Collection Management Services

Oak Street

Reserves

Projects

Gifts

Reserve Processing for current term

If dates are listed below, reserve requests submitted on that date are currently being processed in order of receipt. Lists from previous dates may still be in progress.

E-Reserves:
two business days

UGL & Central Circ:
two business days

Funk ACES:
two business days

Grainger Engineering:
two business days

Spring Reserves become active on January 13.

Electronic Reserves FAQ

Electronic Reserves, or e-reserves, includes all reserve materials that are accessed online, regardless of format.

For information about reserve materials that are held behind the desk in a library, please see: Physical Reserves FAQ.

Appropriate Materials

Submitting Requests

Processing

Accessing E-reserves

Copyright

 

 

Appropriate Materials

Electronic Reserves, or e-reserves, includes all reserve materials that are accessed online, regardless of format. (As the purpose of e-reserves is to provide access to content that supplements assigned textbooks, most e-reserve requests are for a single chapter or article from a source.)

For information about reserve materials that are held behind the desk in a library, please see: Physical Reserves FAQ.

 

Textual documents

 The vast majority of e-reserves fall into this broad category, which includes:

As the purpose of e-reserves is to provide access to content that supplements assigned textbooks, most e-reserve requests are for a single chapter or article from a source. See the Copyright section of this page for more information.

 

Still images

Still image e-reserves are now processed by CMS with support for using ARTstor provided by Sarah Christensen, the Library's Visual Resources Curator.

Click here for information on how to use ARTstor for still images in the classroom and reserves.

 

Video recordings

Video e-reserves are now a regular part of e-reserves.

 

Audio recordings

Audio e-reserves are processed by CMS in collaboration with the Music and Performing Arts Library.

 

 

Submitting Requests

How do I submit requests for e-reserves?

General information on submitting reserve requests can be found on our Placing Materials on Reserve page.

Help for submitting in our new e-reserve system can be found on our Reserves LibGuide – Submitting Reserves.

More details can be found in the following questions and answers. 

If you have any further questions, please don't hesitate to contact us at cmservices@library.illinois.edu or 244-3773.

 

Can I submit requests for someone else?

Only instructors and proxies they set up can submit or modify e-reserves within the new e-reserves system. Easy instructions for setting up proxies can be found at: Reserves LibGuide - Course Proxies.

To reuse e-reserves for courses from Spring 2013 or earlier, instructors can have anyone submit the E-reserve Reuse Request Webform on their behalf.

 

When can I submit requests?

Reserve requests can be submitted at any time for current or future semesters.

Requests for the current semester take priority over requests for future semesters.

 

What information do I need to provide?

The new e-reserve system has webforms that guide you through the appropriate information. To see an example, go to our Reserves LibGuide – Submitting Reserves.

You can reuse past e-reserves lists by submitting the E-reserve Reuse Request Webform.

 

Do I need to provide photocopies of all materials?

We only need a single photocopy of materials that are not already in electronic format.

We do not need photocopies of:

When you submit photocopies or books to be scanned, you must submit the MSWord E-Reserve Drop-Off form. Copies of this form are available at the Undergraduate Library and Central Circulation service desks, for your convenience.

 

How can I submit PDFs rather than photocopies?

PDFs can be uploaded within the new e-reserve system.

 

Can I submit MSWord or other formats?

You are welcome to upload documents you've created for class--such as syllabi, class notes, and the like--in MSWord, PowerPoint, or any other readily accessed format.

You may also submit documents you've received from colleagues with permission to use as e-reserve in any readily accessed format. (Please note that you have permission when submitting.)

However, we ask that you not type selections of published material into a new document and submit that for e-reserves, as that implicates copyright issues. Please submit published material as PDFs or photocopies.

 

Can I use Harvard Business School resources?

Harvard Business School has notified libraries nationwide that posting any of their publications on electronic reserve is not permitted. Although the works may be available electronically through other sources, Harvard's restrictions prohibit us from providing this material through the electronic reserves service.

