PUTTING ITEMS ON RESERVE: ERES

Electronic Reserves Policies

 

Reserve Forms

Print

Requires Acrobat Reader.
Please print the appropriate form(s) and submit with materials.

Online

Please fill in and submit these forms online.

If you are using Reserves for the first time, please read this important copyright compliance information, as well as the instructions below before submitting any of the Reserve forms.

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Overview

The Electronic Reserves program (ERes) provides access 24 hours a day to course reserve materials, including linked journal articles from the Library’s subscription databases, conference papers, selections from books, and lecture notes.  ERes also may be used to access links to the Library’s online catalog to access the call numbers of books and Audio-Visual materials placed on traditional reserves. At the request of Hunter faculty, materials may be placed on ERes for the use of students enrolled in their courses.  Electronic Reserve course materials will be pass-worded on a course by course basis, and will only be available to students enrolled in a specific course.
Faculty may submit their e-journal and Library book requests electronically, using the appropriate interactive form. Other requests may be submitted at the Reserves Desk of the Main Campus Library, the School of Social Work Library and Health Professions Library or by mail using a printable web form.  The form should be submitted together with hard copies of those materials which are not available online through the Library’s electronic resources or are part of the library’s print collection.  Scanned or uploaded documents and images can be made available via ERes to Hunter users, and will be searchable by course number or faculty name.

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How ERes Works

Initial Requests
Before the start of a new semester, the faculty member enters the library’s web page and pulls up the appropriate Reserve Request Form.  The form will guide faculty through the data required to process the request: Faculty will list the titles of books and journal articles he/she is requesting to be placed in course reserves and, where requested, will sign the Copyright Compliance Agreement stating that the material being used meets the fair use provisions as established by the U.S. copyright law, The Copyright Guidelines for CUNY Libraries, or that permission has been obtained for reproduction.
To request a journal article from the libraries’ subscription databases:
1) fill out the interactive reserve request form for e-journal articles * and;
2) email it to appropriate library: main campus, Social Work or Health Professions.
You may also submit Library book requests electronically (click here to go to the electronic request form). Forms for other types of material are printed and then brought completed to the 2nd floor Reserve Desk at the Main Library, or, to the circulation desk at Social Work Library or Health Professions Library.  Library books are paged by staff members; faculty supplied paper copies of book chapters are scanned and checked for errors. Reserve requests for journal articles are checked against the library’s subscription databases. Journal articles found to be held online are linked to ERes, and hard copies submitted by the faculty member are filed. Journal articles not available online are scanned and checked for errors. Images and other electronic files are downloaded into the ERes database.
Finally, the faculty member receives notification that the materials are ready; the notice includes a URL to provide access to the reserve materials. The students may then click on the link to the reserve material from the Library’s webpage, type in the course instructor & faculty supplied password, and see the listing of all related items. By clicking on the appropriate link student may pull up the text of the needed article(s).  Alternately, the faculty member may wish to put a link into the class’s Blackboard web page. Then a student may click on that link to the reserve material for this class, type in the class number, and see the listing of all related items.
* When requesting for an article to be linked from one of the Libraries’ subscription databases, the first step is to search Hunter’s online collection of electronic journals. If you find the desired article, include the persistent URL when completing the E-Journal Article Request Form. The persistent URL is crucial in insuring that the link remains stable, providing dependable access to the students. It is usually clearly marked and located somewhere in the body of the first page, not at the top. Example: PDF Full Text: http://wilsontxt.hwwilson.com/pdffull/01518/ZD4VT/TFD.pdf

Linking to ERes/Creating a Content Area for Reserves in Blackboard

The URL for your course reserves can be pasted anywhere you wish for students to access it, but it is recommended that you create a content area for reserves within Blackboard.

  1. Login to your Blackboard course page.
  2. Click on Control Panel (in the left margin).
  3. Click on Manage Course Menu (in Course Options box).
  4. Select + Content Area. 
  5. Name the field: Course Reserves.
  6. Click Submit, OK, OK.
  7. Click on Course Reserves in the Content Area box.
  8. Select + External Link.
  9. Name the field: Course Reserves.
  10. For the URL, copy and paste the course’s persistent URL

In the Text Box, type all below:
                        Password: xxxx

For copyright reasons, this password should not be shared with anyone not enrolled in this course.
11.  Click Submit, OK.  Course Reserves should appear in the left margin menu.

