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.

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.

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.