Reserve Procedures for Faculty

Physical Course Reserves COVID-19 Policy

The COVID-19 pandemic has caused changes which affect our physical course reserves services. The Libraries’ policy is to quarantine all materials that have been used for 72 hours, as recommended by the CDC and IMLS, who are performing studies determining how long the virus is detectable on various library materials. We will still offer a physical reserves option, but the quick turnaround of one copy for multiple users will no longer be possible, and therefore reduce the benefit of using physical course reserves.

All physical Course Reserves materials will also be quarantined after each use for 72 hours with no exceptions.

Some strategies faculty and the Libraries should use to mitigate the need for physical Course Reserves during the pandemic. For help with any of these services, find contact info for course materials staff at our different libraries.

  1. Choose an alternative reading or video from our electronic and streaming collections. Your subject liaison librarian can help.
  2. If we can buy an electronic version of the title requested, we will and will offer that instead of the physical version.
  3. For books, if only a fair use portion of the work would suffice, we will digitize that portion instead of checking out the material. This will not apply to videos or audio. Contact the Head of the Music & Media Collections for help cbadillame@sthomas.edu with questions about media.
  4. If the material is in print and available for purchase, students should be encouraged to purchase their own copy.
  5. Instructor personal copies can be added as additional copies available for checkout.
  6. Our Course Materials staff are available to work with you to create a Resource List with electronic materials and make it available in your Canvas course.

Forms to Place Items on Reserve

It is required that you complete the Course Reserve request form for the location where you want your materials to be located.

There are a couple of ways to provide your students with electronic access to readings while complying with copyright law and license restrictions:

  1. In many cases, you can find or create a direct connection (known variously as a durable link, persistent link, DURL, or PURL) to the reading in one of the libraries' subscription databases, and place that link in your Canvas course.
  2. If that is not an option, Course Reserve staff may create an electronic reserve item accessible from the CLICsearch catalog. To use this option, it is required that you submit the Course Reserves request form (OSF & Ireland form, Keffer form, Media form) so that we can determine the best way to provide access while maintaining compliance with copyright law. You will need to send or bring us a physical (preferred) or PDF copy of the reading.

This electronic reserve copy will be subject to "Fair Use" provisions of the U.S. Copyright Act, 17 U.S.C. Section 107.

In addition:

  • This document is not from a consumable work (for example, a printed workbook).
  • This document does not constitute creation, replacement, or substitution for an anthology or other published work.

For more information regarding "Fair Use," see the St. Thomas Copyright site.

Books from the St. Thomas Libraries can be placed on Course Reserve, subject to limitations described at the top of this page. You may also place on reserve a personal copy (such as a textbook) or send a purchase request through your library liaison to acquire an item we do not own--plan well ahead as acquiring a book takes time.

  • Textbooks are not generally purchased for the Library's collection.
  • Books from other schools cannot be put on reserve.
  • Personal materials will be returned to the instructor at the end of the semester, unless other arrangements have been made.

Materials from Music & Media Collections can be placed on Course Reserve. You may also place a personal copy of an item on reserve, or request the library purchase video or audio recordings we do not own--plan well ahead as acquiring materials takes time.

  • Materials from other schools cannot ordinarily be put on reserve.
  • Personal copies must be copyright compliant.
  • Personal materials will be returned to the instructor at the end of the semester, unless other arrangements have been made.

Note: The Keffer Library is also able to place films on reserve. Please contact them for further information (651) 962-4667.