library policy #20: Policy on Library Reserve System

This policy establishes guidelines for the reserve materials in the Circulation Department of the Addlestone Library.

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Reserve materials, usually books, or photocopies of articles, are placed on reserve by faculty, organizations, or administrative staff of the College to provide a large number of persons access to materials in the most efficient way possible. The reserve status gives persons access to material during all hours the library is open except the period 15 minutes before the library closes. It also provides control for heavily used items or those which are likely to be mutilated. All reserve materials are kept at the circulation desk.

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3.1 The Circulation Department sends letters requesting reserve lists prior to the beginning of each semester. A sample reserve list form is sent with the letters. Nevertheless, faculty may put material on reserve at any time during the semester.

3.2 To request items for reserve processing, faculty or staff must be registered and a user in the online system and submit completed reserve lists to the Head, Circulation Department.

3.3 At the beginning of each semester when the bulk of reserve items are processed, a minimum of two weeks notice is needed to guarantee that reserve items will be ready for the beginning of classes. However, after the first four weeks of classes, a shorter period, a minimum of three days, is needed to process reserves.

3.4 Items are shelved under the name of the first person to request the item and a cross reference is placed in the database. The following types of material are accepted for reserve: cataloged books, manuscripts, photocopied material, computer printouts, tapes, microforms, maps, collections of materials for classroom study, and other materials for classroom study or college use. When the library accepts photoduplicated portions of copyrighted materials, the staff will follow the provisions of the U.S. copyright laws as outlined in part 5.0 of this policy.

3.4.1 Personal copies of books and other materials may also be accepted for reserve, but with the understanding that these materials are placed on reserve at the owner's risk and will be processed for use by students as well as by other library patrons. Faculty, staff, or organizations may request that their materials be processed for the library's security system. This process may alter the item very slightly. The library staff is not permitted to describe what the process entails.

3.5 Although there is no limit set as to the number of titles a person may place on reserve, lists of twenty titles or more should be labeled to indicate the priority order for processing.

3.6 The Head, Circulation Department has the responsibility for determining the number of copies placed on reserve.

3.7 Materials from the Special Collections will generally not be accepted for reserve, however, arrangements may be made for limited reserve use of some materials in the Special Collection department. Reference materials may be placed on reserve, but should first be checked out through the Head, Reference Department.

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4.1 Processing of materials for reserve use is done on a first come, first served basis.

4.2 If an item requested is not owned by the library or is otherwise not available for reserve use, this fact will be reported to the person requesting the item. The Circulation Department also prepares a Book Order Request form and gives it to the appropriate library liaison.

4.3 The library, in accordance with the Collection Development Policy, does not normally purchase textbooks for reserve use. However, the library may accept donations of textbooks for courses currently being taught. These donations will be processed according to the provisions of the library's Gift Policy and Procedures.

4.4 The library removes materials from reserve as soon as possible after the end of the last semester noted on the initial request, unless renewed by the person placing them on reserve or unless anticipated continued use by other classes makes retention on reserve desirable.

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5.1 The library makes photocopies of journal articles and book chapters or parts for reserve use as long as the photocopying is within the Fair Use guidelines of the U.S. Copyright Law. The library provides requesters with a copy of highlighted points made by the copyright law and provides a sample letter which may be used in obtaining the publisher's permission (Appendix 1).

5.2 Each photocopied article will be stamped with a copyright statement in accordance with 17 U.S.C. S 401.

5.3 The library generally does not copy the following types of materials: personal manuscripts, class papers, class notes, articles exceeding fifty pages, entire issues of journals or magazines, unreduced computer output, and chapters of books leading to the eventual copying of most or all of a book.

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6.1 Generally loan periods are as follows:

-two hour library use only (limit 2 hours/day)
-two hour/overnight - these materials may be checked one hour before closing and must be returned one hour after opening the following day
-one day
-three day
-seven day
-other time periods may be set

6.2 Most materials are placed on two hour reserve/library use only. This provides maximum access to materials especially when a limited number of copies are available.

6.3 A reserve item may not be renewed, unless sufficient copies are on hand to satisfy demand.

6.4 Only one item at a time may be checked out at a time.

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7.1 Any individual having acceptable identification (currently valid College of Charleston or Consortium institution I.D., or receipt for College tuition and valid driver's license) may borrow reserve materials in the library.

7.2 A borrower may not use another person's identification card.

7.3 Only College of Charleston students, faculty, and staff may borrow course reserve material for use outside the library.

7.4 The user's identification card is retained by the circulation department while the person is using the material within the library.

7.5 The I.D. card will be returned to its rightful owner when the reserve item is returned.

7.6 Patrons may not borrow reserve items if they have overdue books or fines over $3.00.

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8.1 Two hour books and overnight materials: $.50/hour; maximum fine: $5.00. Fines are calculated as being overdue immediately after the due period and the hourly charge is assessed for any portion of time after the book is overdue.

8.2 One day reserves: $1.00/day; maximum fine $5.00.

8.3 Reserve materials which are lost are subject to the regular library policy on lost materials which includes the cost of the item plus a processing fee.

8.4 Personal copies of books and other materials are placed on reserve at the owner's risk. The library will not replace such items which are lost or damaged while on reserve. Moreover, in accordance with the provisions in 9.0 of this policy it will reveal the name of the borrower responsible for the loss or damage.

8.5 Students from the College of Charleston who fail to pay fines will be billed by the Bursar's Office, and will not be able to register or graduate until all charges are cleared at the Library and a receipt of payment is brought to the Bursar. The Registrar's Office will also be notified, and transcripts will not be released until all library charges are

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In compliance with the South Carolina Law, Library Confidentiality Act (Act 108), the Library will not divulge to any person, student or faculty, the names of persons who either are currently using or who have previously used reserve materials (Appendix 2).

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Guidelines for Library Reserve Use

1. If the reserve request is for one copy, the entire article, chapter from a book or entire poem may be copied. However, a book or journal may not be copies in toto. The material photocopied must be in reasonable proportion to the entire work.
2. The amount of copied material should be a reasonable proportion of all instructional material assigned.
3. The number of copies should be determined by the number of students, the difficulty of the assignment, and the number of students in other courses using the assignment. We suggest one copy for every 10 students.
4. Materials which are photocopied must contain notice of copyright (U.S.C. 401). The Addlestone Library has a stamp for this purpose and will need to stamp personal copies.
5. The effect of photocopying should not be detrimental to the marketing of the work. In general, this requires that the library own one copy in order to make photocopies.
6. The photocopies should be used on a one time basis and are not used in multiple copies or on successive years.
7. The material being photocopied should not be a consumable work such as a textbook or a standard test or workbook.
8. The materials copied should not create an anthology which then serves as a text.

Items not meeting the above guidelines require permission before photocopying may be permitted. Please ask for a form letter for this purpose. Publishers' addresses are available from the reference department.

Source: "The Copyright Act and Photocopying," Business Officer, (November 1983), pp. 18-21.

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Dear Sir or Madam:

I am requesting your permission to photocopy the following material for use in the Addlestone Library Reserve department:

Title:

Author/editor:

Page numbers/chapter:

Total number of pages:

Number of copies or original needed:

I will need this material to teach my class, and I will distribute it from the library. I have no plans to either see or make any money from these materials. Copies will be made from the Library's photocopiers. Enclosed is a self addressed stamped envelope. Please advise.

Sincerely,

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Drafted: Sheila Seaman 03/07/86
Approved: Administrative Group 03/17/86
Reviewed: Librarians 05/08/86
Approved: Dean of Libraries 05/12/86
Revised: Sheila Seaman 05/12/92

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