings

  • Electronic material can be accessed from an instructor’s web site or through the Health Sciences Library reserves page
  • User authentication may be required to access electronic material
  • For classes accessing documents via the Health Sciences Library Electronic Reserves page, the instructor may, if so desire, utilize this system’s password-authentication.  If so, the instructor will choose a password, will provide it to HSL Reserves Staff, and will be responsible for informing students
  • Classes accessing electronic reserves through Blackboard/Sakai may use the campus authentication process

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Library Reserves

Library Reserves are tangible course-related items set aside for a specified but limited period of time (i.e. one semester) from the library’s general collection.

Faculty and staff must fill out the Library Reserve Form and bring all material with them to the Health Sciences Library’s User Services Desk.

Please remember that in order to ensure availability by the first day of classes, reserve materials must be submitted by the posted submission date. Items submitted after this date may not be ready at the beginning of the semester and could be delayed for several days/weeks.

All items will be taken off reserve at the end of the semester — personally-owned items are either sent back via campus mail or left at the User Services Desk for pickup; library-owned material will be reshelved according to their original location.

To reuse any or all of the same material again for the same course in the future, you must resubmit again before the posted submission date.

Items that can be placed on Library Reserve

Almost any type of print and audio/video material may be placed on Library Reserve, including:

  • Personal books/items
  • Departmental-owned books/items
  • Health Science Library-owned items
  • Other on-campus library-owned items
  • VHS videocassettes
  • DVD videos
  • Teeth kits and models
  • Slides

Loan periods for print material

  • Library Use Only — due within 4 hours OR at closing time, whichever comes first, & cannot leave the building
  • Four (4) hours — due within 4 hours OR at closing time, whichever comes first, & can leave the building
  • One (1) day — due back by midnight the following day
  • Three (3) days
  • One (1) week
  • Exceptions to the above loan rules are conditional upon the Reserves Staff’s approval.

Renewals

No renewals are allowed; all reserves are subject to overdue fines:

  • Four (4) hours: $1.00 per hour
  • One (1) day: $2.00 per day
  • Three (3) days: $2.00 per day
  • One (1) week: $2.00 per day

Location of Library Reserve materials

  • All Reserve items (whether personal or library-owned) are placed behind the User Services Desk and must be checked out with a OneCard, Hospital badge, or an official photo ID (i.e. drivers’ license), even for Library Use Only material which CANNOT be taken out of the building.
  • All other loan periods mean that those CAN be taken out of the library, but must be returned to the User Services Desk and NOT the Columbia Street/Macnider book drops

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Last modified: 12/06/16
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