Reserve Materials

(Policy No. 37, revised May 13, 2004)

Materials in the Reserve/Media Department are selected by the faculty for class assignments and circulate for a limited time, designated by the faculty member. Reserve materials are in closed stacks which are accessible only to library personnel.

Reserve Materials

A. Materials in the reserve collection include:

1. Items selected by faculty members as required reading for an entire class. This may include personal copies, sample examinations, photocopies, models, etc., as well as books from the general stacks.
   Personal copies are placed on reserve with the understanding that the Library assumes no responsibility for replacing them should they become lost, damaged, or destroyed. Due to space limitations, the Reserves/Media Department is unable to house items for browsing purposes; therefore, materials should be required reading for an entire class.
   Due to copyright law, no more than five photocopies of an article may be placed on reserve unless the faculty member has written consent from the publisher. Photocopies of no more than three chapters, sections, etc. from any book can be placed on reserve at any one time. Please see the Reserves Copyright policy at the end of this policy.
2. Items selected by librarians because of the nature of the content or the expense of the item. This is a very limited list.

B. Material Excluded:

1. Reference books. Since these are non-circulating, they are, as a rule, not placed on reserve. If an exception is made, it will be at the discretion of the Head of Reference Services.
2. Non-circulating Government publications. Ordinarily, these items remain with the documents collection. If they are placed on reserve, it will be at the discretion of the Head of Government Publications. Government publications must be made available to the general public.
3. Bound or current periodicals.
4. Microforms (microfiche and microfilm).
5. Books or other materials belonging to other libraries.
6. Archives and Special Collections materials.

C. Placing Materials on reserve:

1. Photocopies and personal copies of books must be delivered to the Reserve desk. Only library owned books will be pulled by library staff and this will only be done up to one week prior to the start of the semester; after that time, faculty must pull and deliver the books to the Reserves/Media Department.
2. At the time the material is presented, the faculty member must complete the form, indicating the semester the material will be on reserve, the loan time, course name and number, box number, number of students in the class, name of instructor, department affiliation, department contact name, office phone number, and email address. Failure to provide all of the above information can slow down the processing of the material. Processing time varies from semester to semester. At a minimum, 48 hours processing time should be allowed for items being placed on reserve.
3. Photocopying of materials must be done before placing the material on reserve. The Library does not make photocopies of materials to place on reserve. The copies need to be stapled and the assigned title clearly indicated. To insure that the Library complies with copyright law, the source of the material needs to be visible on the first page of each piece.
4. The Auraria Library, in accordance with its collection development policy, will make a reasonable attempt to purchase materials requested for reserve status. Reserve staff will contact the appropriate subject bibliographer when they receive requests for materials not owned by the Library.

Review of Material

• Faculty are requested to review their reserve lists each semester in order to make necessary revisions in their holdings.
• At a minimum, personal and photocopied items will be returned to the faculty by the Library at the end of each spring semester.

Loan Periods

• Materials may be borrowed for two hours, one day, or three days, depending upon the loan period requested by the faculty member placing the item on reserve. (Books requested by more than one faculty member are automatically placed on two-hour reserve).
• Videos and DVD Reserve materials may be borrowed for four hours unless faculty specifically request a two hour loan period.
• No more than four items may be checked out by a user at a time. Users must present a valid Auraria ID or Colorado driver's license (picture ID).
• Materials are to be returned directly to the Reserve desk; patrons are responsible for fine accrual as a result of returning reserve items to other service points such as the Circulation Department. One-day and three-day books are due at the time specified on the check-out stamp.
• Reserve books do not go out on Interlibrary loan.
• Names of individuals having materials checked out are not released to anyone.
• Users who need material for longer periods of time must get written permission from the faculty member who placed the item on reserve.

Faculty Borrowing

Faculty members may check out materials they have placed on reserve for longer than the designated period. They may not, however, check out any other reserve item for longer than the regular checkout period without permission from the faculty member who placed the material on reserve.

Reserve Fines

Users are notified by mail or email 24 hours after Reserve material becomes overdue.

Hourly Reserve Fines

• 2 hour material fined at $1.00 per hour up to maximum $20.00
• 1 day material fined at $0.20 per hour up to maximum $20.00
• 3 day material fined at $0.20 per hour up to maximum $20.00

Overdue Reserve Items

• Because of high demand, overdue Reserve items are billed for replacement to patrons after they are 1 week overdue.
• Billed replacement charges are $125.00 per item for Auraria Library books and faculty personal books.
• Photocopies that are not returned will be billed for replacement at $20.00.
• Students who return billed Reserve items will be charged hourly Reserve fines up to a maximum of $20.00 each.

Lost Materials

Patrons will be billed $125.00 ($105.00 replacement and $20.00 maximum fine) for all lost library or personal materials, with the exception for lost photocopies that are charged at $20.00 (the maximum fine level per item).

Electronic Reserves Copyright Information

The following materials are approved for inclusion in the Auraria Library's Electronic Reserve system:

• Exams, lecture notes or other materials prepared by a faculty member.
• Government publications.
• Student papers (with the permission of the student author).
• Links to web sites.
• Up to 3 chapters of a book (or 10% of a book, whichever is less)
• One article from a periodical or newspaper issue (Multiple articles from a single issue will obligate the Reserves Dept. to assign a specific password to be given out by the professor to individual classes before material may be accessed.)
• A short story, essay or short poem.
• A chart, graph, diagram, drawing, cartoon or picture from a book, periodical or newspaper.
• Links to full-text article resources found in databases licensed by the Auraria Library such as Infotrac, Science Direct, JSTOR, etc.

Please note: All materials are currently scanned in black and white format only. High-quality originals are required for best results. Photographs may not scan properly.

The following materials are not approved for inclusion in the Auraria Library's Electronic Reserve system unless written permission is provided by the faculty member from the holder of copyright:

• Pages from works intended to be consumable in the course of study or teaching such as workbooks, exercises, standardized tests, test booklets and answer sheets.
• An entire issue of a serial, journal, magazine or a newspaper.
• An entire book: whether in-print or out of print.
• Textbooks required for a course or reproductions of course packs.
• Audio or video files.
• Content from compact discs or DVD's.

Please note: All copyrighted materials are removed from online access each semester. All Electronic Reserves documents are password-protected to ensure fair use.