Electronic Reserves Policies (ERes)
< Reserve Services
About | Self-Serve Option | Full Service Option | Information Needed | Copyright
About Electronic Reserve Services
As a service to the students and faculty of Fairfield University, the library offers electronic reserve services using ERes, http://eres.fairfield.edu. Faculty may use the ERes electronic reserves system to place limited portions of library-owned materials and personal copies online for consultation by students enrolled in their courses, 24 hours a day. Items eligible for electronic reserve status include book chapters, articles, images, links to online resources, and faculty-generated documents such as course syllabi, lecture notes, Web sites, PowerPoint presentations, Excel spreadsheets, and word-processed documents, among other things. For streaming media, materials must be processed by the Media Center (ext. 2651), and you can link to the files on the Media Center's secured server via your ERes course page. Please ask the Access Services Librarian (ext. 2892) to determine when such linking is most appropriate from within your ERes course reserve page vs. from within a courseware product instead. ERes and courseware need not be mutually exclusive options; they are complementary. You can link from within one or more WebCT courses to your ERes course page or to individual documents posted on ERes. Please note that e-reserve is not a substitute for textbooks or course packs, and should constitute only a percentage of assigned course readings. For larger amounts of material, please investigate paper course packs with Printing & Graphic Services (ext. 2432) or contact the WebCT administrator (ext. 3207) to discuss WebCT e-packs and Webtutors. E-reserve files and links will be reviewed at the end of term and removed or archived according to the professor's wishes and/or in compliance with US copyright law. If the above factors will not suit your purposes, traditional, in-library reserves may be an alternative.
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Self-serve option
Professors are welcome to create their own course pages, mount materials independently, and manage their sites with very little intervention from the ERes manager. If you choose this option, please follow the recommended procedure:
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If you need copyright clearance, call Printing and Graphic Services (203) 254-4000 ext. 2432 for assistance.
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If you would like some instruction on how to use ERes or how to scan materials, please call or send e-mail to Elise Bochinski requesting a meeting. Directions for creating durable links and/or linking to your electronic reserve readings from within WebCT are available from the ERes homepage (under "ERes Resources"), but please don't hesitate to ask for assistance.
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If you will be scanning documents and need access to appropriate equipment, there are photocopiers on campus which have the ability to scan in paper copies and convert them to digital files (PDFs). This is a useful approach for faculty who wish to manage their own ERes accounts and upload their own documents. For locations of these copiers, please call Printing and Graphics Services at (203) 254-4000 ext. 2432. If you do not have access to these photocopiers or other scanning equipment, Reserves Services will scan in the material for you as part of the full-service ERes option.
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For each copyrighted document you upload, please provide a full bibliographic citation, along with the official copyright statement and the message "no further transmission of this material is permitted." If you need a copy of the statement, please ask for a copy from the Reserves Department, or find it online from ERes ( http://eres.fairfield.edu) by selecting ERes as the department and clicking on the ERes Resources link, wherein you will find a folder labeled Scanning Procedures/Directions that holds the statement.
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Invent a password for each course page you create, and disseminate this password only to students enrolled in the designated course.
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After the semester is over, you are responsible for deleting or archiving any course pages containing copyrighted materials until permission has been gained to use the materials for additional semesters. Please also archive or delete pages created for courses that will not be taught again or in the near future.
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Full service option
For those who are less technically inclined, or for those who prefer to delegate their electronic reserve projects to a librarian, the Reserves Department offers full ERes service. There are a few simple steps to begin:
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If you need copyright clearance, call Printing and Graphic Services (ext. 2432) for assistance.
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An Electronic Reserves list must be submitted in order to place items on ERes. There are several options:
(a) Print out the PDF version of the Electronic Reserve Document Processing Form, then fill it out and send the form through campus mail or e-mail it to the Reserves Assistant, shurlburt@mail.fairfield.edu.
(b) Obtain an Electronic Reserve Document Processing form at the library Reserves desk. Fill it out on site, or send the form through campus mail to the DiMenna-Nyselius Library Reserves Department.
(c) Call the Reserves Department at (203) 254-4000 ext. 2892 or 2234. Be prepared to provide all of the information needed (see "information needed," below).
(d) Send an e-mail to Elise Bochinski ebochinski@mail.fairfield.edu, the Access Services Librarian, or to Sylvia Hurlburt shurlburt@mail.fairfield.edu, the Reserves Assistant. Include all of the information needed.
NOTE: Options a, c and d are not possible if a signature is required. Please read the " copyright" section of this policy to see if a signature is required.
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Information Needed: All reserve requests: the professor's name, the semester during which the materials are to be accessible, the full course name, and the course number. For each document, please provide a full bibliographic citation
Library owned books: each item's LC call number; book title and chapter title; document type (i.e. book chapter, etc.); pages; indicate one of the following: (a) whether you are the copyright owner, (b) whether this is the first time you are placing the item on reserve without permission from the copyright owner, (c) whether the item is within the public domain, or (d) whether you have been granted permission to use the material by the copyright owner (your signature required). Please carefully read the "copyright" section of this policy; indicate format as submitted (i.e. bound, loose, on disk, e-mail); indicate desired ERes format (i.e. PDF, etc.).
