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Course Reserves Policy

The Academic Library has developed the following Reserves policy based on our interpretation of the U.S. Copyright Law, and the Model Policy Concerning Photocopying for Classroom, Research and Library Reserve Use developed by the American Library Association. Materials placed on reserves are not intended to replace textbooks but to provide supplementary materials for students. 

 A. Physical Reserves (housed in the Academic Library)

At the request of a faculty member, the library may photocopy and place on reserve excerpts from copyrighted works in its collection in accordance with guidelines similar to those governing formal classroom distribution for face-to-face teaching. Arizona Western College and Northern Arizona University in Yuma believe that these guidelines apply to the library reserve shelf to the extent it functions as an extension of classroom readings or reflects an individual student's right to photocopy for his personal scholastic use under the doctrine of fair use. In general, librarians may photocopy materials for reserve room use for the convenience of students both in preparing class assignments and in pursuing informal educational activities which higher education requires, such as advanced independent study and research.

Faculty may place on reserve: 

  • A chapter of a book.

  • An article from a periodical or a newspaper.

  • A short story, short essay or short poem.

  • A chart, graph, diagram, drawing, cartoon or picture from a book, periodical, or newspaper.

  • Audio-video material that is legally obtained.

  • A textbook which has been adopted for use in your classroom and ordered by the bookstore to be available for purchase, and is also not a consumable. (for definition of consumable, see section B below.)

The material submitted must be owned by the library or the faculty member. If the library does not own a copy of the item, the library will purchase it if possible. Library staff will make a decision and follow-up with faculty. Periodical articles may be obtained by inter-library loan.

Requests for multiple copies on reserve should meet the following guidelines: 

 1. the amount of material should be reasonable in relation to the total amount of material assigned for one term of a course taking into account the nature of the course, its subject matter and level, 17 U.S.C. SS107(1) and (3);

2. the number of copies should be reasonable in light of the number of students enrolled, the difficulty and timing of assignments, and the number of other courses which may assign the same material, 17 U.S.C. SS107(1) and (3);

3. the material should contain a notice of copyright, see 17 U.S.C. SS401;

4. the effect of photocopying the material should not be detrimental to the market for the work. (In general, the library should own at least one copy of the work.) 17 U.S.C. SS107(4).

B. Uses of Photocopied Material Requiring Permission

1. Repetitive Copying: The classroom or reserve use of photocopied materials in multiple courses or successive years will normally require advance permission from the owner of the copyright, 17 U.S.C. SS107(3). 

2. Consumable Works: The duplication of works that are consumed in the classroom, such as standardized tests, exercises, workbooks, normally requires permission from the copyright owner, 17 U.S.C. SS107(4). 

 3. Unpublished Works: The library reserve does not accept unpublished material (e.g. student papers, faculty notes, conference handouts, Powerpoint presentations, theses and dissertations) without written permission from the copyright owner, 17 U.S.C. SS302, SS303.

C. How to Obtain Permission

The person placing materials on Course Reserves which exceeds fair use provisions of copyright may seek permission from the copyright holder, usually the publisher. For many educational uses one may find that the permission is freely given. Please keep good files; documenting your steps is important. It is recommended that along with your request you include a self-addressed stamped envelope, and a duplicate copy of your request for the rights holder's files. The Association of American Publishers suggests that the following information be included to expedite the process:

1) Title, author and/or editor, and edition of materials to be duplicated;

2) Exact material to be used, giving amount, page numbers, chapters and, if possible, a photocopy of the material;

3) Number of copies to be made;

4) Use to be made of duplicated materials (including time period or duration if copying on an on-going basis is desired);

5) Form of distribution (classroom, newsletter, etc.);

6) Whether or not the material is to be sold; and

7) Type of reprint (ditto, photocopy, offset, typeset)

When the copyright owner is the publisher of the work, the request should be sent to the permissions department of the publisher in question. When the copyright owner is the author, the request should be directed to the author either in care of the publisher's permissions department, or the author's address.

  D. Electronic Reserves

1. Electronic reserves will be governed by the general reserve policies stated above. Access to electronic reserves documents will be restricted to faculty and students affiliated with a particular class. Electronic reserves may be set up as password-protected files on the campus network.

2. Instructional faculty or teaching staff may request that specific course reserves material be made available to students via electronic reserves or traditional physical formats.

E. Copyright fees

On an annual basis the library will have $300 available for copyright fees. This will initially be allocated $150 for Fall semester and $150 for Spring semester and dispersed in a first-come, first-served manner. Any material submitted for e-reserves that requires copyright permission will be considered on a case by case basis, as the permission fees assessed for use in e-reserves are much higher than the permission fees for copies used in traditional physical reserves. Once the budget for copyright fees is spent, faculty will have to submit their request to their respective division. Please give thought to the amount you are requesting, as the amount stated above is to cover the entire faculty.

F. Use the academic databases whenever possible

The library maintains subscriptions to many databases which contain full-text articles from thousands of periodicals and newspapers. We have already paid licensing fees to access these articles. Students can be directed to specific articles and they are accessible 24 hours a day. For faculty teaching online, in most instances a persistent link can be put into your blackboard class leading the students directly to the article. There is also Netlibrary which has entire books in electronic format. It is easy to direct students to Netlibrary to view a book online.

G. Time frame

Items presented to the circulation desk for physical reserves or electronic reserves may take up to 72 hours (excluding weekends) to process. In the event there is a problem with the reserve request, library staff will follow-up with the faculty member within that 72 hour period.

It is the responsibility of individual course instructors to adhere to this policy.

Questions regarding the library reserve policy? Contact Tina Sibley, Distance Education Librarian 317-6491, or Angie Creel-Erb, Library Director, 344-7776.

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