Reserve Policy and Copyright Info
Kent State University Libraries Reserves Policy
University Libraries (UL) provides access to both print and electronic reserves. Reserve Services' goal is to insure that required or supplemental reading materials are available and accessible to students in an expedient manner, while complying with United States Copyright Law and applicable guidelines.
Limits on Number of Copyrighted Materials
A limit of 50 copyrighted materials (journal articles, book chapters, case studies, etc.) will be accepted for placement on electronic reserve per semester, per course, regardless of the number of course sections. Reserve materials created by the faculty member for which the faculty owns copyright (e.g., syllabi, course outlines, lecture notes, exams, etc.) are NOT subject to the 50 item limit.
Quality of Materials
Submission of good-quality copies, such as original or first-generation scans or photocopies, is highly recommended for better screen viewing and faster processing. All submitted materials are returned to faculty after processing is completed. Every effort is made to return all materials in their original condition. However, circumstances may prevent the return of the materials in their original condition because of spiral binding, binding becomes loose, heavy duty staples, etc.
Required Lead Time for Processing
Requests are processed on a first-come, first-served basis. Please allow a minimum of one week for processing. Every effort will be made to accommodate all requests in a timely manner. Because of the high volume of reserves traffic at the beginning of each semester, faculty are encouraged to submit materials as early as possible.
To expedite processing of requests, appropriate forms need to be filled out for each course and for all materials. Forms must be accurately completed with required information, including course and course number, course section number, call number, etc. Forms that are submitted with copies of library books, journal articles, books, etc. are processed with minimum delays. Incomplete forms will delay processing.
Print forms are available in the Reserve Services Office.
PDFs (portable document format) of the print forms are available for download, along with individual online forms.
A complete online request system for Reserves is available. This combines all the individual forms into one complete online system.
Course Status Cards
Each instructor will receive course status cards for previous courses prior to the beginning of Fall and Spring semesters only. These cards are Reserve Services' means of communication regarding continuation of courses or changes to courses. Prompt reply ensures courses are ready in time for the beginning of the semester. For Summer course reserves, please contact Reserve Services.
Copyright Guidelines, Fair Use, and TEACH Act
In accordance with the standard Copyright practice, up to 10% of the total page count will be copied and placed on electronic reserve. If curricular needs exceed this amount, faculty have the option to place a Kent State University Libraries' material or personal copy of the original book on reserve.
UL may consider placement of copyrighted materials on electronic reserves as fair use or as compliant with the TEACH Act under United States Copyright Law. Multiple uses of the same materials for the same course may require copyright clearance. Some materials, including multimedia, may require copyright clearance prior to being placed on reserve.
Staff reserves the right to decline requests judged to exceed fair use or TEACH Act exemptions of U.S. Copyright Law. Reserve Services will routinely monitor this policy and make every effort to ensure that UL is in compliance with U.S. Copyright Law, applicable guidelines, and best practices.
Copyright Clearance Fees
Reserve Services makes every effort to minimize copyright clearance costs. For example, links to licensed full-text electronic resources may be provided in lieu of uploading a PDF. This reduces copyright costs but may require students to authenticate for off-campus access.
UL will pay up to $300 in copyright clearance fees per semester, per course, regardless of the number of faculty teaching, the number of course sections, or student enrollment. Student enrollment for each course is required for Reserve Services staff to determine copyright fees. This amount is subject to change by UL at any time. Faculty will be notified if their copyright clearance fees are approaching or exceed $300.
Academic units are responsible for copyright clearance fees that exceed $300 only if the faculty member chooses to maintain those materials on Reserve. Subject Librarians are available by appointment to assist in locating alternative, similar materials with lower or no copyright clearance costs.
Copyright Clearance Denials
Reserve Services staff will notify faculty via email or telephone regarding refusal of the publisher to grant copyright clearance. After faculty are notified of copyright denial, material will be removed from the course. Faculty may discuss other options with Reserve Services or seek the assistance of Subject Librarians in locating alternative materials.
Original Works by Faculty
Faculty authorship does not automatically indicate faculty copyright ownership of articles published in scholarly journals or of chapters contributed to books or encyclopedias. Reserve Services will seek copyright permissions unless proof of ownership can be provided.
