Course Reserves Policy

 

“University of Texas at Arlington (UTA) Libraries Course Reserves Policy” by Taylor “Lainie” Allen is licensed under a CC BY 4.0.

Purpose and Goals 

Purpose 

The UTA Libraries Course Reserves (reserves) is a collection of physical and electronic materials, with shorter loan periods, that supports UTA courses and other activities to foster student success. 

Goals 

The UTA Libraries are dedicated to educational affordability and student engagement. As part of the OER & Digital Services department, Course Reserves is part of a suite of services that supports student success through increased access to materials and greater affordability options. The goal of Course Reserves is to provide affordable alternatives for accessing course materials. When materials are unavailable the Libraries will leverage faculty interest in affordability into a larger conversation about openly licensed materials like Open Educational Resources (OER). 

Definitions 

Course Materials: Resources that are required for use in a course. For this document, this pertains to resources that are part of or will be added to Course Reserves collection. 

Course Reserves Team: Comprised of the Learning Resources Librarian and a student assistant. The team is supported by the OER & Digital Scholarship department and works collaboratively with many departments and staff. 

E-resources: Any electronic resource that were created by digitizing a physical resource in the Libraries’ possession. 

Electronic Resources: Materials that require technology like a computer or phone, to obtain access to the resources, often requiring internet connection. These materials come in a variety of formats like textual files, electronic journals, databases, audiovisual media, and interactive data tools. Resources accessed electronically through the Libraries’ Databases A-Z, E-Journals and Libraries catalog. 

Faculty Creative Works: Scholarship and creatively produced resources by UTA faculty, which reflects the innovation, discovery, global impact, and high standards of the university. 

Faculty Loaned Resources: Physical resources, not owned by the UTA Libraries, but temporarily given to the Libraries to loan out to the users. 

General Collection: Resources that are owned by the UTA Libraries. Physical materials include monographs, periodicals, microforms, maps, media, and government documents. 

High-Use Resources: Resources, primarily physical, frequently checkout and requested by users. 

Lender: A UTA affiliated member, primarily Faculty, who owns a physical copy of a resource and is temporarily offering it to the UTA Libraries to be used on Course Reserves. These loaned resources are referred to as Faculty Loaned Copies. 

Lending Machines/ Course Reserve Machines: Vending machines for resources in the course reserve collection. These vending machines serve as service locations both within and outside existing Library Branches. 

Library User/ Users: Any individual who is authorized to use the Libraries services, as they are an affiliated member of the UTA system with a status of either staff, faculty, student, retired, or guest. 

Loan Period: The length of time that an item can be checked out to a user. 

Lost: Items declared as lost where resources check out by a user and not returned by a set deadline after the due date. 

Materials/ Resources: The monographs, periodicals, DVDs and other items in both physical and electronic formats that are provided by the Libraries to users. 

Missing: Items that are listed as a part of the Libraries' resources but are unable to be located. 

Open Educational Resources (OER): Materials, primarily electronic, used for the purpose of teaching and learning that are free with open licenses that permit varying levels of permissions for reuse, modification, and distribution. 

Physical Resources: Resources from the Libraries’ general collection or course reserves that can be borrowed or used on-site, including monographs, DVDs, and 3D sculpture models. 

Re-check: Re-issuing a resource to the same user at the time it is returned to the Libraries. 

Renew: Extending the time of the loan period before the item is returned to the Libraries. 

Requestor: Any person who has made an authorized request for items to be added to course reserves. 

Materials (print and e-reserves) 

Course Reserves are made up of physical and electronic (including digitized) resources. Below will cover the types of materials available on course reserves. 

Defining Course Reserves 

What is a reserve

  • Required readings, or another media, like DVDs and videogames, used for a course 
  • Foundational surveys of a subject, and Industry codes/standards 
  • High-use resources 
  • Faculty Creative Works 
  • Resources as supporting material for use in relation to an event or program at UTA 

What is not a reserve 

  • Consumable materials like workbooks and lab manuals 
  • Course materials listed as “recommended” on a syllabus unless they are required to complete an assignment 
  • Photocopies of resources 

Limits (e.g., number of copies) 

A maximum of 10 physical copies of a single title and edition of a resource can be in a single course reserve location. Items with more than 10 copies will be spread across several locations as space allows. Request for exemption from the 10-copy limit will be considered in consultation with the Course Reserve Team. 

Physical Reserves 

Physical course reserved materials are housed separately from the general collection, at a library service point, including library branches or in a lending machine. 

Locations

On-site course reserves are available for check-out at UTA Libraries self-checkout machines and at library branch service points. A current MAV ID must be presented to borrow items from UTA Libraries. More information about the different locations of resources is available on Accessing On-Site Reserves. 