 

Processing

How will I know when my materials are available?

You can always see the status all of your items by logging into the e-reserve system.

Also, if you submit the E-Reserve Reuse Request Webform, our online ticketing system automatically generates a request received email. We send you another email when we've finished processing that request.

 

How will I get my photocopies back?

All photocopies will be shipped back to your departmental office approximately two weeks after we finish processing them. Materials processed before the start of semester are shipped approximately two weeks after the semester starts.

Please contact us at cmservices@library.illinois.edu if you need special arrangements for return of print copies.

 

How can I reuse past e-reserves?

Many faculty/instructors find it convenient to use most of the same reserve materials each time they teach a class.  To make this easier, we email all of our current instructors toward the end of the semester asking about carrying over reserve materials.

 

 

Accessing E-reserves

How will my students access my e-reserves?

Students and instructors can log in to our new e-reserve system at https://reserves.library.illinois.edu/ares/.

 

Can I see my e-reserves before the semester begins?

Instructors can see both past and future e-reserves in the new system. However, students will not be able to see their e-reserves until one week before class starts.

However, we are aware that distance education students occasionally need access earlier. If you determine that your distance education students need access to the e-reserves for your upcoming course before the usual start date, please email us at cmservices@library.illinois.edu with the following information:

Requests will usually be acted on within one business day. Please note: Only the instructor or a designated proxy for distance education courses can request early access.

 

How can I incorporate my e-reserve readings into a learning management system?

The planned enhancement to allow us to give course-specific and item-specific links to be incorporated into an LMS failed in the June 2013 upgrade. The vendor is still working on this, and we will update this information as we know more.

Until then, please use the following link to all e-reserves in the LMS: https://reserves.library.illinois.edu/ares/

 

Who should I contact if I or my students are having difficulties or questions?

If a student has informed you that s/he is having difficulties accessing your e-reserves, we ask that you attempt to access the materials yourself before contacting us.  Frequently, difficulties are caused by a transient server problem and are resolved within a short time.

If the difficulties persist, please pursue one of the following options:

 

 

As you may be aware, electronic reserves practices have been receiving greater scrutiny from the courts in recent years, and our copyright practices have been evolving to keep pace. When we have questions or concerns we are seeking input directly from faculty and instructors. 

 

What are the Library's Practices for Electronic Reserves?

The official Library e-reserve guidelines pertaining to copyright are available on the Library Administration website. We encourage all faculty/instructors who are considering using e-reserves to read this page.

 

We always perform a fair use assessment of all materials submitted for inclusion in our electronic reserve service, and request copyright permission from the rightsholder(s) as necessary.

You can see if any of the materials you’ve requested are still waiting for copyright processing, which we hope will greatly reduce surprises later in the semester.

 

Most of the time, we use a copyright permission service called SIPX. 

When items are not readily available for license through SIPX, we may have to contact the rightsholder directly.

In either case, we may be back in touch at a later date if we need input from you when negotiating permissions for use of the content within our system.

In some cases, we are unable to secure permissions; we will contact you if that happens.

 

It depends greatly.  If a license for that content is already available through SIPX, we can resolve it quickly.  If we have to explore further, it can take some time.

In the new e-reserve system, your students will not be able to see any items that are awaiting permission. 

This makes it even more important to submit all e-reserve requests well in advance of the time you wish your students to read them.

 

Regrettably, due to the nebulous nature of copyright law, as well as the various practices of various rightsholders, we cannot provide a standard of what will and will not be possible to place on e-reserve.  We must treat each item on a case-by-case basis.

As the purpose of e-reserves is to provide access to content that supplements assigned textbooks, most e-reserve requests are for a single chapter or article from a source. In almost all cases, a single chapter or article from a source is within fair use.  Multiple selections from the same source are more likely to require permission fees be paid, or be declared impermissible by rightsholders.

When in doubt, please submit the materials that best serve your pedagogical purposes, and we will work with you if there are any problems.

 

So long as a book remains in copyright, it does not make any legal difference whether it is available in print or not.