Course Reserves Submission Instructions

Electronic Reserves

 

Using Electronic Reserves for the first time

When a course uses Electronic Reserves, all items used for the very first time by that particular course fall under “Fair Use” and therefore do not need copyright permission. The end of the semester, however, signals the end of “Fair Use,” which reverts back to normal copyright restrictions. To qualify under “Fair Use,” the material must not have been used in that course at any point in the past, even if the course was taught by a different instructor.

Each submitted request for course Electronic Reserves must include the following:

  • 1. Electronic Reserve Form with all sections completely filled out [download Word EReserve Form or view Forms page for more options]
    • You may list citations of the readings on the form itself or on a separate document; please staple/attach to EReserve Form [see Step 2 for more details]
    • Please provide as much relevant information as possible; missing information could result in processing delays or total rejection of the submission
  • 2. Complete bibliography, whether listed on the form itself or on a separate document
    • Each reading must be cited individually, including multiple chapters from the same book [see citation format for examples]
    • The syllabus alone may not be substituted for bibliography
  • 3. Copies of all of the readings[NEW readings Only], whether photocopies or electronic copies saved to disk
    • Book chapters must also include the book’s title page AND the publisher information page that follows
    • Please do not copy/scan more than one page of material on side of a page. Double-sided (front and back) copies are acceptable.
    • Photocopies must be clean without streaks, dark areas, excessively light areas, or crumpled edges
    • If submitting saved files, acceptable formats include USB flash drives and CDs
    • For assistance with scanning, please refer to the scanning page
  • 4. When done, please bring completed form, citations, and photocopies/copies saved to diskto the User Services Desk on the first floor of the Health Sciences Library. Library staff members will receive, log, and forward submissions to HSL Reserves.
    • If received before the deadline, items will be available by the time classes start
    • If received after the deadline, we cannot guarantee that the material will be ready when classes start; in fact, delays could reach into the first few weeks of the semester

NOTES: The length of time necessary for processing depends upon submission date. All links will be broken at the end of the semester’s courses. Depending upon how indicated on the submission form, HSL Reserves will return photocopies via campus mail or leave them at the desk for pickup. In order to reactivate Electronic Reserves again, you must resubmit by the posted deadline.

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Reactivating, reusing, renewing Electronic Reserves

Reactivating or renewing Electronic Reserves is the process by which the readings originally used by a specific course in past semesters are used again by the same newly offered course. However, the use of any part of that material is subject to copyright approval. Each time the course is offered, the instructor or teaching assistant must submit a formal request to us so that we can attempt to acquire proper copyright permission.

Need to know which readings were on past Electronic Reserve? By logging in via the Admin Login link, you can view your own Course Readings Page:

  1. Use your PID as the Username
  2. Enter hsl as the Password
  3. Once logged in, locate the desired course to view.

NOTES: For those readings listed in gray italics, you cannot “reactivate” these readings yourself.  These are meant to be a visual reminder and are visible only to you…for your own use…and not to anyone else (unless otherwise directly associated with this course, ie. course coordinators, TAs, and/or co-instructors).

Each submitted request for course Electronic Reserves must include the following:

  • 1. Electronic Reserve Form, with all sections completely filled out [download Word EReserve Form or view Forms page for more options]
    • You may list citations of the readings on the form itself or on a separate document; please staple/attach to EReserve Form [see Step 2 for more details]
    • Please provide as much relevant information as possible; missing information could result in processing delays or total rejection of the submission
  • 2. Complete bibliography, whether listed on the form itself or on a separate document
    • Each reading must be cited individually, including multiple chapters from the same book [see citation format for examples]
    • The syllabus alone may not be substituted for bibliography
    • It may help to have two separate lists of citations:
      • Material to be reused
        • [Need to know which readings were on past Electronic Reserve? Follow the Admin Login link to view your own course data].
      • Material brand new to the course
  • 3. Copies of all of the readings, whether photocopies or electronic copies saved to disk
    • You need not supply us again with copies when reusing materials
    • You will need to provide us with copies of material brand new to the course
    • Book chapters must also include the book’s title page AND the publisher information page immediately following
    • Please do not copy/scan more than one page of material on side of a page. Double-sided (front and back) copies are acceptable.
    • Photocopies must be clean without streaks, dark areas, excessively light areas, or crumpled edges
    • If submitting saved files, acceptable formats include USB flash drives and CDs
    • For assistance with scanning, please refer to the scanning page
  • 4. When done, please bring completed form, citations, and photocopies/copies saved to diskto the User Services Desk on the first floor of the Health Sciences Library. Library staff members will receive, log, and forward submissions to HSL Reserves.
    • If received before the deadline, items will be available by the time classes start
    • If received after the deadline, we cannot guarantee that the material will be ready when classes start; in fact, delays could reach into the first few weeks of the semester

