Reserved and Secured Collections Policies For Faculty

Reserve materials are associated with a specific Texas State course. Reserve materials in the Alkek or Round Rock Library may be accessed at the Circulation Desk for that location.

Reserve materials may include:

• “Personal copies,” consisting of materials, or photocopies of material, belonging to an individual
• Materials from the library collection, which are identified as being located in Reserve by shelf dummies or location codes.
• Reserve materials are assigned a restrictive loan period to assure greater availability.

Secured Collection materials are not associated with a specific Texas State course. Items of high value, high risk, or “high demand” (e.g., textbooks) may be included in this collection.

Materials may be associated with a department or faculty member or may be identified by a Library staff member.

• In the Alkek Library, these materials may be accessed at the 2nd Floor service point.
• Round Rock secured collection materials may be accessed at the Round Rock service point.
• Materials from the secured collection are identified by location code and are assigned a restrictive loan period.

Electronic Reserve provides web access to online reserve materials. Access is limited to the instructors and students registered for the course and is available by password via the course reserve system only.

The Music Library has a reserve collection, but its policies differ from those of Alkek and Round Rock and are not covered in this document. Information is available at http://www.library.txstate.edu/music.

• Library materials or personal copies for course use may be placed on Reserve by faculty and instructors.
• When requesting a new material purchase, faculty and instructors may specify that the item be placed on Reserve.
• Forms for requesting material to be place on reserve are available from the Alkek Circulation/Reserve Desk or the Round Rock Service Point.
• Items requested for Reserve are usually ready for circulation within 3 days. However, at the beginning of the semester, due to increased volume, processing may be delayed.
• The following location codes are reserve locations:
  • aacl – Alkek Reserve
  • hhrs – RRC Reserve

• Circulating library materials.
• Materials that have been purchased by the instructor. The library is not responsible for any loss or damage to instructor materials.
• For electronic reserves the following items are suitable:
  • items in the public domain
  • items which are compliant with fair use
  • items where copyright permission has been obtained
  • items where the library’s licensing allows for e-reserves use

• Materials that belong to other institutions (interlibrary loan materials may not be put on reserve).
• Non-circulating materials, such as periodicals, non-circulating books and reference materials cannot be placed on reserve, except at the discretion of the Reserves Assistant.
• Materials not held in legal possession by the library or the faculty member (by purchase, license, etc.) or some other unit of the university.
• Items that are not compliant with fair use and where copyright permission has not been obtained, including student work.

• Loan period is designated by the requesting faculty/instructor.
• The default loan period is 2 hours.
• Additional loan periods include: 1,2,3,7, or 14 days.
• Reserve materials may not be renewed.

Fines (per item)

• Books/DVDs/CDs/other media: $5/day or $1/hour, maximum $100.00
• Articles: $1/hour, maximum $20.00
• Fines will continue to accrue until material is checked in by library staff.

Overdue notices will be emailed on the following schedule:

• First notice - Within 24 hours
• Second notice - Within 48 hours
• Third notice (bill for replacement cost plus $5 processing fee) - Within 72 hours

Please see our lending policy for a list of charges for lost and damaged reserve materials.

• Faculty may remove material from reserve at any time.
• Materials are kept on Reserve for one semester, after which faculty/instructors will be contacted with a list of items on reserve and asked which should be retained for the following semester.
• If faculty/instructor does not respond to the email, the items will be removed from Reserve. Personal items will be returned to the faculty/instructor.
• Alkek Collection materials which are removed from Reserve will be changed to status “y” (in Coll Dev) and forwarded to Collection Development for review.
• The Library does not put items on permanent reserve, with some exceptions, such as faculty-authored examinations.
• E-reserve material passwords will be changed at the beginning of each academic year.
• Items will remain active in the e-reserve system for one academic year. If the instructor has not indicated the content should remain, it will be made inactive and will only be accessible to reserves staff.

