Submitting Reserve Booklists

Form and List Index

Please read instructions before using the forms.

Booklist Renewal Form

Personal Copy Material

Electronic Transmission Consent Form

Journals in the Copyright Clearance Center

Note: You do not need an account. Use Transactional Reporting Service (TRS) database to search for your journal.

Submission Form

University's Copyright Policy

For Use by Instructors and Course Contact Persons Only

If you wish to place items on reserve for your class, you must fill out a Reserve Booklist form and submit it to Shields Library Reserve Services. Booklists must be submitted on the current Reserve Booklist Form in order to be processed. Your department secretary has instructions for preparing Reserve Booklists as well as a supply of Reserve Booklist Forms and Renewal Cards. To assure Reserve readings are available to students by the beginning of classes, booklists must be received by the last Friday of:

• August for Fall Quarter
• November for Winter Quarter
• February for Spring Quarter
• May for Summer Session

Booklists received after the deadline may take up to three weeks to process due to peak workload constraints at the beginning of the quarter.

Please Type or Word Process all Reserve Booklists and supplements. List items alphabetically by author (last name first, complete first name), then title in the white spaces. Shaded areas of the form are for Reserve use only. Any special instructions or requests should be submitted on a separate sheet attached to the list. Please check either a 2-Hour, 1-Day, or 3-Day loan period for each item.

If you would like for your booklist to be permanently on reserve for your class, please type "permanent" when asked for quarter information. This will insure that your booklist is permanently on for your class, until you inform us differently.

Please provide as much detailed information regarding the requested item as possible to expedite service. Reserve Services will place on reserve the latest edition that the library owns. If there is a more recent edition or a special edition you would prefer for your course, please note the edition and year on the Reserve Booklist form.

Reserve Booklists can now be submitted electronically via our on-line submission form. You must use a browser that supports forms to take advantage of this service.

Completed forms can be submitted to Reserve Services in person, by mail, electronically, or by fax ((530) 752‑7815).

Please remember that previously used lists are not automatically renewed. If you would like to renew a previously used booklist, submit your request on our Reserve Booklist Renewal Form. Be sure to specify which list (class, quarter and year) you would like renewed.

Reserve Services will send the instructor a copy of the submitted Reserve Booklist only if there are processing problems. Processing problems consist of recalls, searches, out-of-print items, ordered items and any unidentifiable items that need clarification. Please allow 8-10 weeks for any order requests.

Personal Copy Material

All personal copies of photocopied material submitted to Reserves must comply with the University's Copyright Policy (Policy and Procedure manual sections 250-01 and 250-03) specifically as it pertains to Reserve collections.

To avoid processing delays, please include the copyright statement, name of journal/book the piece came from, and author of the piece on each photocopied article or chapter you provide.

Reserve Services cannot accept a previously submitted photocopied item unless:

• The instructor requests or receives permission to use the material.
• The library has blanket permission to use articles from the journal. Please consult the Copyright Clearance Center Database to see if the library can get permission to use your journal article. This pertains only to physical copies being placed on Reserve, it does not provide clearance for the provision of material through Electronic Reserves.

Exam Folders

The General Library is continually looking for ways to better support our student's research needs. In the past we have offered access to course exams via our Reserves web page. When this was the only centralized option for the campus it was a highly effective tool. However, technology and student use has changed, the use of our service has dramatically dropped, and faculty now have more direct means for presenting the exams in the context of their courses.

We believe that the growing use of Smartsite and course-specific web pages are a more intuitive place for past course exams to live. Students prefer having course material grouped in one accessible location. By placing exams in close proximity to syllabi and other course tools, the circle of relevant information is tighter and more apt to be used.

With this in mind, the Library has phased out our support of exams effective December 14, 2007. We are able to assist faculty by providing a file of the exams which can then be moved to more appropriate sites. If you need any assistance in making this move, please contact Felicia Bryan (shieldsreserve@lib.ucdavis.edu) and we'll work on a viable option.

Lecture Notes and Homework Solutions Folders

Reserve Services encourages instructors to set up Lecture Note and Homework Solutions Folders prior to our quarterly submission deadline to help expedite processing. Lecture notes and homework solutions handouts need not be submitted at the time of folder activation.

To set up a Lecture Note or Homework Solutions Folder, please type Lecture Note Folder or Homework Solutions Folder in the white space marked Title on our Reserve Booklist Form. Please indicate how many folders you would like to activate. Also, please be sure to supply us with the correct amount of material for each folder, so that folders activated are identical.

Electronic Reserves

Electronic Reserves provides faculty members with a location where their students can access high demand course material in electronic form and find links to other web sites useful for a particular class. Class materials that can be made available through Electronic Reserves include reading lists, problem sets, lecture notes, journal articles and book chapters. Additionally, Electronic Reserves can provide links to course web pages or remote web sites.

Participation in the Electronic Reserve Service is voluntary. If you are submitting lecture notes or problem sets (or other material for which you hold the copyright) you may choose to have the material included in Electronic Reserves.

Due to server maintenance, some of the Electronic Reserves images may be unavailable for short periods of time on Friday evenings.

How to submit material for electronic reserves and timing requirements

Material for inclusion in Electronic Reserves can be submitted in a variety of formats.

Paper format:

Copies of lecture notes and problem sets can be mailed or delivered to the Reserve Services Service Desk. Photocopies of copyrighted materials must have the copyright statement, journal/book it came from, and author written on it or be accompanied by a letter granting permission.

Floppy disks:

Floppy disks can be submitted if data is presented in ASCII text, Word, Word Perfect, or HTML. Both IBM and Mac disks will be accepted, but Mac disks will require extra time for processing. Material on floppy disks can be mounted as text files or as image files. If you have questions about whether or not a file would be accepted, please contact Reserves.

E-mail:

Text documents or files can be transmitted by e-mail to: shieldsreserve@lib.ucdavis.edu. Attached documents should be in ASCII text.

Adding a Web Site reference:

A request for adding a click-able web site listing to a course reserve list should include the following information:

1. URL for site
2. Title of site

Submit this information to Reserves in person or requests can be e-mailed to: shieldsreserve@lib.ucdavis.edu.

All lists and requests to place materials on course reserve are processed as quickly as possible, but due to the high volume of material submitted at the beginning of the quarter, delays should be expected. To minimize delays in processing material it is essential that material be submitted as far in advance of the beginning of the quarter as possible.

If you choose to have your material included, it will be scanned for on-line access. If you are requesting this service, you must sign our electronic transmission consent form. Please submit the completed form to us with the material you would like to have made available electronically.

Questions and Comments

Please direct questions regarding booklists to the Reserve Supervisor at (530) 752‑2760 or (530) 752‑2057. Questions regarding personal copy materials and Library Copyright policy should be directed to the Personal Copy Leader at (530) 752‑2761. If you prefer, you may send comments or questions to shieldsreserve@lib.ucdavis.edu.