NOTES: The length of time necessary for processing depends upon submission date. All links will be broken at the end of the semester’s courses. Depending upon how indicated on the submission form, HSL Reserves will return photocopies via campus mail or leave them at the desk for pickup. In order to reactivate Electronic Reserves again, you must resubmit by the posted deadline.

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Applying Electronic Reserves across different courses

Many times faculty and staff are responsible for multiple courses, and sometimes the need exists for using the exact same material. When the same Electronic Reserves are spread across different courses, the instructor or teaching assistant should clearly and separately identify all material according to its respective course. Remember: “Fair Use” and copyright restrictions/approval depend upon when the readings themselves were first used by that particular course.

Different courses must be submitted separately. Each submitted request for course Electronic Reserves must include the following:

  • 1. Electronic Reserve Form, with all sections completely filled out [download Word EReserve Form or view Forms page for more options]
    • Totally different courses must be submitted separately; cross-listed courses (a single course with multiple course name/codes) are acceptable as a single submission
    • You may list citations of the readings on the form itself or on a separate document; please staple/attach to EReserve Form [see Step 2 for more details]
    • Please provide as much relevant information as possible; missing information could result in processing delays or total rejection of the submission
  • 2. Complete bibliography, whether listed on the form itself or on a separate document
    • Each reading must be cited individually, including multiple chapters from the same book [see citation format for examples]
    • The syllabus alone may not be substituted for bibliography
    • It may help to have two separate lists of citations:
      • Material to be reused and from which other course
        • [Need to know which readings were on past Electronic Reserve? Follow the Admin Login link to view your own course data].
      • Material brand new to the course
  • 3. Copies of all of the readings, whether photocopies or electronic copies saved to disk
    • You need not supply us again with copies when reusing materials from the same course
    • You will need to provide us with copies of material brand new to this particular course
    • You will need to provide us with copies of material reused from different courses
    • Book chapters must also include the book’s title page AND the publisher information page immediately following
    • Please do not copy/scan more than one page of material on side of a page. Double-sided (front and back) copies are acceptable.
    • Photocopies must be clean without streaks, dark areas, excessively light areas, or crumpled edges
    • If submitting saved files, acceptable formats include USB flash drives and CDs
    • For assistance with scanning, please refer to the scanning page
  • 4. When done, please bring completed form, citations, and photocopies/copies saved to diskto the User Services Desk on the first floor of the Health Sciences Library. Library staff members will receive, log, and forward submissions to HSL Reserves.
    • If received before the deadline, items will be available by the time classes start
    • If received after the deadline, we cannot guarantee that the material will be ready when classes start; in fact, delays could reach into the first few weeks of the semester

NOTES: The length of time necessary for processing depends upon submission date. All links will be broken at the end of the semester’s courses. Depending upon how indicated on the submission form, HSL Reserves will return photocopies via campus mail or leave them at the desk for pickup. In order to reactivate Electronic Reserves again, you must resubmit by the posted deadline.

Back to Electronic Reserves

Submitting Electronic Reserves throughout the semester

It is perfectly acceptable for faculty and staff to submit items up until the last day of classes; however, we will not accept any material during final exams intended for that same course. Should you turn in Electronic Reserves late, please be aware that backlogs could extend into the first several weeks of class. So if readings are needed quickly, please give us as much lead time as possible! Once the frenzy settles, you can expect a two to four day turnaround time.

