Reserve Guidelines for Faculty

Reserve consists of two collections. The first is a collection of items in MLC 315 assigned restrictive loan periods. It includes books, videotapes, DVDs, CDs, book chapters, magazine/journal/newspaper articles, and professor's materials (e.g., class syllabi, lecture notes, homework assignments/solutions, sample tests/papers, etc.), put "on reserve" by San Antonio College (SAC) instructors or departments. This ensures greater availability to user groups, such as students, in a particular course. MLC 315 is on the third floor in Moody Learning Center.

The second is electronic reserve. In addition to photocopied items on Reserve in MLC 315, the library can put copies on electronic reserve. Students can access electronic reserve items through the SAC Library Catalog 24 hours/day, 7 days/week by course or instructor from any Internet connected computer. After typing in their names and social security numbers, students get access to the full text of Reserve items just as if they had checked out the items from Reserve in MLC 315. In addition, a unique password may be assigned to a reserve item so that only individuals knowing the unique password can access the reserve item.

Copyright guidance:

San Antonio College Library and Media Services adheres to the Copyright Law of the United States of America (Title 17, United States Code)(www.loc.gov/copyright/title17/).

Copyright restrictions:

The copyright law of the United States (Title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted material. Under certain conditions specified in the law, libraries are authorized to furnish a photocopy or other reproduction. One of the specified conditions is that the photocopy or reproduction is not to be used for any purpose other than private study, scholarship, or research. If a reserve item is used for purposes in excess of what constitutes "fair use," the user may be liable for copyright infringement. Fair use is the right to use copyrighted material for limited purposes and without authorization of the author.

Copyright permission:

Examples of reserve items that must have copyright permission:
1. A magazine, journal, or newspaper article on reserve for more than one semester.
2. A book chapter on reserve for more than one semester.
3. A paper copy of an Internet resource on reserve for more than one semester.
4. A magazine, journal, or newspaper article or book chapter used by different instructors in multiple sections for one or more semesters.
5. Multiple articles from one magazine, journal, or newspaper issue on reserve for one or more semesters.
6. Multiple chapters from a book on reserve for one or more semesters.
7. Student papers.
Note: Items in categories 1.a., 1.b., and 1.c. will be removed from Reserve and returned to the instructor if copyright permission is not obtained by the end of the first semester the item is on reserve. Items in categories 1.d., 1.e., 1.f., and 1.g. will not be put on reserve without copyright permission.
Examples of reserve items that do not require copyright permission:
1. Books, videotapes, DVDs, CDs.
2. A magazine, journal, or newspaper article on reserve for one semester only.
3. A book chapter on reserve for one semester only.
4. A paper copy of an Internet resource on reserve for one semester only.
5. Government publications.
6. Class syllabi.
7. Lecture notes.
8. Homework assignments/solutions.
9. Sample tests.

How to obtain copyright permission:

When use of photocopied material for Reserve requires permission, an instructor must communicate complete and accurate information to the copyright owner. The following information must be included in a permission request letter to expedite the process:

Book chapter, magazine/journal/newspaper article, or Internet resource information.
1. Book chapter information: Author & title of chapter, pages of chapter, title of book, author(s)/editor(s) of book, edition (if applicable), publisher, date of publication. Include a photocopy, if possible.
2. Magazine/journal/newspaper article information: Author & title of article, pages of article, title of magazine/journal/newspaper, volume number, date of issue. Include a photocopy, if possible.
3. Internet resource information: Author, editor, or compiler of Internet resource; title of resource; date of publication, posting, or update; name of institution or organization responsible for the resource; date the resource was accessed; URL.
Number of copies to be made.
Use to be made of duplicated materials.
Form of distribution (Library Reserve, classroom, newsletter, etc.).
Whether or not the material is to be sold.
Type of reprint (photocopy, photography, offset, typeset, etc.).

The request should be sent, together with a self-addressed return envelope, to the copyright permissions department of the publisher in question. If the address of the publisher does not appear at the front of the material, it may be obtained in publications such as The Literary Market Place (Ref PN161.L5) or Ulrich's Periodicals Directory (Ref PN4832.U47) in the SAC Library reference area on the 2nd floor of the Moody Learning Center. The process of granting permission requires time for the publisher to check the status of the copyright and to evaluate the nature of the request. It is advisable, therefore, to allow enough time to obtain permission before the materials are needed. In some instances, the publisher may assess a fee for the permission.