Original Works by Students
Kent State students own the copyright to any original works produced for classes. These materials are subject to the same copyright guidelines as published materials. UL requires copyright permission in the form of a waiver to be signed by the student after the first semester's use or if the amount of the material is judged to exceed fair use. If no copyright permission is obtained by faculty from students, faculty may be held liable for copyright infringement. For more information, see Copyright for Student Authors.
Portable Document Format (PDF)
Most documents will be converted to PDF files that can be viewed and printed across computing platforms (e.g., Windows and Macintosh). Other file formats may be submitted, including image files such as gif, jpeg, etc. Links to licensed full-text electronic resources may be provided in lieu of uploading a PDF; this may require students to authenticate for off-campus access.
Course lists and contents are password protected to help abide by U.S. Copyright Law. Passwords are changed each semester by Reserve Services. Passwords will be provided only to students currently enrolled in the course, or to faculty currently teaching the course.
Access to Inactive Courses
Due to U.S. Copyright Law, Reserve Services cannot provide access to the materials in inactive courses or courses not currently being taught. However, lists of bibliographic citations for course materials will be provided. Materials may be obtained at the Libraries, through OhioLINK, or through Interlibrary Loan. Reserve Services will only keep five years of inactive electronic reserve courses and its materials. Faculty wishing to review their inactive course and its materials within that time frame should contact Reserve Services. Demonstrations of Electronic Reserves to accreditation teams should be arranged with Subject Librarians.
Access to Other Faculty Member's Courses
If a secondary faculty member wishes to access a primary faculty member's active course, it is the secondary faculty's responsibility to contact the primary faculty for course access approval. Reserve Services will require approval directly from the primary faculty who established the course.
Full-text Content in HTML Format
To decrease copyright clearance fees and processing time, every effort will be made to search for electronic materials licensed for electronic reserve use. Links to licensed full-text electronic resources may be provided in lieu of uploading a PDF; this may require students to authenticate for off-campus access If PDF files are not available, HTML files, which may not contain graphical content (photographs, tables, charts, etc.) will be used only with faculty approval.
Electronic books can be placed on electronic reserves only in the form of links. Some electronic books require "checkout" in order to view, and simultaneous checkouts may be restricted. Links to individual chapters may not be technologically possible. Many electronic book sites require students to authenticate for off-campus access.
Off-site web links
As part of electronic reserve, Reserve Services can include links to web sites. However, off-site links on electronic reserve pages are not routinely tested. If off-site web links are reported to Reserve Services as non-working, faculty will be contacted for current or alternative links.
For requests to place streaming video or other media material on electronic reserve, faculty are asked to contact Reserve Services. These requests require a minimum of two weeks processing time.
Reserve Services provides instructions for linking electronic reserves to your Blackboard Learn course.
Library or Personal Copies of Materials
Physical materials (books, DVDs, etc.) may be placed on print reserve if they are owned by Kent State University or by the faculty placing them on reserve. There is no limit placed on the number of physical materials on reserve per course. Personal copies will be labeled, barcoded, and sensitized to meet library system and security requirements. Copyright clearance is not required for physical materials placed on print reserve. Several loan types exist to suit the needs of the course or material type.
Disclaimer Form for Personal Copies
A faculty member wishing to place personal materials on print reserve will be required to sign a Reserve Services Material Responsibility Disclaimer Form indicating the library cannot be held liable for loss, theft, mutilation, or damage to materials.
Extended Check-out of Reserve Materials
Faculty who wish to check out materials on reserve for use in class are asked to contact Reserve Services to arrange extended loan periods. Students must contact course instructors for permission for extended loan periods. If materials are on reserve for more than one course, extended loan periods may not be granted.
Reference and Special Collections Materials
Materials in the library's Reference Collection or in Special Collections will NOT be placed on reserve. Second copies purchased especially for reserve or personal copies may be placed on reserve instead.
OhioLINK or Interlibrary Loan Materials
Purchasing Requested Materials
Materials can be ordered by faculty to be placed on reserve by contacting the appropriate Subject Librarian. Faculty should notify Reserve Services regarding the purchase to facilitate processing.
Faculty may request to have their materials removed or inactivated from reserve at any time during the semester by notifying Reserve Services. Reserve Services staff may request faculty remove materials from reserve due to lack of use by students. Personal copies of materials will be returned to the faculty via campus mail, unless other arrangements were made in advance with Reserve Services.