Articles: article title and journal title; document type (i.e. article); pages; indicate one of the following: (a) whether you are the copyright owner, (b) whether this is the first time you are placing the item on reserve without permission from the copyright owner, (c) whether the item is within the public domain, or (d) whether you have been granted permission to use the material by the copyright owner (your signature required). Please carefully read the "copyright" section of this policy; indicate format as submitted (i.e. bound, loose, on disk, e-mail, within library's subscription/licensed database); indicate desired ERes format (i.e. PDF, etc.). If the article resides in a licensed database subscribed to by the library, please indicate as such, and a durable link (i.e., persistent URL), possibly can be made.
Web documents: URL, title, document type (i.e. Web page), and the desired ERes format (i.e. HTML).
Slides: Title of image, author of image, owner of image; document type (i.e. slide); indicate one of the following: (a) whether you are the copyright owner, (b) whether this is the first time you are placing the item on reserve without permission from the copyright owner, (c) whether the item is within the public domain, or (d) whether you have been granted permission to use the material by the copyright owner (your signature required). Please carefully read the "copyright" section of this policy; indicate format as submitted (i.e. bound, loose, on disk, e-mail); indicate desired ERes format (i.e. jpeg, etc.).
Audio/Video: URL of server on which it resides, title, author/artist/director, document type (i.e., audio or video), and the desired ERes format (i.e., streamed). You should work with the Media Center (ext. 2651) to stream media. Please provide them with all the information asked, and be sure to have them contact the library. It is very important to communicate with both the Media Center and the Library when linking to streamed media or digitizing library materials for use in an online course.
Other: you may send images or electronic documents to the Reserves department, carefully labeled, through campus mail, on disk or via e-mail. Please provide the document title, document type, format as submitted (i.e. paper, disk or e-mail), and desired ERes format (file type to be consulted by your students on ERes). If there are any copyright issues, please provide that information as well.
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You may bring any personal copies or selected library materials to the Reserve desk for processing. If you prefer not to bring library materials to the Reserve desk, our staff will retrieve them for you from the circulating stacks. However, please be aware that we will be able to process your materials more quickly if you bring all of the items to us yourself. Any photocopies should be on clean white 8½ x 11 paper, single sides without staples, and be a first generation copy. PDF image quality can only be as good as the copy submitted. Please do not submit documents with pages formatted in landscape; pages must be submitted in portrait format. Any digital material may be sent as an email attachment to shurlburt@mail.fairfield.edu or to ebochinski@mail.fairfield.edu, or submitted on a 3½ floppy disk or on a zip disk.
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Indicate if you would like paper copies of the same material to be available behind the library's Reserve desk.
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Ask the librarian who created your course page for the course password, and disseminate this password only to students enrolled in the designated course.
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Copyright
When dealing with materials where the instructor is not the copyright owner of the work, or where the materials neither are library-owned paper-based publications nor are print or electronic publications to which the library subscribes, materials may be placed on ERes only if:
(1) they are in the public domain (US government publication, or anything published before 1925),
(2) the copyright owner grants permission, (note that students own the copyright to their work) or
(3) the use is a "fair use" under the law.
Fair use is a legal doctrine found in section 107 of the 1976 US Copyright Act published in Title 17 of the US Code. It allows the public to make limited uses of copyrighted works without permission. It depends on the balancing of four factors including:
(1) the purpose of your use,
(2) the nature of the work you are using,
(3) the amount of the work you are using, and
(4) the effect of your use on the value of or market for the original work.
Because simple, clean, concise rules do not exist in the law of fair use, the Reserves Department uses the following standards to give fair use some practical application for electronic reserves.
(1) Purpose of the use: materials must serve only the needs of specified educational programs; they must be placed on electronic reserve only at the specific request of the instructor; access to materials will be limited by password to deter unauthorized access beyond students enrolled in the specific course for which the specific materials are needed; students should not be charged specifically to consult the works, and no person or unit at the university should benefit monetarily from the use of the material.
(2) Nature of the work: materials must be related directly to the educational objectives of a specific course; only those portions relevant to the objectives of the course may be placed on electronic reserve; and highly creative works, like novels, artwork and poetry, are not generally appropriate unless they are the main subject of academic study.
(3) Amount of the work: reproductions will generally be limited to brief works or brief excerpts from longer works, such as a book chapter, a single article from a journal, or unrelated news articles; the amount of the work placed on electronic reserve must be related directly to the educational objectives of the course.
(4) Effect of the use on the market for the original: repeat use of the same material by the same instructor for the same course will require permission from the copyright owner; the materials will include a citation to the original source of publication and a form of copyright notice; access to materials will be limited by password to deter unauthorized access beyond students enrolled in the specific course for which the specific materials are needed; materials must not be distributed beyond the students in the specific course; no material should be included unless it is produced from a lawfully obtained copy; materials on electronic reserve may not include any works that are available for students to purchase-whether as a book, coursepack, or other work-in the campus bookstore or other customary outlet.
If the use of the work you intend to place on ERes will not be a fair use according to these standards, and the material is not in the public domain, and is neither a library-owned paper-based publication nor a print or electronic publication licensed or subscribed to by the library, you will need to seek permission.
Printing and Graphic Services offers assistance to professors in gaining permission from copyright owners. Their extension is (203) 254-4000 ext. 2432.
Professors using electronic reserves are required to sign an initial statement pledging to honor the copyright standards put forth in this policy. Professors are also required to indicate the copyright status of materials when filling out electronic reserve forms. The library relies on the honor system, and does not require documentation of permissions gained. A signature is required, however, securing the faculty member's pledge to honor copyright law.
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