Collection Management Services

Oak Street Collections

Reserves

Projects

Library Gifts

Info for Library Staff

Placing Physical Materials on Reserve

Physical reserves includes all reserve materials that are held behind the desk in a library, regardless of format (books, DVDs, etc.).

For information about reserve materials that are accessed online, please see the Electronic Reserves Guide.

 

The forms for physical reserves on this page are specific to the following Library reserve locations:

Please note that book reserve requests submitted for the Funk ACES and Grainger Engineering Libraries are processed by the staff of those libraries, not Collection Management Services. Therefore, any questions or problems relating to Funk ACES or Grainger Engineering reserves need to be directed to the appropriate staff in that location.

If you wish to place materials on reserve at a library other than Main Stacks, Funk ACES, Grainger Engineer, or the Undergraduate Library, please contact the staff at that library directly.

 

Requesting Physical Reserves

Reserve requests are processed in the order received. We recommend submitting requests well in advance, particularly near the beginning of the semester.

Physical Reserve Request Webform | MSWord Physical Reserve Request Form

Please submit a separate form for each course.

Submit the webform to request that library-owned materials (books, DVDs, etc.) be placed on reserve.

Please bring personal copies to the appropriate reserve location with the MSWord form. Copies of the form are available at the service desks of the appropriate libraries for your convenience.

If you have a syllabus or bibliography with complete citation information, you can email as attachments the MSWord form with just the top section filled in and a copy of the syllabus/bibliography, to the appropriate address below:

The MSWord form may also be sent through campus mail to the appropriate processing unit for your reserve location, or dropped off at the reserve location.

Please review your reserves lists before the semester begins, so we can resolve any discrepancies before they cause problems for your students.

 

Requesting materials be purchased for physical reserves

The Library is happy to look into acquiring new books, DVDs, etc. to be placed on reserves.

Books are ordered by the processing staff for the reserve location you select. Simply submit the Physical Reserve Request Webform as usual, including the books you would like the Library to acquire along with any Library-owned materials.

DVDs and other media are ordered by the Acquisitions Department of the Library. To request media purchases, submit the Video Purchase Request Webform, filling out the "Course Information" section at the bottom of the form to have it placed on reserve. See Library Acquisitions - Media Information for more information.

Please note that it can take weeks or months for materials to arrive and be processed. Please submit purchase requests as early as possible.

 


 

Frequently Asked Questions

Appropriate Materials

Submitting Requests

Processing

Accessing Physical Reserves

The End of the Semester

 

Appropriate Materials

Physical Reserves includes all reserve materials that are held behind the desk in a library, regardless of format (books, DVDs, etc..

For information about reserve materials that are accessed online, please see the Electronic Reserves Guide.

 

Library materials

Books owned by the University Library can be placed reserves at any of the following locations using the Physical Reserve Request webform:

DVDs and other media can be placed on reserve at the Undergraduate Library using the Physical Reserve Request webform.

If you wish to place materials on reserve at any location not included in the list above, please contact the staff at that library directly.

Materials which belong to other institutions cannot be placed on reserve.

 

Personal copies

You are welcome to submit personal or departmental copies of books, DVDs, etc., for reserves using the MSWord Physical Reserve Request Form. You may place as many personal copies as you wish on reserve.

We place call number labels on each item and magnetic security strips inside.

Personal copies are restricted to use in the library, except that the instructor can check out media to show in class.

Please note that the library cannot violate copyright law, so if there is a question about the validity of a personal copy we may need to clarify before processing for reserves.

Please be aware that though the Library takes reasonable precautions to secure your materials, there is a possibility that your personal copies may be damaged or stolen during the course of the semester, and the Library cannot assume liability for replacing these materials.

 

Submitting Requests

Reserve requests are processed in the order received. We recommend submitting requests well in advance, particularly near the beginning of the semester.

 

How do I submit requests for physical reserves?

Physical Reserve Request Webform | MSWord Physical Reserve Request Form

Please submit a separate form for each course.

Submit the webform to request that library-owned materials (books, DVDs, etc.) be placed on reserve.

Please bring personal copies to the appropriate reserve location with the MSWord form. Copies of the form are available at the service desks of the appropriate libraries for your convenience.

If you have a syllabus or bibliography with complete citation information, you can email as attachments the MSWord form with just the top section filled in and a copy of the syllabus/bibliography, to the appropriate address below:

The MSWord form may also be sent through campus mail to the appropriate processing unit for your reserve location, or dropped off at the reserve location.

Please note that CMS does not have a public service desk to meet with you in person, and telephone requests are not accepted due to the complexity of the information required.

 

Can I submit on behalf someone else?

Teaching assistants, departmental staff, etc. can submit requests for physical reserves on behalf of faculty/instructors.

If you wish to be informed of the status of reserve requests you submit on behalf of an instructor, please provide your contact information in the request:

 

When can I submit requests?

