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: Click here for reserves forms. 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.
Book chapters and journal articles may be placed on ERes. However, due to U. S. copyright law restrictions, the amount of material from any single source may be limited. Instructors are encouraged to use library licensed online resources because they do not require copyright permissions or the paying of royalties to the copyright holder. 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 first, and include the URL when completing the Reserve Request Form.
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.
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FAQ - Electronic Course Reserves
What is ERes?
ERes is an electronic reserves software program that enables students to access linked journal articles from the Library’s subscription databases, scanned book chapters and journal articles, and other materials that faculty may place on the Course Reserves Collection as required course readings.
Who Can Use ERes?
Access to ERes is restricted, on a course by course basis, to currently enrolled Hunter College students. To ensure compliance with current copyright restrictions, students will be asked to provide a password to enter the ERes course page for their course(s). Passwords will be provided to students by their professors at the beginning of the semester.
How Do I Know Which Reserves are Available Electronically?
When books and other materials are not available electronically, a link on the ERes page will lead users to the Library’s online catalog screen where they will be able to obtain the call number of the item if it is available in print at the library and check the status of the item. Users should write down the call number, and then request the material at the Course Reserve desk located on the 2nd floor in the Main Campus Library or at the Circulation desks at the branch libraries.
How Do I Access ERes?
Reserve materials can be accessed electronically, on or off campus:
What Technology Is Required For Access?
- A connection to the Internet, via the campus LAN or an ISP (Internet Service Provider).
- Version 4 class web browser (Netscape Navigator 4.05 or later, IE 4.0 or later).
- A copy of Adobe Acrobat Reader software installed on your system, with the proper plug-in enabled for your web browser.
- For remote access, you must have an active Hunter email account. If you are unable to access your account contact the ICIT helpdesk at:
Students: (212) 650-3624 or e-mail snet@hunter.cuny.edu or go to Rm 109N
Faculty/Staff: (212) 772-4357 or email helpdesk@hunter.cuny.edu
How Do I Find the Document / Article I Need?
Once you are logged into the ERes system, the directions are fairly intuitive. Follow the on-screen commands. The procedure is as follows:
- Search for your course by department or by instructor.
- Make course selection from results list and click on Go.
- Enter the password provided to you by your instructor.
- Read the Copyright Notice then click Accept.
- Material is alphabetically arranged, select the desired material.
- ERes will open the program needed to read the material (i.e. Adobe Acrobat Reader, MS Word, Netscape or Internet Explorer).
If you are having difficulty with the system, you can contact the following Library staff:
Questions or concerns may also be directed to:
David Donabedian, Head of Access Services
Email: ddonabed@hunter.cuny.edu
Phone: 212-772-4176.
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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
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 FL |
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Health Professions: |
Dona Braithwaite 2nd FL |
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Social Work: |
Arlene Shapiro , 2nd FL |
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Before returning their reactivation requests faculty members will:
- Check the titles of those items they would like to reactivate.
- Indicate with a note whether they would like to participate in ERes.
- 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
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:
- 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).
- 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
- Length of Document
Documents will be broken down into segments of no more than 20 pages to minimize downloading and printing time.
- 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.
- 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.
- Paper Size.
Cannot exceed 8 ½” by 11". Please note: copies must be single-sided.
- 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.
Reserve Forms
Requires Acrobat Reader.
Please print the appropriate form(s) and submit with materials.
Please fill in and submit these forms online.
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Fair Use for Classrooms & Library Reserves
The ALA Model Policy Concerning College and University Photocopying for Classroom, Research and Library Reserve Use states: "At the very least, instructors may make a single copy of any of the following for scholarly research or use in teaching or preparing to teach a class:
- a chapter from a book;
- an article from a periodical or newspaper;
- a short story, short essay, or short poem, whether or not from a collective work;
- a chart, diagram, graph, drawing, cartoon or picture from a book, periodical, or newspaper."
Library Reserves Copyright Policies
At the request of a faculty member, photocopies of articles or chapters of books may be placed on reserve. Under fair use provisions as established by U.S. Copyright law, photocopies of these materials may be made without requiring permission from the copyright owner if the materials are being placed on reserve for the first time. One copy for every 10-15 students is the number recommended in the ALA Model Policy. Faculty must furnish the photocopies to be placed on reserve. In general:
Repetitive copying: The reserve or classroom use of reproduced materials for successive semesters will normally require advance permission from the copyright owner.
Copying for profit: Faculty should not charge students more than the actual cost of photocopying the material.
Consumable works: The duplication of works that are consumed in the classroom, such as standardized tests, exercises, and workbooks, normally requires permission from the copyright owner.
Creation of anthologies: Creation of a collective work or anthology by photocopying a number of copyrighted articles and excerpts to be purchased and used together as the basic text for a course will in most instances require the permission of the copyright owners.
If in doubt as to whether a particular instance of photocopying is fair use in the reserve room, faculty should consult The Copyright Guidelines for CUNY Libraries to determine whether to seek permission of the copyright holder. At the end of each semester, the photocopied reserve items and personal copies of books will be returned to the faculty.
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Requesting Copyright Permission
Information on seeking copyright permission may be found in The Copyright Guidelines for CUNY Libraries. A Sample Permission Letter for Course Reserves is included:
http://library.hunter.cuny.edu/copyright_libs_reserves.htm#permissionletter
The University of Texas’s website contains good information on copyright permissions:
http://www.utsystem.edu/ogc/intellectualproperty/permissn.htm
For further information on the fair use of copyrighted material see:
http://www.utsystem.edu/ogc/intellectualproperty/copypol2.htm
Keep in mind that many scholarly journals allow non-profit educational use without requesting permission. Always check the copyright page of a journal to see whether it contains such a statement before requesting permission.
Other Options
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 Reserve Request Form.
Depending on the circumstances, you may prefer the purchase of course packs rather than obtaining copyright permissions.
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Archiving & Reusing ERes Material
In compliance with copyright guidelines, access to e-reserve and hard copy reserve will be terminated at the end of the class term.
Permission from the copyright holder is required if an item is to be reused in a subsequent academic term for the same course offered by the same instructor, or if the item is an assigned reading for an individual course taught in multiple sections by many instructors.
Material may be retained in electronic form while permission is being sought or until the next academic term in which the material might be used, and for which permission has been obtained.
Short-term access to materials included on ERes in previous academic terms may be provided to students who have not completed the course.
Accessing ERes
Selected journal articles, exams, lecture notes and book chapters have been converted to electronic format. Students enrolled in a course with electronic reserves may access material by following these directions:
- Click on the Electronic Reserves (ERes) link on the left-hand menu of the Library’s Home page.
- Select Electronic Reserve & Reserves Page.
- You can search by instructor, course name, course number or department.
- From the first pull down menu, select the type of search and enter the corresponding information in the blank box. Click on Search.
- Click on your course number.
- When the copyright agreement box appears enter your course password & click on the accept button*.
- Select the title needed and on the next screen click on Web/OPAC to display the item’s call number in the library’s online catalog. Check the Due Date to see if it is available.
- Write down the item’s call number or pertinent information and bring it to the Reserves desk, located on the Library’s 2nd floor.
*If your instructor is participating in ERes (electronic reserves program), he /she must provide you with the course password for you to gain access to the course’s materials.
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Reserves Desk Hours
The Reserves Desk closes 15 minutes before the Library. All reserve material must be returned before the Reserves Desk closes.
For questions or problems, contact the library staff below:
Questions or concerns may also be directed to:
David Donabedian, Head of Access Services
Email: ddonabed@hunter.cuny.edu
Phone: 212-772-4176.
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