Each time course material is submitted throughout the semester, the Electronic Reserves request must include the following:

  • 1. Electronic Reserve Form, with all sections completely filled out [download Word EReserve Form or view Forms page for more options]
    • You may list citations of the readings on the form itself or on a separate document; please staple/attach to EReserve Form [see Step 2 for more details]
    • Please provide as much relevant information as possible; missing information could result in processing delays or total rejection of the submission
  • 2. Complete bibliography, whether listed on the form itself or on a separate document
    • Each reading must be cited individually, including multiple chapters from the same book [see citation format for examples]
    • The syllabus alone may not be substituted for bibliography
    • It may help to have two separate lists of citations:
      • Material to be reused (if applicable)
        • [Need to know which readings were on past Electronic Reserve? Follow the Admin Login link to view your own course data].
      • Material brand new to the course
  • 3. Copies of all of the readings, whether photocopies or electronic copies saved to disk
    • You need not supply us again with copies when reusing materials
    • You will need to provide us with copies of material brand new to the course
    • Book chapters must also include the book’s title page AND the publisher information page immediately following
    • Please do not copy/scan more than one page of material on side of a page. Double-sided (front and back) copies are acceptable.
    • Photocopies must be clean without streaks, dark areas, excessively light areas, or crumpled edges
    • If submitting saved files, acceptable formats include USB flash drives and CDs
    • For assistance with scanning, please refer to the scanning page
  • 4. When done, please bring completed form, citations, and photocopies/copies saved to diskto the User Services Desk on the first floor of the Health Sciences Library. Library staff members will receive, log, and forward submissions to HSL Reserves.
    • If received before the deadline, items will be available by the time classes start
    • If received after the deadline, we cannot guarantee that the material will be ready when classes start; in fact, delays could reach into the first few weeks of the semester

NOTES: The length of time necessary for processing depends upon submission date. All links will be broken at the end of the semester’s courses. Depending upon how indicated on the submission form, HSL Reserves will return photocopies via campus mail or leave them at the desk for pickup. In order to reactivate Electronic Reserves again, you must resubmit by the posted deadline.

Back to Electronic Reserves

Accessing Electronic Reserves

The most common question asked is “How will students access the readings?” The answer is two-fold:

  • Health Sciences Library Reserves page (default arrangement; links posted and maintained by HSL Reserves), and/or
  • Sakai or other authentication-required site (customizable; links posted by faculty and staff, but maintained by HSL Reserves)

Not every course has a Sakai site, but ALL course EReserves (processed by HSL) are accessible via the Course Index Page!  Remember that the only courses you’ll see are those we have received for the current semester.

Health Sciences Library Reserves page:

  • Reserves Information page
  • Order of readings
    • The default arrangement of readings are arranged by the standard default — alphabetical according to the document/reading.
    • Please be aware that we cannot customize the listed order for you (ie. Rearrangement according to date, topic, session, or other personalized standard), *But* as instructor you have the capability to do this yourself! For details on how, just let us know!
  • Password
    • Providing a password on the Course Reserves Page level is NOT currently required & is merely optional!  Why?
      • For those courses that utilize Sakai by posting/listing the links to respective Course Readings Pages, students are required to login first (via ONYEN/password) anyway in order to access their Electronic Reserves, and
      • Regardless of whether courses are on Sakai, ALL Course Readings Pages are publicly visible ONLY for the duration of a singly current semester, and once the course is over these pages are automatically removed from public view & cannot be later accessed by students.
    • Should Faculty and Staff decide upon using a password, then indicate this on the Electronic Reserve Form. Likewise, Faculty and Staff are responsible for distributing the password to the students in the course
      • HSL staff cannot give this out to anyone claiming to be students in the course, as we do not have an easy way to verify their enrollment

