To support the teaching and learning activities of faculty and students, Pacific University Library provides an electronic reserve (ERes) system to be used for course readings and other course materials.
Faculty and students are responsible for complying with all copyright laws in regards to use of the ERes system. For help getting copyright permissions, please contact your department.
Materials placed on electronic reserve should only constitute a small portion of the required (and/or supplemental) course readings. The ERes system is not intended to replace course-packs.
All materials submitted for use in the ERes system must either belong to a faculty member, a department/school of the University, or the Library.
Copyrighted materials that will be used by the same faculty member for more than one course at the same time, or for more than one semester, must have copyright clearance after the initial use.
Access to ERes materials for a specific course will be limited to students currently enrolled in the course, and will be password-protected. Access will end on the last day of the course.
These are intended as general guidelines to aid compliance with copyright law and Fair Use guidelines. For proposed uses not covered here, please consult with the Library.
These may be placed on reserve without first seeking copyright clearance:
- Items published prior to 1923, or other items determined to be in the public domain
- Links to e-books or articles in the Library’s databases
- One chapter, or up to 10 percent, of a book (provided no other material from the same book has already been used for the same course and same faculty member)
- One article from a journal issue (provided that no other articles from the same journal issue have already been used for the same course and faculty member)
- One poem, short story, or essay from a collected work
- A short excerpt, not to exceed 10 percent, of a work without chapters or articles
- A chart, graph, diagram, drawing, cartoon or picture from a book, periodical or newspaper
- Homework assignments
- Study guides/syllabi prepared by the instructor
- Lecture notes
- Student work (written permission must accompany material)
- Other course-related materials prepared by the instructor
Faculty must FIRST receive copyright clearance to use the following:
- Unpublished works (other than the faculty member’s own work)
- Consumable works (workbooks, exercises, standardized test and survey instruments, etc)
- Anything from a source that has already been used for the same course and same faculty member
- Multiple articles from the same issue of a journal (one may be used until clearance is obtained for the others) for the same course and same faculty member
- Multiple chapters from the same book, if they exceed 10% of the total work (up to 10% of the work may be used until clearance is obtained for the others) for the same course and same faculty member
- Multiple excerpts from an anthology or other collective work (one may be used until original sources are located and utilized) for the same course and same faculty member
If a faculty member can demonstrate that there is a “spontaneous” need to use material which falls into one of these “mandatory permission” categories, and there is not adequate time to seek copyright clearance, it may still be possible to place the material on reserve. Faculty members should consult with the Library and proper University copyright authorities to make such a determination.
Allow at least 24 hours from submission for materials to be placed in the ERes system.
- Please download an E-Reserve Request Form (also available at the Circulation Desk) along with the materials to be put on reserve.
- If you need to add materials to your E-Reserves after the course has started, complete an Additional Materials Form and submit it along with the materials.
- Please complete the form – especially the copyright disclaimer, where you should indicate whether you have received copyright clearance, or whether copyright clearance is not required.
- If possible, please submit all materials with the Request Form. If a book or journal is located in the Library (or if you provide a personal copy of the book/journal), the Library can directly scan the requested chapter or article; however, this may slow the turn-around time for your request.
- Materials may be submitted in hard copy, or emailed in PDF format. For electronic submissions, please send to:
Hillsboro/PDX Campus: firstname.lastname@example.org
Material Format Guidelines
- Photocopies should be on 8.5” x 11” paper – single-sided or double-sided is OK. Please try to provide the highest quality copies (no large black edges, cut off pages, etc.).
- All photocopies/scans of journal articles or book chapters MUST have the complete citation information printed or clearly written on the item AND include a photocopy of the publisher’s copyright statement.
Materials owned by faculty or departments will be returned via campus mail as soon as processing is complete.
At the end of each term, all materials placed in the ERes system must either be renewed (by submitting a renewal form) for use in the next term, or be removed and made inaccessible.
Please note: If material has been used under the provisions of the Fair Use guidelines, it may not be used in more than one term for the same course and same faculty member without copyright clearance.
If desired, faculty members may manage their own course pages on the ERes systems. This includes scanning and placing materials online and managing the renewal and/or removal of materials.
Faculty members must still submit an E-Reserve Request Form to the Library to initiate the creation of a course page. However, it is only necessary to fill in the course information, unless materials will accompany this initial request.
Prior to managing their own course pages, faculty members are required to take part in a 30-minute orientation session, which will include:
- Basic operating information for the ERes system
- Guidance in determining when it is necessary to seek copyright clearance
- Overview of Library guidelines for proper use of the ERes system
It is extremely important for faculty members who manage their own course pages to be knowledgeable about the requirements, and liabilities, of copyright law.
These guidelines are adapted from:
Driscoll, Lois. 2003. Electronic Reserve: A Manual and Guide for Library Staff Members.
Binghamton, NY: Haworth Press.
American Library Association (ALA)
Office of General Counsel, University of Texas
Library, California State University, San Marcos