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Guidelines for Instructors

The University of Manitoba Libraries maintains Reserve Collections in each unit library which typically contain materials from the Libraries holdings, and articles, excerpts and other materials provided by the instructor. The Libraries also offers an Electronic Reserve service (ERes) maintained by the Libraries and by the instructors.

The purpose of the Reserve Service is to maintain a collection of course-related materials expected to be in high demand for a specified period, and to provide equitable access to those materials. E-Reserve enhances access to high demand materials by making these materials accessible in electronic format 24 hours a day, 7 days a week. Copies on reserve as made as an optional and supplementary source of information for students and must be no more than 25 per cent of the required reading for a particular course as per the UM Fair Dealing Guidelines.

Reserve Collections

Materials for the Reserve collections are drawn from the Libraries’ regular circulation collections. Instructors may submit their own materials to be added to Reserve. Materials remain the property of the person submitting them. The Libraries assumes no responsibility for loss of or damage to any such materials, although care will be taken to protect them.

The Libraries strongly recommends that paper copies are NOT made from UML electronic resources to be placed on reserve. Liaison Librarians can provide instruction on finding electronic resources or library staff can create a persistent url to the required item for use in E-Res or the learning management system used by the instructor.

Reserve materials are shelved in the Reserve collection of the same library in which they are usually located. All copies of each title available at the unit library will be placed on Reserve. Requested materials are non-transferable between libraries.

Materials from Reference or other non-circulating collections are not normally placed on Reserve.

Librarians may occasionally place high demand materials on Reserve.

Instructors must complete and sign (or click Accept) a Reserve Request Form in order to have materials added to the Reserve collection.

Copyright

The completion of a Reserve Request Form (paper or online) is an acknowledgement from the instructor that the material to be placed on Reserve complies with the provisions of the Copyright Act and the UM Fair Dealing Guidelines.

If the copying of the work for reserve does not fall within the Fair Dealing Guidelines, instructors are encouraged to speak to their Liaison Librarian to determine if another source would be appropriate or if the same work can be found in another source. If this is not possible and the instructor still wants to place the work on reserve, he/she must complete the Copyright Clearance Request Form available from the Copyright Office website at http://umanitoba.ca/admin/vp_admin/ofp/copyright/ and send to the Copyright Office at um_copyright@umanitoba.ca. The Copyright Office will inform the instructor of the clearance status. If clearance is acquired the instructor will submit the item to reserve staff for processing.

Library staff will not check if a copied work received from an instructor falls within copyright guidelines. It is the instructor’s responsibility to ensure that what they provide to the Libraries is within the copyright guidelines.

Completing the Reserve Form

Paper forms are available in each unit library. Separate forms must be completed for each library. Items should be listed in the same format as cited on the course reading list. Illegible or incomplete forms may delay processing.

After the form is processed, a duplicate copy and a Reserve Status Report will be returned to the instructor indicating the status of each item.

Requests placed through the online reserve request form will be sent by email to the selected library and copied to the instructor’s personal email address as confirmation. Separate online forms must be completed for each library, or your confirmation email can be forwarded directly to the reserve email account for additional libraries. Items should be listed in the same format as cited on the course reading list. An option to print the online form is available upon completion of the form, to go with material being sent to the library.

After the online request is processed an email reply will be sent to the instructor indicating the status of each item.

To ensure that current and relevant reserve lists are maintained, whenever necessary, the library will ask that a new Reserve Request form (print or online) be completed.

Processing Reserve Requests

Five working days will be required for processing Reserve requests. The requests will be processed in the order received.

Instructors are normally expected to supply packaging and labeling as necessary for the proper storage and control of reserve materials. It is the instructor’s responsibility to provide a complete bibliographic citation with each copy of an article, excerpt, etc. as per the Fair Dealing Guidelines.

The Libraries can only accept one paper copy for each 30 students in a course of instruction up to a maximum of 3 copies as per the Fair Dealing Guidelines.

Loan periods may vary between libraries. If items are required for several courses, loan periods may be changed to the shortest loan period requested and the instructors will be notified.

The Libraries may limit the number of items per course.

Instructors should contact their Liaison Librarian about any materials or requirements which fall outside these guidelines.

In consultation with the instructor, librarians may remove materials from Reserve due to low usage or other special circumstances.

At the end of the Term of Reserve

Material will be removed from Reserve at the end of the Term of Reserve. Personal materials will be returned to the instructor. All copies (e.g. articles or chapters) will be withdrawn and destroyed as per the Fair Dealing Guidelines.

Reserve usage statistics are available on request.

E-Reserve Service

Documents or links to electronic resources can be placed on ERes – Electronic Reserves System by library staff or instructors.

E-Res Guidelines and instructions