Reserves Policy



The purpose of the Reserve Collection is to provide fair, timely and central access to materials that are required or recommended forcourse work. The Collection is located on shelves behind the Circulation Desk. The materials circulate on a restricted basis. To keep the Collection useful and manageable, it must be carefully monitored for use, and regularly weeded.Faculty participation is essential in this process, and the library relies on their attentiveness and interest in controlling items on Reserve based on the policy presented in this document.

Instructors are encouraged to identify library materials that will be in high demand by their students and place such items on reserve to ensure that all students have equal access to them. Concordia University College of Alberta Library is a member of the NEOS, TAL and COPPULlibrary consortiums, and materials that are notin Concordia Library’s Reserve Collection may be requested by patrons from other libraries.

B. Materials which may be placed on Reserve:

Multiple copies of the following types of materials may be placed on reserve, when demand warrants. Faculty members are responsible for ensuring the most recent edition of an item is placed on Reserve.

1. Books,government documents,maps,electronic and audio-visual materials from the Concordia  Library collection.

2. Photocopies of copyrighted material (i.e. journal articles, book excerpts) will only be placed on reserve under the following circumstances:

a. Written permission to copy has been obtained from the copyright holder, or

b. The portion copied and the number of copies made complies with the fair dealing provisions of the Canadian Copyright Act and the fair dealing guidelines established by the Association of Universities and Colleges of Canada, or

c. The portion of a copyrighted work that was copied is “insubstantial”.

    See section D.6 for further information.

3. Journal issues. If multiple articles from a journal or an entire issue need to be on Reserve an additional copy of the print journal issue can be ordered by the Serials Technician.

4. Personal copies of books, periodicals or media materials.

a. If the faculty member wishes to donate his/her personal copy, it will be added to the Concordia library collection and placed on Reserve for the course.

b. If the faculty member is not willing to donate the item, and it is deemed to be of enduring value to the collection, then a copy should be purchased for the Library from that faculty member’s division book budget and placed on Reserve. The personal copy will remain on Reserve until the Library copy is available for use and the personal copy will be returned to the owner. See section C.5 for clarification of textbook policies.

c. Concordia Library will provide reasonable protection in shelving, circulation, and retrieval of personal copies while a personal copy is in use in the Reserve Collection, but does not assume responsibility for the replacement of lost or damaged personal copies. It is inadvisable to include rare or valuable items in the Reserve Collection as there may be wear and tear on these items with normal use.

d. While on Reserve, personal copies are treated as part of the Library collection and all pertinent Library policies and regulations govern their use.

e. The material will be marked for Reserve identification, which may include indelible ink,labels, tape, staples, hole punching, etc.

5. Class notes and sample exams/answers

a. Faculty members are encouraged to make this type of material accessible to students through CCMS.
Assistance is available from Information Technology Services.Please note that substantial portions of copyrighted material must be removed from notes
and exams before posting.

b. If there are compelling reasons to place class notes or sample exams/answers on reserve, then it is the faculty member’s responsibility to maintain the currency of this type of Reserve and to provide sufficient copies to the Library.

6. Student essays. See section D.7 for further information.

C. Materials which may not be placed on Reserve:

1. Current and bound periodicals, except as described above in section B.

2. Materials belonging to other NEOS libraries or materials received through interlibrary loan from non-NEOS libraries.

3. Copied electronic/audio-visual materials, including cassette tapes, videotapes, CDs,DVDs.

4. Bulky, fragile or unwieldy items whose physical characteristics prevent proper marking or processing for Reserve circulation.

5. Textbooks and required materials available for purchase in Concordia Bookstore.The Concordia Library does not place textbooks or required materials available for purchase in Concordia Bookstore on Reserve unless they are of enduring value to the collection. Some exceptions may apply.

6. Electronic materials. If the material is available electronically, it will not be placed on Reserve.The faculty member will be given instructions on how to access the material.

