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Submitting Reserve Materials: Overview & Instructions


Hardcopy and electronic reserves (eReserves) are either listed in or accessible from the URSUS catalog. Ares eReserves software provides 24/7 access to online course materials and protects intellectual property/copyrighted materials, See Using Reserve or view the PDF (188K).


Fogler Library follows the "Fair Use" provision of the Copyright Act of 1976. Fair Use determinations involve weighing four factors: purpose and character, nature of copyrighted work, amount used, and market effect.

Know Your Copy Rights (PDF 282K) and Code of Best Practices in Fair Use for Academic and Research Libraries (PDF 768K) by the Association of Research Libraries. Both are excellent resources.

Is it Protected by Copyright? and Copyright Genie by Michael Brewer & the ALA Office for Information Technology Policy.

By adhering to the recommendations in the sources (above) we can place materials favoring Fair Use on reserve and avoid submissions likely to be challenged for copyright infringement. It is important to understand that suitability for Fair Use is determined on an item-by-item basis.

Copyright Law of the United States by the U.S. Copyright Office

Preparing submissions

1. Assess the suitability of your materials with regard to copyright using the resources (above) and by consulting with staff.

2. Consider dropping hardcopy readings when electronic versions are available. Your students will love you for this. Online-only materials are accessible 24/7 and eliminate common obstacles to retrieving hardcopy items, such as commuter issues (i.e., traveling long distances/contending with adverse weather), library hours, item availability, and/or waiting in line for service. Moreover, it is not necessary to have both a hardcopy and electronic version of the same reading on reserve--the online version will suffice.

3. Carefully choose what you place on reserve. Not all items are accessed or borrowed. Speaking with staff about usage can provide valuable feedback.

4. Photocopying and scanning are processes of last resort.

a. Determine if readings are already available electronically at UMaine by searching our licensed resources. Electronic journal articles are easily linked to your course, copyright issues are eliminated, and image quality is generally flawless.

b. Provide electronic copies of course materials that you create (i.e., syllabi, course notes, lectures, quizzes, exams, etc.) instead of paper copies for scanning.

c. Scanning involves stages greatly impacted by source document quality: Image Capture--taking a snapshot of each page, Optical Character Recognition--producing a text document from shapes in the snapshots, and Editing--fixing what the OCR missed. Here is what you need to know to about submitting items to scan:

i. Acceptable: Singled-sided, crisp, clean originals. High contrast between text and page.

ii. Unacceptable: Photocopies with excessive curvature and/or distortion of page images. Obstruction of photos and text adjacent to gutter of book. Artifacts such as black margins. Poor contrast between text and page.

5. Allow six weeks for the purchase of material not owned by Fogler and for processing. Check URSUS to see if we own an item to be submitted. Neither branch library nor Interlibrary loan items are placed on reserve. Required textbooks are not purchased for reserve.


1. Use our form, PDF (23K), e-mail, mail, or come to the Reserve Desk.

a. Provide complete title and author information for each item. This is important for copyright considerations and for locating items in the future. If you use a chapter from a book, indicate both the book and chapter titles.

b. Include your syllabus.

2. Please note that course submissions are recorded in a queue and processed in the order received.

3. You will receive notification when materials are ready for students.

4. Personal copies are placed on Reserve at your own risk. 

What to tell your students  

1. See Using Reserve or view the PDF (188K). 

2. Ares eReserves software requires a brief one-time registration. Use MaineStreet login/password for registration and subsequent access to online materials. We strongly recommend that your students access readings via URSUS. In your URSUS course record, students will see a listing of hardcopy items and a link to any online readings. This is outlined in Using Reserve.

Reserve Desk (581-1641)

Hours | Location | Queries/Troubleshooting

Created by: Library Staff | Revised: 02/20/2015
5729 Fogler Library
University of Maine
Orono, ME 04469-5729
Phone: 207-581-1661 | Fax: 207-581-1653
© Copyright 2000-2015
The University of Maine
Orono, Maine 04469