Course Reserves Guidelines for Faculty

Reserve Request Form (PDF)

SAVE the online editable PDF form and complete as instructed below *

General Information:   Library Reserve consists of two collection types.  The first is a ‘traditional’ reserve collection of physical items circulated from the Circulation desk in Odum Library.   The traditional reserve collection 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 Valdosta State University (VSU) instructors or departments. This ensures greater availability to user groups, such as students, in a particular course.

The second collection type is more recent ‘electronic’ reserve.  Via a course password as assigned and disseminated by the instructor, students can access electronic reserve items through the GIL@VSU Library Catalog Course Reserves  link  24 hours/day, 7 days/week from any Internet connected computer.  Please note that the VSU Odum Library does not take responsibility for copyright clearance or permissions.  Following University System of Georgia Copyright Policy, the Fair Use Checklist*(See belowmust be completed and retained by you for each item verifying that all copyrighted materials submitted weigh in favor of fair use guidelines as placed on library electronic reserve or in BlazeVIEW.    In all instances, full compliance with applicable copyright laws is expected of all employees of University System of Georgia Board of Regents' institutions.

 Electronic reserves must be submitted in electronic file format preferably as a portable document format (.pdf),  or other Microsoft  file type, or a clean, one-sided article/chapter photocopy ready for scanning.  The Fair Use Checklist(See below)  is not required when submitting licensed persistent links or personally authored files (as .pdf, .doc, .docx, .ppt, .pptx, .xls, .or  xlsx files) of  class syllabi, lecture notes, homework assignments/solutions, or sample tests/papers.   For help with links for licensed full text content, see Creating Persistent Links or contact Reference@LiveChat or telephone 7149.

Reserves Deadline:  There is no deadline for submitting materials for reserve. All materials will be processed in the order received. There is a full business day delay between the processing of reserve materials by staff and their appearance on the GIL-Find Course Reserves tab. It may take up to a week to process reserve items during peak demand periods, for example at the beginning of each semester. Every effort will be made to process items for reserve by the time needed for class. Reminder: There is no same day service because even if items are processed the day received, the course reserve reading list will not appear until the next day.

Electronic Reserve Submission Guidelines

Electronic reserves are produced by scanning or converting print material provided by the instructor into PDF (portable document format) files, which can be viewed with Adobe™ Acrobat Reader.  Instructors are responsible for monitoring the quality of the photocopies submitted to the library.  Documents lose some quality when converted to PDF so it is best to provide the highest quality photocopies possible.   To ensure prompt service, please follow these guidelines:

  1. Complete the Reserve Request Form and submit it with your electronic reserve material. *

    1. SAVE the Reserve Request Form to a desktop file folder. Renaming the file to include your initials or last name is recommended.

    2. ATTACH the saved renamed Reserve Request Form file to an email addressed to

    3. ADD the following email SUBJECT LINE: Electronic Reserve Request.

  2. Submit material at least two business days before needed for class.

  3. Print documents, including photocopied items, should be single-sided on white 8.5” x 11” paper.  Photocopies should be clean with as little "black area" as possible and no holes or staples.   Handwritten copy (class notes, homework solutions, etc.) scans best when written in black ink. 

  4. copyright statement will be added to electronic reserve items to indicate the material may be protected by the copyright law.

  5. Material may also be submitted in the following electronic formats, portable document format (.pdf),  or other Microsoft Office Suite file type, as in Word (.doc, .docx), Powerpoint (.ppt, .pptx), Excel (.xls, .or  xlsx files), or .txt or .rtf files.

  6. Journal articles and electronic book chapters found online in Journals A-Z and GIL-Find@VSU are easily placed on Course Reserves. Simply provide the library persistent, durable, stable or permanent Internet address (URL - Uniform Resource Locator) link, of the article or chapter as well as the title of the work when making this request. For help with links for licensed full text content, see Creating Persistent Links or contact Reference@LiveChat or telephone 7149.

  7. Following University System of Georgia Copyright Policy and the "Additional Guidelines for Electronic Reserves" entire books (including out-of-print materials) cannot be scanned and placed on electronic reserve.  If you have received permission to digitally copy and scan an entire out-of-print book from the copyright owner, please speak to library staff regarding the exception.

  8. Electronic Reserve Course Password Creation Instructions  – Minimum 4 lower case letters and do not use spaces. {Passwords should not be course and number, instructor’s name, instructor’s email alias, any words contained in the course title or current semester (i.e., fall2009)}  In accordance with copyright law, passwords must be unique for each course and change each semester.  After electronic reserve items have been processed and are available to students , you will receive an email notification that includes a reminder of your selected password.    You are responsible for giving your students the electronic reserve course password.  

*University System of Georgia Copyright Policy - Fair Use Checklist –  According to the Board of Regents' Additional Guidelines for Electronic Reserves, “Instructors are responsible for evaluating, on a case-by-case basis, whether the use of a copyrighted work on electronic reserves requires permission or qualifies as a fair use. If relying upon the fair use exception, instructors must complete a copy of the fair use checklist before submitting material for electronic reserves. An Introduction to the Fair Use Checklist and further explanation of the Fair Use Exception are available as aids for understanding and completing the Fair Use Checklist form.