D. Reserve Requests

1. Only faculty members may request that an item be placed on Reserve.

2. Faculty members must complete a Reserve Request Form to place items on Reserve. These forms are available at the Library Circulation Desk, on the Library website and in the Concordia University College Guidebook.

3. An item can be on Reserve for more than one professor or course, but each professor must submit a Reserve Request Form and the shortest loan period will be used.

4. Allow one week for processing Reserve Requests. Reserves consisting of photocopies of copyrighted material may require a longer processing time to ensure that written permission to copy is obtained. Do not announce reserve readings to students until after submitting the request and allowing for processing.

5. A course pack sold to students in the Bookstore is strongly advised if there are many required readings for the course. This is a more efficient and cost-effective way to deliver the material to students. Contact the Copyright Officer for more information.  

6. Photocopied materials must comply with Canadian copyright law and the fair dealing guidelines established by the Association of Universities and Colleges of Canada, which state that the use of photocopied reserve readings must not substitute for the purchase of books, coursepacks or other published materials.

a. Photocopies of copyrighted material must be optional/supplementary readings. Required/mandatory readings should be put in a coursepack and sold to students through Concordia Bookstore after written permission to copy them has been obtained from the copyright holder. Please contact the Copyright Officer for more information.  

b. Photocopied reserve readings containing copyrighted material must constitute less than 25% of the readings for a course.

c. Photocopied reserve reading must include a full citation on the first page of each copy indicating the author, source and publication details of the material.

d. Photocopies of copyrighted reserve material must be accompanied by a Journal Articles Reserve Request/Copyright Clearance form or a Book Excerpts Reserve Request/Copyright Clearance form. These forms are available at the Circulation Desk, on the Library website or in the Concordia University College Guidebook. The relevant form with the requested number of copies must be submitted at the same time.

e. A limit of 1 photocopy for each 30 students enrolled in a course up to a maximum of 3 copies may be placed on reserve.

i. In a class with 30 or fewer students, only 1 photocopy of copyrighted material can be placed on reserve.

ii. In a class with between 31 and 60 students, 2 photocopies of copyrighted material can be placed on reserve.

iii. In a class with 61 or more students, no more than 3 photocopies of copyrighted material can be placed on reserve.

f. Photocopying is the responsibility of the faculty member.

g. Photocopied materials must be reviewed for copyright compliance EACH TERM they are placed on Reserve. A new form is not necessary for photocopied materials that are used in successive terms. The Reserves Technician will send a reminder to faculty members who have this type of material. A reply to the reminder is sufficient to initiate a copyright compliance review.

7. Student essays are protected by Canadian copyright law and can only be reproduced and placed on Reserve after written permission from the student is obtained. Submit a signed Permission to Reproduce a Student Essay form (available at the Circulation desk, on the Library website or in the Concordia University College Guidebook) with each essay to be placed on Reserve. This type of material does not require copyright clearance each term thecourse is offered. Accompanying material such as photocopied articles and music scores, etc. will not be placed on Reserve.

8. Reserves will be removed in a timely manner after the semester is finished and personal copies will be returned to the owner.

9. Materials that are on Reserve for Fall and Winter semesters will remain on Reserve shelves over the spring and summer, provided the course is offered in the next Fall semester.

10. At the end of each semester the Reserves Technician will forward a copy of the Reserves Binder lists to faculty members after the items have been removed from the shelves.

a. The Reserves Technician is responsible for maintaining the binder lists.

b. Faculty members are responsible for informing Library staff of any changes of instructor, course name or number; and for updating their Reserve requirements.

E. Loan periods:

Faculty may choose a loan period from the following options for materials on Reserve:

2 hours in library only

2 hours in library, or overnight (overnight loans begin 2 hours before closing and must be returned by 9:30 am the next morning)

1 day (must be returned at the end of the next business day)

3 days (must be returned at the end of the third business day following)

7 days (must be returned one week from the time the item was borrowed)

F. Fines:

Overdue fines for reserve items are $1.00 per hour per item.

Fines for lost or damaged items are determined by general Library circulation policy.

(June 2011)

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