Finding the persistent URL for Course Reserves

  1. Search for your courese in ERes: http://hunter.docutek.com/eres/courseindex.aspx?error=&page=search
  2. Once you are in the course page, click on the Course Info tab.
  3. Copy the link next to "Persistent URL:" in that tab.

Reactivation Requests
Reactivation requests will be handled on a semester-by-semester basis. Faculty will be sent copies of their reserve lists with the Libraries’ Copyright Compliance Form. After determining that the requirements for copyright compliance have been met, the instructor signs and returns the Hunter College Libraries Copyright Compliance Agreement together with the list of items that have or have not been selected for reactivation.  Faculty then mail the list back to the appropriate Library staff listed below:

Hunter Main:

Jeanne Yan

2nd Floor

Health Professions:

Donna Braithwaite

2nd Floor

Social Work:

Arlene Shapiro

2nd Floor

Before returning their reactivation requests faculty members will:

  1. Check the titles of those items they would like to reactivate.
  2. Indicate with a note whether they would like to participate in ERes.
  3. Sign the Copyright Compliance Agreement for photocopies of book chapters and journal articles. In order to access a journal article or book chapter that has been listed for reactivation on the first day of classes, it is necessary for faculty to sign and return the Copyright Compliance Agreement. This applies to both traditional and electronic reserves.

These steps are important to facilitate the reactivation of your reserve materials and to make them available by the first day of classes. It is also important for faculty to come to the Reserve Desk to review and replace missing attributions (title, copyright or other pages). These must be supplied before material will be reactivated for future terms.

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Submitting Materials for ERes

To allow time for requested reserve material to be processed and made available for the first day of the school term, all requests should be submitted prior to the following dates:

  • Fall Semester - July 31
  • Spring Semester - December 20
  • Summer Semester - May 1

All reserve requests are processed in the order of date received. Requests submitted after the beginning of the semester may experience processing delays due to increased demand on all other library services.

Book chapters and journal articles may be placed on electronic reserve. However, due to copyright considerations, the amount of material from any single source may be limited.
The following are the guidelines for submitting materials for e-reserve:

  1. Format
    The Library will provide linking to its subscription databases. Instructors are encouraged to use library licensed online periodicals and other content because they do not require copyright permissions and the paying of royalties. These resources are governed by licensing agreements, not copyright laws, and may, therefore, be used as needed. Always search for an article in the Libraries’ online journals, and include the URL when completing the E-Journal Article Request Form. Items for e-reserve may also be submitted in traditional print format. Print items will be converted to Adobe PDF format. In addition to print copies, the Library will accept PDF files on CD. Larger documents must be saved as multiple files (see Length of Document below).
  2. Persistent Links for Articles in Hunter Databases
    Most full-text providers including Academic Search Premier, Education Full Text, JSTOR and PsycInfo include a persistent URL within the first page of their records. The Library uses this URL to link a given article to ERes.  Lexis-Nexis records do not currently contain persistent URL links.  When requesting that an article be linked from one of the Libraries’ subscription databases, the first step is to search Hunter’s online collection of electronic journals. If you find the desired article, include the persistent URL when completing the Reserve Request Form. The persistent URL is crucial to insuring that the link remains stable, providing dependable access to your students. It is usually clearly marked and located somewhere in the body of the first page, not at the top. Example: PDF Full Text: http://wilsontxt.hwwilson.com/pdffull/01518/ZD4VT/TFD.pdf
  3. Length of Document
    Documents will be broken down into segments of no more than 20 pages to minimize downloading and printing time.
  4. Full Bibliographic Citation
    Author/Editor, article title, chapter title and chapter number, as well as the journal/book title and page numbers, must be included for each article or book chapter. Please match the titles of the submitted articles with those used on the course syllabus or reading lists, so that your students are able to find the appropriate readings when using ERes.
  5. Condition
    Items to be scanned should be in the best possible condition. For photocopies, please bring a clean, high quality copy of the article for scanning with the full bibliographic citation printed clearly on the first page.
  6. Paper Size.
    Cannot exceed 8 ½” by 11". Please note: copies must be single-sided.
  7. Page Orientation
    Please try to limit each item to a single page orientation, either portrait or landscape. Items that have mixed orientations will need to be adjusted after scanning and may take longer to process.

For answers to Frequently Asked Questions, click here.

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