Condition 

Resources should be functional and durable enough withstand frequent use. The Course Reserve team will make the assessment of the condition of the resource to determine if the resource is in usable condition, or could cause harm to itself, people and/or other resources. Some Examples of harmful or unusable resources: 

  • Any broken, damaged, or delicate resources that could not withstand repeated use. For example, ripped pages, broken spines, and/or corrupted media files. 
  • Active mold or dampness of the resource could make the user sick and/or cause mold damage in other resources.
  • Resources with heavy underlining, notes, or extensive highlighting that effects the user’s ability to read the resource. 

Accessing Physical Reserves: 

To checkout a physical resource a user must go to the appropriate course reserve location. For more information on the process for loaning physical resources please refer to the Locations section and Lending Policies section. 

Electronic Reserves 

Electronic resources are available as a part of the Libraries’ collection and service agreements with digital content providers. Electronic Resource become a part of Course Reserves when added to a reading list for a course on the Course Reserves (serialssolutions.com) page. 

Existing Collection 

Electronic resources on reserve follow the Libraries’ policies for electronic Reserves. 

Digitized Resources 

Digitization of physical resources is possible upon request. Guidelines for determining digitization is based on the United States Copyright Act, Title 17 U.S. Code, and Fair Use Laws (Section 107 provision). For more information refer to the Copyright and Fair Use and Interlibrary Loan Borrowing Policy.

Accessing Electronic Resources 

Accessing electronic resources requires users to login using their UTA credentials (NetID and password). Only those with active UTA credentials can access electronic reserves. Each resource will vary on user licenses and conditions. For more information refer to Conditions of Use and Licensing Restrictions for Electronic Resources for more information. 

Faculty Loaned Resources 

When a course reserves request is unable to be fulfilled with Libraries resources, the requestor is encouraged to lend the Libraries a personal copy of the resource(s). Before being added to the Course Reserve the lender will fill out the Course Reserve Lending Agreement, to grant the UTA Libraries permissions to loan the materials to users. For More information review the Faculty Loaned Resources section. 

Faculty Creative Works (FCW) 

Faculty-authored materials purchased, by the Libraries, for the annual Faculty Creative Works event. These resources are housed in the course reserves collection in the time between the purchase of the item and when it is on display at FCW event. After the event the resources that are not otherwise assigned as course materials will be relocated to the general collection.

Permanent Reserves 

Permanent reserves include high-use resources, that are placed on reserve without being used for a course. 

Criteria for Permanent Reserves 

  • At risk for theft and/or vandalization (history of similar titles being repeatedly reported as lost or missing.) 
  • Highly requested and frequently loaned materials. 
  • Foundational/introduction to subject or as surveys of a discipline. 
  • Textbooks, and alternative resources (like 3D sculptures, and videogames) that are used for specific course work. 

Evaluation of Permanent Reserves Removal 

  • Evaluation of resources remaining in the course reserve collection will happen in the inventory audit that is performed every 2 years by the Course Reserve team. If books are not checked out within a 2-year period, then they are eligible for removal. 
  • When newer editions of existing Permanent Reserves are added. 
  • When the resource no longer meets the condition requirements described in the Physical Reserves: Condition section. 

Default Reserve Location and Loan Period 

When a new resource is added to course reserves without a pre-determined location or loan period, it will default to the settings below. The Course Reserve Team reserves the right to make alterations as needed. 

  • Permanent Reserves default location is the most relevant library branch location for a 4-hour reserve period. 
  • Videogames and gaming materials, defaults to a 4-hour loan period, location in The Basement, in the Central Library. 
  • Faculty Creative Works resources have the default location is as Central Library Lending Machine Reserve, for a 7-day loan period. 
  • General Collection Materials defaults are 3-day loan periods in a Course Lending machine closest to the materials library branch of origin.

Acquiring Resources 

Purchasing 

The Course Reserves team does not purchase resources. 

  • General Library Materials 
    Requests for items to be purchased for the UTA Libraries’ collection (including course reserves) should be submitted through the Access and Discovery Department’s Acquisition team. To recommend adding an item to the Libraries’ collection fill out the Suggest a Purchase form. If the item is approved also fill out Faculty Reserves Request Form. 
  • Videogames and Gaming Items 
    The Creative Spaces and Services Department have the purchasing power for any requests for videogames and gaming materials. Request submitted to TheBasement@uta.edu stating interest for it to be added to course reserves, or message coursereserves@uta.libanswers.com to discuss interest. 

Faculty Loaned Resources 

Lenders offering personal copies must sign the Course Reserves Lending Agreement, before being put on Course Reserves. 

Condition 

Faculty loaned items must meet the general criteria for inclusion in course reserves, as defined in the Physical Reserves: Condition section.

Loaned for Digitization 

Owners of loaned copies can request a portion of any text resources that are loaned to be digitized, adhering to the standards described in the Electronic Reserves section. The Libraries will digitize a portion of a book only if the Libraries have the items in their possessions. 

