Placing Items on Reserve
Electronic | Print | Video | Copyright Clearance
Instructors are welcome to place course materials on reserve in any library. Materials may be print or media items, or may be electronic items to be posted on OAK. Please contact any library for additional information and help.
To initiate the process of placing an item on reserve (print, media, or electronic), please follow the instructions for Central Library reserves, or, in the case of material that supports coursework at a library affiliated with a school or program (Divinity, Music, Peabody, Law, Management, or Science and Engineering), follow the instructions for that library. See links for each library's instructions pages below.
Print materials on Course Reserve or Permanent Reserve are located at library service desks. To determine which library service desk holds the reserve item, search Acorn by instructor's name, course name, or course number.
Science and Engineering
Click here for contact information for each library's electronic reserve staff.
The Electronic Reserves system provides online access to supplementary course reading materials. Access
to these materials is limited to authorized Vanderbilt users
(VUnetID) on the campus network.
To place items on Electronic Reserves instructors should submit
a completed Electronic Reserve Form to the Circulation or
Reserve department of their "home" library using
that library's printed form or the Online
Request Form for Electronic Reserves or the Excel
form, which should be submitted as an email attachment.
Instructors should bring the materials that they would like
placed on electronic reserves to their library
well in advance of their students' need for them. Copies must
be clean, one sided, legible, not stapled, and should be in
file folders marked with title of the material.
Once the electronic reserves are processed by library staff
they will be posted to OAK course.
The Print Reserves service provides access to supplementary course reading materials that are placed on reserve in the library by instructors.
To place items on Print Reserves instructors should submit a completed Reserve Form to the Circulation or Reserve department of their "home" library using that library's printed form (see list below) or by using the: Online Request Form for Print Reserves.
Reserve policies, procedures and forms vary from library to library. Please consult with your Circulation or Reserve department if you have any questions, or click on the links above to read detailed policies for each library.
Instructors are requested to bring forms and/or the materials to be placed on Print Reserves to their library well in advance of their students' need for them. (see first paragraph)
Once the print reserves are processed by library staff they will listed in Acorn.
Media Reserves (DVDs, VHS tapes, CD-ROMS, CDs) that are held by Central Library may be placed on reserve at Government Information and Media Services (GIMS) on the main (fourth) floor of Central Library. Music and other libraries often hold materials in their collections that are commonly used by faculty at programs affiliated with those libraries. In those cases, reserves should be made at the library that holds the material.
Students and faculty may come at any time GIMS is open and use DVD players with monitors at the library to view or listen to the items, or else check the items out for a limited time to watch on laptops. Students and faculty may also check out headphones to use with the equipment. Media items placed on reserve may only be checked out of the library by the faculty member, or (with the faculty's permission) by a designated TA or Technology Support Services (TSS).
Faculty members may use the Online
Request Form for Media Reserves. Items will be placed on reserve by the following day. Faculty may also place personal items or additional copies on reserve. Please allow a minimum of 30 days for the receipt and processing of media items that the library must purchase to fulfill a reserve request.
Copyright Clearance Services
Faculty who scan copyrighted materials to place
online for a course must obtain permissions through Copyright
Clearance Services (CCS), attribute the works, and ensure
that only students enrolled in the course can gain access.
Any items that are available in online resources licensed
by the Library should be linked (rather than scanned) to avoid
the need for permissions and royalty fees.
When faculty request that Heard Library staff place materials on OAK (Blackboard), reserve staff will scan and link the items, provide the necessary security, and work with CCS to obtain any needed copyright permissions.
When library reserve staff are not involved in maintaining course pages, whether they are posted in OAK or in other applications not supported by the library, faculty should work directly with the CCS. In addition, faculty are advised to consult with the dean of their school to confirm that the school has approved of copyright fee payment for electronic reserves. Forms are available to request library electronic reserves or permission for non-library online readings. Rightsholders' fees for electronic reserves and website permissions are charged back to the individual colleges.
Updated August 2012