Electronic Reserves Policy for Faculty

What materials may be placed on electronic reserve?

  1. Short items such as:
    • an article from a journal
    • a chapter from a book or conference proceedings
    • a poem from a collected work
    • a short story from an anthology
    • a play or musical composition from a collected work.
  2. Professor-authored materials such as syllabi, lecture notes, homework solutions.
  3. A link to an article available in one of the library’s databases.
  4. Professor’s website link or an eLearning page link.

Note: Lengthy documents will be split into multiple files to decrease download time. We reserve the right to make determinations regarding copyright compliance. For detailed copyright information, please read our Copyright Guidelines for Electronic Reserves. We will be happy to work with faculty to deal with any issues that arise.


What materials may not be placed on electronic reserve?

  • Entire books, theses, dissertations, technical reports, and individually published plays and musical compositions
  • Substantial portions of works
  • Entire audiovisual works
  • Excerpts from audiovisual work representing a substantial portion of the work
  • Consumables (published solution manuals, workbooks, study guides, instructor manuals, or assessment test score sheets)
  • Materials currently in a professor’s coursepack available for sale at the Bookstore
  • Harvard Business Review case studies
  • Student-authored material without student’s written permission


How do I place materials on electronic reserve?

  1. For the Richardson campus, send an e-mail to [email protected] that details your reserve request. For the Callier campus, send an e-mail to [email protected].
  2. Include the course name and course number.
  3. For courses taught at the Richardson campus, a paper reserve request form may be filled out in person at the Reserves Department, 1st Floor, room 1.406R.
  4. Electronic files may be emailed as attachments to [email protected] for Richardson or to [email protected] for Callier campus.
  5. Full citations should accompany all article and chapter submissions. Incomplete course or citation information will slow the processing of your request. Copies of printed materials will be scanned and posted. Please provide clean, legible copies.
  6. A new request must be submitted for each new semester materials are needed.


How are Electronic Reserves documents accessed by students?

E-Reserves may be accessed 3 ways:

  1. at the Electronic Reserves Site, or
  2. through the UTD Libraries’ catalog under the Course Reserves tab. Students may search both sites by professor’s name or course number. Or,
  3. by entering the course page URL into any browser. Confirmation URLs and passwords are emailed to instructors each time a new course page is created.

Passwords: Due to copyright restrictions, electronic course reserves must be restricted to students enrolled in that particular course. Access to these copyrighted materials is limited by means of a course password. These passwords may not be publicly displayed (i.e. they cannot be posted on faculty homepages or in syllabi that are posted on UTD’s online Syllabi Repository). It is the professors’ responsibility to communicate passwords to their students. Library staff do not have access to course page passwords.

Access from home: All electronic reserve materials are accessible off-campus. Students must enter a NetID and password to access electronic materials.

E-mail Alerts: Students have the option to sign up for e-mail alerts under the Course Info tab of each electronic course reserves page. Encourage students to sign up for this service so that they will be notified when a change or addition has been made to the course page. E-mail addresses are blind carbon copied to protect the privacy of students.

If you have a visually-impaired student and your student is unable to access Course Reserves documents, instruct the student to contact the Reserves Coordinator at 972-883-2587 or [email protected]. All reasonable accommodation will be made to assist the student.

How will I know when my materials are available?
You will receive an email notification when your request has been processed. This notification will include the course URL and password. You will also be notified at that time if any materials submitted were ineligible for electronic reserves or if posting is delayed due to copyright clearance. You may also e-mail [email protected] or [email protected] to inquire about the status of your requests.


Note: Please do not announce to students that reserves material is available until you receive confirmation that your requests have been processed. Materials are processed on a first come, first served basis, and it is the goal of the Reserves department to handle each request in a timely manner. Please allow two weeks for processing before materials are available.

Page Last Updated: October 25, 2019