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Electronic Reserves Tutorial
Faculty can place journal articles and book chapters on Electronic Reserves. All electronic reserves are posted to your course page in OAK.
Please Note!
When using material from a book, please note that most publishers will not permit use of more than 10% of a book that is still in print.
Be aware that some publishers will not permit electronic reproduction of their material at all; these items will need to be put on print reserve.
Placing Items on Electronic Reserves is a Three Step Process:
First: You will need to fill out the Electronic Reserves Excel form found here, save it, and then send it to as an e-mail attachment. Please fill out each entry of the Excel form as completely as possible.
⇒ Example of a properly filled out Excel form
Next: You will need to provide us with the readings you have listed on the Excel form. Readings will meet one of the following four conditions:
| Conditions | Do you need to provide a hard copy? | Other stuff you need to know |
|---|---|---|
| A reading that has previously been on E-Reserve | No, we still have it saved. | We will contact you if we cannot find the reading. Sometimes older readings from 2003 and Spring 2004 cannot be found. |
| A reading that is available in the Library's online databases | No, you can paste a link into the Excel form before you submit it. | Look at the example form from the FIRST step to see where you can paste an Internet link. |
| A new reading that is not available online, and has not previously been on E-Reserve for which you do not have an electronic copy. | Yes, please bring a copy to the library. | Please make sure the copies are clean, single-sided, and in labeled folders. Please do not staple the pages. | A new reading that is not available online, and has not previously been on E-Reserve for which you have an electronic copy. | No, you can just give us the electronic copy. | If you have no other options, you can send the file as an email attachment, but we would prefer you bring it to us on a flash drive or CD-R. |
Finally: We will scan any unscanned articles and save them as .pdf files. We will then create a new content area on the left-hand side of your course page in OAK called "Electronic Reserves" and place all the .pdf files in it along with links to any articles that are available in our databases. We will list the articles in the order that they appear on the Excel form. Students can click on the title of the article in order to view it. We will send you (or your assistant, if they are the one who sends us the form) an email once the readings have been posted.
Frequently Asked Questions about E-Reserves:
- Q: Is there a deadline for submitting Electronic Reserve requests?
- A: No, but the earlier you can get them to us, the more certain it is that your readings will be ready by the time your course begins. We're generally able to process requests within 24 hours, but during peak e-reserve times (at the beginning of each semester) this is almost impossible so requests are simply processed in the order received.
- Q: I used some articles the last time I taught a course. Do I have to sumbit a request form to use them again this semester?
- A: Yes. We pay copyright fees on a per-semester basis, for the students in your class to view them for 1 semester.
- Q: I already have a .pdf file of the article I want to post. Can I just email it to you?
- A: We would prefer that you bring it to me on a flash drive or CD-R, but if that's not possible, you may email it. If you have a lot of readings, please don't send them as email attachments.
- Q: I found a link that is publicly available on the internet. Do I need to submit a copyright request in order to add that link to my course page?
- A: No, if it's publicly available, we don't need to pay copyright fees. If you are comfortable adding this kind of link to your OAK page, you can do so, or just include the link in your request.
- Q: I'd like to upload a music or video clip to OAK, but am not sure of the legal implications. Who can I ask for help?
- A: Marymae Jansson in the Copyright Clearance Office. Her email is: marymae.l.jansson@vanderbilt.edu and her office phone is: 615-936-4627
- Q: Thanks for putting my readings up on OAK, but I want to move them from the Electronic Reserves folder you created. Is that allowed?
- A: Of course! We prefer to create our own folder rather than presume that you will allow us to place the readings in a pre-existing one, but you are more than welcome to move things around.
- Q: Is it too much to ask you to list my readings in alphabetical order?
- A: No, we're more than happy to arrange your readings in any order you specify.
- Q: I'd like to have my readings sub-divided into folders for each class session or topic. If I provide you with detailed instructions, can you do this for me?
- A: Certainly! Often, instructors will include a copy of their syllabus to act as a blueprint for creating subfolders and placing the correct readings in them. We appreciate this very much.
- Q: Can I put up links to articles in the library databases myself?
- A: In most cases, off-campus students will not be able to follow links you put up, so it is better if we create the links for you.
Help!
Need help? Please feel free to contact us by email at or by phone at 322-8098.
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Last updated February 11, 2011 by Eli Moody.