Policy Title: Library Policy on Electronic Course Reserves 
Policy Number: LP-006
Type of Policy: Library 
Last Reviewed Date: May 2025 
Next Review Date: July 2028 
Responsible Administrator: Dean of Libraries 
Policy Owner: Library
Contact Name: Rhonda Boozer 
Contact Title: Interlibrary Loan Coordinator 
Contact Email: Library@clayton.edu 

Policy Statement:
It is the policy of the Clayton State University Library to provide course-related materials in a separate but readily accessible area when requested by faculty. This includes both print and electronic materials. 

Reason for Policy:
Library policies are created to assist students, faculty/staff, and community users with developing a welcoming and inviting study and research space within the library facility. Each policy explains who, how, and when the library building, resources, etc. can be accessed. In the event library property becomes lost or damaged, or there is a disturbance during operating hours, policies and procedures explain how these matters will be resolved. 

Policy Scope: 
This policy applies to Clayton State University faculty and library employees. 

Policy: 
Electronic Course Reserves (E-Reserves) are course readings available for students to access online.  Students can access E-Reserve materials for their class from any Internet connected computer via a link in the library’s online catalog http://gilfind.clayton.edu 

There is no charge to access E-Reserve course reading lists. Enrolled students may view, download or print reading materials for their class. Copyrighted or licensed electronic reserve items are only available via a Clayton State username and password, the GALILEO password or a course password distributed by the instructor.

 

Scanned resources included in E-Reserve reading lists will contain a copyright notice appended to the resource (if applicable) as required by USG Guidelines for Electronic Reserves. 

 

What may be placed on E-Reserves? 

• E-Reserves are an extension of our regular Course Reserves service.  Materials which may be placed on E-Reserve include (but are not limited to) licensed electronic content from GALILEO such as journal and newspaper articles, eBook chapters, conference proceedings, images, maps, and streaming video.
• Requested materials will be evaluated to determine whether use of the work qualifies as fair use and complies with USG Guidelines for Electronic Reserves.  The Clayton State University Library adheres to the Fair Use Guidelines of United State Copyright Law (Title 17, USG, Sect. 101, et seq.).
• The library will link to the full text of resources available by subscription whenever possible. 

Limited Use and Partial Works 

• In some cases, the library may not have a license that permits us to link to an entire work or to provide access for unlimited concurrent users.  In such cases we may be able to provide a link to a portion of the work (e.g., a poem from a collected work or a short story in an anthology) provided that the excerpt does not represent a major portion of the work and falls under fair use.
• Instructors are encouraged to review the USG Fair Use Checklist when submitting a request for items to be placed on E-Reserve.
• In cases where an item’s use exceeds fair use, the library may assist faculty members in obtaining copyright permission.  This may include the library seeking permission from the copyright holder or investigating purchasing a license from the Copyright Clearance Center (CCC).  Instructors should first consider using material owned or licensed by the library for course reserves.
• For items which cannot be placed on E-Reserve instructors may choose to look for print resources. The library houses physical items (books, serials, DVDs, and CDs, etc.) which may be placed on regular course reserves. These may be checked out at the circulation desk. Please see our Course Reserves Guidelines located on the library web site. 

Removing and reusing materials 

• Items may be added prior to or during the semester, but we require that instructors submit an Electronic Course Reserve Request Form.  Under the fair use provision of copyright law, and USG Guidelines for Electronic Reserves copyrighted materials may not remain on electronic reserve indefinitely.  At the end of each semester (or the conclusion of the course) all E-Reserves will be deactivated.
• To reuse material from the previous semester you must submit a new request. 

Controlling access to locally scanned materials 

• If the course reserve material has been scanned and saved as a PDF document (e.g., a portion of an eBook or journal for which we do not have an unlimited user license) then students will need the Adobe Acrobat Reader to view E-Reserve files.
• The library will assign a password for each course and section in order to access scanned readings in accordance with USG Guidelines for Electronic Reserves.  The library will not distribute passwords directly to students. Instructors will distribute the password only to students enrolled in the respective course section and instruct students not to share the password with other individuals. 

Procedures: 

Faculty may request electronic reserves by downloading and completing an electronic reserve request form. Send (or drop off) the signed form to the library, attention of Rhonda Boozer, Reserves Coordinator. 

References/Sources:

1. Course Reserves Guidelines for Faculty 
2. Fair Use Guidelines of United States Copyright Law 
3. USG Fair Use Checklist 
4. USG Guidelines for Electronic Reserves 

Policy History: 

Revision Date	Author	Description
07/21/2021	Library Leadership	Effective date
04/08/2025	Library Leadership	Reformatted to new template