Sample Letter To Copyright Owner (Publisher) Requesting Permission To Copy:

March 1, 2004

Dear Sir or Madam:

I would like permission to copy the following to put on Reserve in the San Antonio College Library:

Author of chapter: Mood, John J.

Title of chapter: The Structure of A Streetcar Named Desire Pages of chapter: 9-19 (Chapter 2).

Title of book: Tennessee Williams: A Collection of Critical Essays

Editor of book: Stanton, Stephen

Publisher: Mosaic Press

Date of publication: 1977

Number of copies: 5

Distribution: The five copies will be put on Reserve in the San Antonio College Library for use by students enrolled in my English 1302 classes.

Type of reprint: Photocopy

Use: The chapter will be used as supplemental reading. I have enclosed a self-addressed envelope for your convenience in replying to this request.

Sincerely,

Faculty Member Copyright Clearance Center:

The Copyright Clearance Center (www.copyright.com) also has the right to grant permission and collect fees for photocopying rights for certain publications. Instructors may copy from any journal that is registered with the CCC, report the copying beyond fair use to CCC, and pay the set fee.

Procedures for Placing Items on Reserve

Bring library-owned or personal books, videotapes, DVDs, or CDs to the Reserve Desk (MLC 315) to ensure that they are available for placement on reserve.
Provide a reasonable number of copies of chapters, articles, Internet resources, or professor's materials (e.g., class syllabi, lecture notes, homework assignments/solutions, sample tests/papers, etc.) to meet students' demands. Copyright guidelines for copies of chapters, articles, and Internet resources state that a reasonable number of copies will in most instances be less than six, but factors such as the length or difficulty of the assignment, the number of enrolled students, and the length of time allowed for completion of the assignment may permit more in unusual circumstances.
Provide manila folders or other containers for each separate copy of loose, photocopied items.
Allow two working days (i.e., Monday -- Friday) for processing new or added copies.
Provide, as applicable, copies of letters granting permission to place copyrighted items on reserve.
Complete a Reserve Request Form (requires Adobe Acrobat) for each book, videotape, DVD, CD, chapter, article, etc.
1. If placing a book on reserve the following information must be completed on the form:
  1. Author(s)/editor(s)
  2. Title
  3. Place of publication
  4. Publisher
  5. Date of publication
2. If placing a book chapter on reserve the following information must be completed on the form:
  1. Author of chapter
  2. Title of chapter
  3. Title of book
  4. Author(s)/editor(s) of book
  5. Place of publication
  6. Publisher
  7. Date of publication
  8. Pages of chapter
3. If placing a magazine, journal, or newspaper article on reserve the following information must be completed on the form:
  1. Author of article
  2. Title of article
  3. Title of magazine/journal/newspaper
  4. Volume number
  5. Date of issue Pages of article
4. If placing an Internet resource on reserve the following information must be completed on the form:
  1. Title Author/editor/compiler
  2. Date of publication/posting/update
  3. Name of institution or organization responsible for the resource
  4. Date the resource was accessed
  5. URL (Internet address)
5. If placing videotapes, DVDs, CDs, class syllabi, lecture notes, homework assignments/solutions, sample tests/papers, etc. on reserve the following information must be completed on the form:
  1. Title (i.e., What will the students ask for when they request the item at Reserve?)
Designate the checkout period for the reserve item. Reserve items may have checkout periods of 2-hour library use only, one day, or two days. In addition, videotapes, DVDs, and CDs with long viewing or listening times may have checkout periods of 3, 4, or 6-hour library use only. A 2, 3, 4, or 6-hour library use only reserve item must be used in the SAC Library on the third floor. A one-day reserve item may be checked out at any time during the day and is due the following day. Weekends and SAC holidays are not included. A two-day reserve item may be checked out at any time during the day and is due two class days after the checkout day (e.g., a book checked out on Monday is due on Wednesday). Weekends and SAC holidays are not included.

Additional Information

The University of Texas System, Office of General Counsel, Intellectual Property, maintains a web site (www.utsystem.edu/OGC/intellectualproperty/cprtindx.htm) which includes a Crash Course in Copyright and links to numerous other copyright web sites.