Electronic Reserves Policy for Faculty

banner for faculty course reserves


Reserve Requests

A new request must be submitted for each semester materials are needed. We reserve the right to refuse to copy or make available reproduced material in violation of U.S. copyright law. There are two ways to put in a reserve request.

  1. Bring your personal copies to the campus where your course is being taught.
    • Richardson Campus, Reserves desk, 1st floor, room 1.406R. You may also bring them to the Services desk, 2nd floor.
    • Dallas Callier Center, Callier Library, Circulation desk.


    Please note that these will be processed with various stickers, a bar code and security strip in order to track their use. The Libraries cannot be responsible for the replacement cost of damaged, lost or stolen materials.


  2. Email a list of library materials you wish to reserve to [email protected] or [email protected] with the following information:
    • Course name & number.
    • Electronic files may be emailed as attachments.
    • Full citations should accompany all article and chapter submissions.
    • For print reserves, please indicate the preferred loan period: 2 hour, 1, 3, or 7 days.


    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.



Processing Time

Course Reserve requests are processed on a first come, first served basis. Allow two weeks before materials are available to check out. You will receive an email notification when your request has been processed. You will also be notified at that time if any materials submitted were ineligible for reserves or if posting is delayed due to copyright clearance.

Wait until you receive confirmation that your requests have been processed to announce that reserves material is available to students.




Allowed for Course Reserves

  • Books
  • Films
  • Musical recordings
  • Photocopied material
  • Short items (e.g. journal article, book chapter, short story, etc).
  • Professor-authored materials such as syllabi, lecture notes, homework solutions.
  • A link to an article available in one of the library’s databases.
  • Professor’s website link or an eLearning page link.

Textbooks are not purchased for the purpose of placing them on reserve. However, if UTD Libraries already have copies available, these copies can be placed on reserve.

Note: For electronic reserves, lengthy documents will be split into multiple files to decrease download time.


Not Allowed for Course Reserves

  • Course packs (available for purchase at the UTD Bookstore)
  • Consumables (solution manuals or workbooks intended for one-time use)
  • Electronic versions of substantial or whole portions of works (e.g. books, theses, musical compositions, etc).
  • Harvard Business Review case studies.
  • Student-authored material without student’s written permission.



Copyright Guidelines

The University of Texas System has acquired the Academic Annual Copyright License for copyright compliance management. Visit the UT System Copyright Clearance Annual License to find out more.

Current copyright law provides legal protection to nearly all readings and other course material that an instructor may place on electronic reserves. The reproduction (copying or scanning) of material currently protected by copyright and/or commercially available is subject to copyright compliance.

These guidelines are based upon interpretations of fair use provisions, Section 107, Title 17, “Copyrights” of the United States Code, and are intended to serve as minimum standards for placing materials on electronic reserves.

Placing copies of copyrighted material on electronic reserves cannot:

  • generate the effect of negating the commercial sale of the material.
  • violate copyright law, whether or not the material is commercially available.


What items are not copyrighted?

These items fall into three categories:

  1. items in the public domain; e.g., federal and state government publications.
  2. items for which copyright has expired (and not renewed).
  3. items for which copyright was never granted. If documents you wish to submit are lecture notes, homework solutions, and sample exams written by you, copyright clearance is assumed.

If the instructor is not the copyright owner or the author of a non-copyrighted work, the material may be placed on reserve only if:

  • the copyright owner or author of a non-copyrighted work grants permission, or,
  • the intended use of the work is covered by the “fair use” provision of copyright law.


What is “fair use”?

Fair use is a legal doctrine that allows the public to make limited uses of copyrighted works without obtaining permission. In academic libraries, fair use allows materials to be placed on electronic reserves only for the purpose of serving the needs of specified educational programs. Specific exceptions/restrictions may apply that are not covered here and faculty may consult with our Interlibrary Loan Librarian at [email protected] or 972-883-2900.

If you would like additional information about copyright restrictions, please visit The University of Texas System Copyright web page.


Page Last Updated: March 18, 2020