• Faculty/Instructors, librarians and university administrators may request that library materials be placed in the Secured Collection.
• For material already in the collection, faculty/instructors should contact their subject librarian or the Collection Development Librarian to determine if there are any alternatives, limitations or constraints to putting the item in Secured Collection.
• New material requests may specify location in Secured Collection, but such requests are subject to review by the Collection Development Librarian, sometimes in consultation with the Specialized Collections Librarian or Head RRC Librarian.
• New items will be sent to Secured Collections after they are received and processed.
• Items already in the collection are normally ready for checkout within 3 days. Currently owned or new items requiring special processing or handling, may take longer to be made available.
• The following location codes are Secured Collections:
  • Alkek Library, aasc
  • RRC Campus Library, hsc

• Material from the circulating library stacks
• Special Collections General Collection material: this may include limited editions, books published as art pieces, books that include art pieces or objects, or books so rare or unique that it is at a high risk of theft or damage.
• Models/Kits/Charts/Maps
• Equipment (calculators, headphones, 16 MM projector)

• Materials that belong to other institutions (interlibrary loan material, for example)
• Material from Wittliff Collections
• Non-circulating materials from the library such as periodicals, non- circulating books and reference material
• Materials not held in legal possession by the library or some other dept. of the university
• Items that are not compliant with fair use and where copyright permission has not been obtained, including student work

The default loan period for this material is 2 hrs. The loan period for Secured Collection item is determined by the person initiating the request for this location. The Collection Development Librarian or the Specialized Collections Librarian may override the loan period requested. They will inform the requestor if this happens, and state reasons for changing the loan period. Secured Collection material may be renewed.

Secured Collection material at the Alkek Library may be sent to the Round Rock Campus, and vice versa, as long as all circulation requirements are enforced. All Secured Collections material should be handled in a manner suitable to its physical conditions or limitations.

Fines (per item)

• $5 per day for overnight check-outs, or $1 per hour for 2 hour check- outs.
• There is no maximum fine cut-off. Fines will continue to accrue until material is checked in by library staff.

Overdue Notices

• First notice is sent within 24 hrs.
• Second notice is sent within 48 hrs.
• Third notice (and bill) is sent within 72 hrs.

Lost or damaged costs

• Please see our lending policy for costs associated with lost or damaged Secured Collection materials.

• Secured Collection items with a previously determined retention period will be sent to the Collection Development Librarian after that time period has expired.
• The Collection Development Librarian, in consultation with the Specialized Collections Librarian or the Head RRC Librarian, will determine if the item can be placed in the circulating stacks, or whether it must be retained in the Secured Collection area.
• Once that determination is made, if the choice is to leave in Secured Collections, the Collection Development Librarian will indicate the new retention period in the item record.
• Secured Collection items without a previously determined retention period can be submitted at any time to the Collection Development Librarian to make that determination. Once that determination is made, the Collection Development Librarian will indicate the new retention period in the item record.
• Because Secured Collection items are often rare, unique, delicate or valuable, such material may be retained in that area indefinitely.

Fair Use

• When placing materials on reserve, the library follows the University’s Copyright Policy as well as the principles of Fair Use as stated in §107 of United States Copyright Act.
• Permission from the copyright holder is required for placement of materials on Reserve that do not meet the standards of Fair Use.
• When submitting items to electronic reserves, faculty/instructors are responsible for evaluating whether any material to be placed on e-reserve is in the public domain, contained in a licensed library database, or qualifies under Fair Use. Faculty/instructors should:
  • Submit an electronic form indicating the materials qualify under Fair Use or that permission has been obtained.
  • Maintain a completed Fair Use Checklist for each item submitted, in case a claim of infringement is made or litigation is initiated against the university
• Reserve staff will not place materials on electronic reserve if the nature, scope, or extent of copying is judged to exceed the reasonable limits of Fair Use.

Copyright Notice

• A copyright notice will appear on the screen in the electronic reserves system and on copies made of reserve readings to indicate that materials may be covered by copyright law.
• Any copyright notice on the original material must be included.
• Appropriate citations and attributions to the source material must be included.

Number of Copies

• The library makes only a single copy of copyrighted materials. Upon request these materials can remain on reserve from semester to semester.
• If multiple copies are required, they must be provided by the instructor and comply with copyright law.
• 2-4 copies of examination materials may be placed on reserve depending upon the size of a class.

• If Texas State classes are held off-campus, the library may place materials from its collection on reserve in a library at or near the teaching location to enable students to access a wider variety of items than the holdings of the local library.
• The library can provide books, documents, photocopies of periodical articles, or non- print materials.
• Minimum time required to set up this service is three weeks.