Libraries Accountability 

  • The UTA Libraries are not responsible for any damage or loss of faculty loaned materials. 
  • Modifications and alterations to the resource will be made during the processing stage (e.g. tagged [RFID or security stripped] and barcoded.) 
  • The Course Reserve Team will contact the lender to arrange the return of unused items, with the option to continue using the resource for Course Reserves. 

Abandoned Resources 

If a lender does not respond to return requests within one year past the due date specified in the Lending Agreement, the resource will be considered donated to UTA Libraries. Once an item is deemed abandoned, it will be treated as a donation and processed according to Gifts for General Collection. 

Requests

Requestors 

UTA faculty/staff who has the authority to determine the required resources for a course. Requestors can make a request on behalf of the primary instructor of the course, (e.g., teaching assistants, librarians, curriculum advisor, instructional advisors, administrative assistants, etc.)

Requesting Course Reserves 

Reserve Active Period 

  • Items will remain on course reserves only one semester per request. Requests should be submitted every semester to guarantee the resources are active and available. 
  • If planning on using the requested resource for multiple semesters, the requestor can add the information in the notes section of the request form. 

Start of the Semester 

Requestors wanting resources available by the semester start date should submit requests 15 business days (not including holidays) before the semester start date to receive priority processing. 

Guidelines for Regular sessions: 

  • Spring Semester submit before the Winter break. 
  • Summer Sessions submit request the 3rd week in May. 
  • Fall Semester submit request the 2nd week in August. 

Response and Processing Timeline 

  • Requests will be processed in the order that they are received. 
  • Once a request is made, the course reserve team will respond in 2 workdays after the request with information about the next steps and processing time. 

Lending Policies 

Loan Privileges 

An active MavID is required to borrow items from the course reserve locations. 

Loan Period 

All library users, regardless of status as faculty, staff, student etc., must adhere to the set loan period for each course reserves item, or incur late fees. Items loaned on a first-come, first-served basis, based on availability. 

  • The loan period is determined by the requestor at the time of the request. If not determined by the requester, please review Default Reserve Location and Loan Period. 
  • Course Reserve loan periods are 4 hours, 24 hours, 3 days or 7 days, based on the individual item. 
    • 4-hour loans are required to be located at a library branch service point. 
    • CDs or any media requiring the use of any assistive devices, like DVD players are required to be 24 hours. 

Email/Reminders 

Users will receive an email upon check-out of resources that identifies the due date and time of the item. Weekends, holidays, and closings may impact due date and time. 

Requests and Recalls 

  • Users cannot recall or reserve resources on course reserve. 
  • Request for items to be added to the course reserve collection will take priority over users’ requests and active loans. 

Re-check Resources 

  • Reserve resources are not renewed but can potentially be rechecked by the same user. 
  • The UTA Libraries reserve the right to decline the request for rechecking the resources. In the case of refusal, the user will need to wait a minimum of 2 hours before requesting the resource again. 

Loan Location 

Loaned materials should be returned to the same location where they were checked out. Late fees and lost status fines are accrued when items are not returned to the correct location. 

Fines 

At the time of checked out the user assumes financial responsibility of the items. If items are not returned to the correct location, at the designated time, undamaged then fees will be incurred. Since course reserves have a shorter loan the fees for a late loan are incurred at a higher rate: Fines and Appeals. 

Fines Forgiveness 

A user’s late fees may be forgiven if a course reserve lending machine caused an error in returning the item.

Lost Resources 

When an item is 14 days overdue, the item will be assigned a status of "Lost" and the borrower will be billed for that item. 

  • Maximum overdue fine $30. 
  • Libraries Processing fee of $35. 
  • Replacement cost of item (varies). For more information about the lost item policy for UTA Libraries resources refer to information at Borrow, Renew, Recall, Request.

LendIt Machines 

Relocation Policy 

If the course reserves lending machine experiences a technical issue deemed by the Course Reserves team to potentially cause damage to the books or render the machine nonoperational for more than three days, the machine will be declared out of order and the resources relocated as needed. 

Space 

Due to limitations of space in the lending machines, the course reserve team can evaluate and move the items as needed. 

Multiple Copies 

If space in a course reserves machine is limited, any resources with the same title, and edition with multiple copies will be relocated to a different course reserve location. Limits defined in the Limits section still apply.

Size and Weight 

When a resource is too large, heavy, or incompatible for machine functionality the materials will be relocated to the library branch that is closest to the requested machine. 

Additional Notes 

Information not reviewed in this documentation will default to the University of Texas Systems, University of Texas at Arlington University Policies as well as the UTA Libraries Policies, as well as Libraries website pages containing any relevant and applicable information. 

Contact Information 

Course Reserve team: coursereserves@uta.libanswers.com 
Use this contact information to ask any questions regarding the policies as well as notification of errors or changes. 

Dates Approved and/or Amended 

Version 1 approved October 31, 2024 
Effective date: January 8, 2025