Sakai site or other approved web site

  • Sakai page
  • Order of readings/posting of links
    • Please note that Reserves Staff cannot post your readings directly onto Sakai. Instead, we will provide a list of the links for faculty and staff to arrange and post in the order of their choosing
    • HSL Reserves are, however, responsible for maintaining links to the course readings during the semester. Remember that at the semester’s end we must remove readings to all courses, meaning all Course Pages will be removed, archived, and inaccessible online.
    • If maintaining your own page, you may post and leave up links to material already available via the university’s subscription to electronic journals/resources
  • Password
    • Sakai authenticates via the student’s ONYEN and personal password. When readings are posted on other course sites and pages, faculty and staff are responsible for their password compliance

Back to Electronic Reserves

Important reminders

Items that can be placed on Electronic Reserve:

  • Journal articles
  • Book chapters
  • Lecture notes/exams
  • Websites (within reason)

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

Acceptable saved file formats (examples):

  • Flash drives
  • CDs

These will not be returned unless requested otherwise.

When preparing your submission…

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
    • Sakai or other non-HSL site
  • How items are to be returned
    • Campus mail
    • Hold for pickup at desk

Citations of each reading may be listed either on this form or on another sheet. Please staple or paperclip this document to the form.

  • Provide 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

Turn in your submission to a staff member at the User Services Desk on the first floor of the Health Sciences Library. It will then be logged in and forwarded to Reserves Staff for processing.

  • If received before the deadline, those items will be available to students by the time classes start
  • If received after the deadline, there is no guarantee that the material will be ready by the time classes start

Back to Electronic Reserves

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Library Reserves

Books, videos, and other material owned by the Health Sciences Library

  • These materials are to be brought with you to the User Services Desk on the first floor; HSL staff will not pull them for you.
  • Please list them individually on the Library Reserve Form.

NOTES: Items that are currently checked out but needed for Reserve can be recalled, and will be processed when returned. Library-owned items will be grouped accordingly on shelves near the User Services Desk. When the semester ends, we will remove them from Reserve and return these items back to the library stacks.

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Books owned by other campus libraries

  • These must be checked out at that location and brought with you to the User Services Desk on the first floor; HSL staff cannot check them out for you.
  • Please list them individually on the Library Reserve Form.

NOTES: The lending library has discretion over its own materials, meaning that it may not be possible to put some of their items on Reserve here at the Health Sciences Library. If the lending library allows, these materials will be discharged from your borrowing record and processed for Reserve. When the semester ends, we will return these items back to the respective lending library via campus mail.

Back to Library Reserves

Books, videos, and other material owned by UNC faculty, staff, or departments

  • These materials are to be brought with you to the User Services Desk on the first floor.
  • Please list them individually on the Library Reserve Form.

NOTES: Personal and departmental-owned items will be placed behind the User Services Desk. In an effort to further safeguard non-library material, patrons must first check them out before use, even for those items that are designated ‘Library Use Only.’ Faculty and staff are responsible for maintaining the contents of their material, including but not limited to teeth models, kits, and slide carousels. Depending upon how it was indicated on the submission form, HSL Reserves will either return these items back via campus mail or will leave them at the desk for pickup at the end of the semester.

Back to Library Reserves

Important reminders

Items that can be placed on reserve

  • Books
  • Videos
  • Slides
  • Teeth kits/models
  • Items that are owned by:
    • Health Sciences Library
    • Other libraries on campus
    • Individuals
    • Departments

Items that cannot be placed on Library Reserve

  • Course Packs from the Student Stores
  • Photocopied readings (use Electronic Reserves instead)
  • Books ordered from Interlibrary Loan (ILL)

When preparing your submission…

Please include the following on the Library Reserve Form:

  • Course information
  • Instructor name
  • Instuctor email
  • Instructor phone
  • Campus mailing address
  • Title (if a published work) OR description (i.e. teeth kits, etc.)
  • Author/editor
  • Call number of the item
  • Desired loan period (if not otherwise indicated, we will assume No Loan/In House Use Only)

Turn in your submission to a staff member at the User Services Desk on the first floor of the Health Sciences Library. It will then be logged in and forwarded to Reserves Staff for processing.

  • If received before the deadline, those items will be available to students by the time classes start
  • If received after the deadline, there is no guarantee that the material will be ready by the time classes start

Back to Library Reserves

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Last modified: 12/06/16
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