Reserve requests can be submitted at any time for current or future semesters. However, Library-owned materials won't be removed from normal circulation until a month or two before the semester begins.

If you are submitting requests that the Library purchase materials for reserves, please submit those as early as possible.

Requests for the current semester take priority over requests for future semesters.

 

What information do I need to provide?

Be sure to list the exact title, author/director, and edition (if that is important) of each item--inaccurate information can cause delays in processing.

It is not necessary to include the call numbers or to bring library-owned materials in yourself, but doing so can help to expedite processing of your list.

If you have a syllabus or bibliography with complete citation information, you can submit the MSWord Physical Reserve Request Form  with just the top section filled in and a copy of the syllabus/bibliography attached.

 

Do I need to provide all materials?

You only need to provide personal copies. Library staff obtain Library-owned materials as part of processing.

If, however, you have Library-owned items already charged out to you, please submit them with the the MSWord Physical Reserve Request Form to prevent delays in processing.

 

How do I request that the Library purchase materials for my reserves?

The Library is happy to look into acquiring new books, DVDs, etc. to be placed on reserves.

Books are ordered by the processing staff for the reserve location you select. Simply submit the Physical Reserve Request Webform as usual, including the books you would like the Library to acquire along with any Library-owned materials.

DVDs and other media are ordered by the Acquisitions Department of the Library. To request media purchases, submit the Video Purchase Request Webform, filling out the "Course Information" section at the bottom of the form to have it placed on reserve. See Library Acquisitions - Media Information for more information.

Please note that it can take weeks or months for materials to arrive and be processed. Please submit purchase requests as early as possible.

 

Processing

Who processes physical reserve requests?

You must indicate on the reserve form the location at which you wish the materials to be held.

 

How will I know when my materials are available?

Our online ticketing system tracks all physical reserve requests.

Our online ticketing system automatically generates a request received email for all requests at the time they are logged. If you do not receive a request received email for any physical reserves submissions, we did not receive it.

You will receive another email from us when your request has been processed. You may receive an additional email between these if we have questions while processing your requests.

 

Accessing Physical Reserves

Please review your reserves lists before the semester begins, so we can resolve any discrepancies before they cause problems for your students.

 

How will my students access my physical reserves?

Students can look up all reserves in the Library online catalog. Students may want to check out the Searching for Reserves help page.

Students need to provide the call number for each reserve item at the service desk where the item is held.

Students will be expected to use physical reserves in the library, but instructors may check out media materials for classroom showings.

Students can make bookings (reservations) to view media materials at a specific date and time in the Undergraduate Library.  For more information, see Undergraduate Library - Media Advance Bookings.

Students can view DVDs in various locations in the Undergraduate Library, and can check out laptops or portable DVD players. For more information, see Undergraduate Library - Media Viewing Spaces or Undergraduate Library - Loanable Technology.

 

How long can students have the materials?

If you would like a non-standard loan period for your reserve materials please include that information in the "Special Instructions" field of the webform or the "Notes" field of the MSWord form. As materials are often on reserve for more than one course we occasionally need to find a compromise solution between multiple faculty/instructors to meet all their course needs.

Please call us at 244-3773 during normal business hours if you have questions.

 

Can I see my physical reserve list before the semester begins?

Physical reserves display in the online catalog starting one week before the first day of instruction for the semester.

 

Who should I contact if I or my students are having difficulties or questions?

If a student has informed you that s/he is having difficulties accessing your physical reserves, we ask that you check the Library online catalog yourself before contacting us.

If the item displays on your reserve list in the online catalog and says that it is available, please contact the staff at the library listed for that item.

If the item does not display on your reserve list in the online catalog, or your course is not listed in the online catalog, please call us at 244-3773 during normal business hours.

 

How do I make bookings (reservations) for media materials I wish to show in class?

The Undergraduate Library staff handle all media bookings (reservations) to view media materials at a specific date and time (as opposed to placing the materials on a reserve list).  For more information, see Undergraduate Library - Media Advance Bookings.

 

The End of the Semester

All materials on reserve are automatically taken off reserve at the end of the semester unless a request is submitted to carry them over to the next semester.

 

Can I carry over physical reserves to the next semester?

You can carry over current physical reserves by replying to the "Reserves carry-over" email you will receive each semester, providing the following information:

For physical reserves from previous semesters, we ask that you re-submit using the forms above as we don't have a database that tracks past physical reserves.

 

How will I get my personal copies back?

All personal copies are sent through campus mail to the departmental office shortly after the semester ends (unless you have submitted a request that the materials be carried over).

 

How do I get my personal copies back before the semester is over?

Please submit the Taking Personal Copies off Reserve form at the appropriate service desk, and the staff will give you the personal copies you request on the form. Copies of the form are available at the service desks of the appropriate libraries for your convenience.
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