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Course Reserves (ERes): Asking the Library to Put Items on Reserve

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. For ERes FAQ, see the ERes FAQ page.

What is ERes?

  • 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.
  • 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.
  • Faculty can request materials for use by students enrolled in their courses and accessed using course-specific passwords.
  • Faculty may submit their material requests online using an online form or in-person.
  • Scanned or uploaded documents and images can be made available via ERes to Hunter users and are searchable by course number or faculty name.
How do faculty make ERes requests?
  1. Before the semester begins the faculty member enters the library’s web page and pulls up the appropriate Reserve Request Form.
  2. The form will guide faculty through the data required to process the request.
  3. Faculty must remember to 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.
How do faculty submit library book requests electronically?
  1. Complete the electronic request form to ask the library to request books and media not already owned by the Hunter College Libraries that you would like to place on reserve.
What are the deadlines for submitting ERes requests?
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
How do faculty request journal articles from the libraries’ subscription databases?
  1. Fill out the interactive reserve request form for e-journal articles (see below) and;
  2. email it to appropriate library: main campus, Social Work or Health Professions.

* 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. Instructions on finding persistent links in various databases are available.

How are faculty members notified when the materials they request to be placed on reserve are ready?

  • The faculty member received an email notification that includes a URL that links to the reserve materials.
How do students know when reserve materials are available for use?
  • After faculty receive their email confirmation and link (see above) they should notify their students that the reserve materials are available through the library's web site ERes index pages
  • Faculty members must give students a password to access the materials.
  • Students can search by course number, course name, department, instructor or by the document titles/author.
  • Faculty may also create a link in the class's Blackboard page allowing the student to click on the link, type in the class number, and see the listing of all related items (see below).
How do faculty link to ERes/create 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:

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.
What if faculty prefer to submit materials for ERes in-person?
  • Main library faculty who wish to submit materials in-person:  go to the Reserves desk on the 2nd floor, submit the printed form for either book, journals or personal materials along with the hard copies of those materials.
  • Schools of Social Work and Public Health Library and Health Professions Library who wish to submit materials in person:go to the Reserves desk and submit the printed form for either book, journals or personal materials along with the hard copies of those materials.
  • 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.

If a faculty member is submitting materials for ERes in-person, what are the formatting guidelines?

  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
    When requesting an article be linked from one of the Libraries’ subscription databases, 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.
  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.

How do faculty find the persistent URL for specific items already in course reserves?

  1. Search for your course 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.

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.

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