Faculty: Submit reserves

Submission guidelines and information

Review the list of approved materials and complete the submission form.

Please remember

  • Course reserve materials are processed on a first-come, first-served basis.
  • Allow at least 48 hours for materials to become available.
  • Certain times of the quarter are busier than others and processing time may take a little longer; allow more time if you need your materials scanned.
  • If you plan to use library-owned videos in your course, whether for in-class viewing or to place on course reserves, please contact the Circulation Desk staff at least a month in advance. That way we can be sure it is available for you on campus when you need it.
  • Make sure to enter all of the required information to expedite processing times.
  • Course Reserves will accept one copy for the class up to 10-15 students; 2 copies up to 25-30 students; and 3 copies for 40 or more students.
  • Faculty may pick up their course reserve material at the end of the final examination period for the selected removal quarter or have it returned to them.
  • The library is not responsible for damaged or missing items.

E-Reserves and PolyLearn

  • Security for your course materials
    Only authorized members and instructors of a class can access the course web site in PolyLearn.
  • Ease of student access
    The online course environment has become increasingly integral to the teaching and learning process. E-reserves in PolyLearn provides intuitive access to these materials.
  • Faculty flexibility
    Easy access to e-reserves within PolyLearn enables the instructor to incorporate or these materials at point of need. See File Management in the PolyLearn Support site for more information.
  • Scanning
    If you require scanning, please supply the highest quality, unstapled photocopied or printed materials on letter-size paper. You may also provide original bound items for scanning if you have them; or citations if you don’t have originals.
  • Accessibility
    The Library’s e-reserves scanning service supports Cal Poly’s commitment to accessibility of instructional materials. The Library owns high quality scanning and OCR (optical character recognition) equipment and routinely makes most e-reserve texts accessible.
  • Links to content
    The library will link to licensed electronic content whenever possible.

Uploading E-Reserves

  • Even if you’ve never used PolyLearn, your students will still be able to access e-reserves in your course site.
  • Place your Course Reserve requests using the submission form.
  • If your course site is not already active, library staff will activate it at the time of uploading requested electronic reserves.
  • If you are already using PolyLearn for your course site, you will have the freedom to move electronic reserves or link to them from elsewhere in your course(s).

Need more information?


Approved Materials

Journal Articles and Other Copies

When requested by a faculty member, the Kennedy Library will place the following photocopied and electronic materials on reserve:

  • Book chapters
  • Article
  • Short story
  • Graph
  • Chart
  • Picture
  • Audio or videotape
  • Cartoon
  • Poem
  • Short essay

If requested articles are in the Kennedy Library’s subscribed electronic journals, Kennedy Library will link to the electronic version of the article in accordance with any license restrictions.

Permission to Use Copyrighted Material

All materials put on reserve are subject to the provisions of Fair Use.

Generally, Fair Use allows journal articles and books to be placed on reserve for two quarters or six months. One copy for every 10-15 students in the class is the number recommended in the ALA Model Policy Concerning College and University Photocopying for Classroom, Research and Library Reserve Use (March 1982).

Library will seek copyright permission and absorb the cost for those materials that are to be used after copyright fair use period of 6 months (two quarters with down time periods between quarters). If the materials are to be placed on reserve for longer periods of time, the Kennedy Library reserves the right to chargeback copyright costs to the faculty member’s academic department.

To comply with copyright law, the following guidelines are observed for placing materials on reserve:

Type of Materials Print Reserves Electronic Reserves
Books Yes Yes (Limited to book chapters that taken together, do not exceed 1000 words or 10% of the book excludes coursepacks.)
Required coursepacks Yes (One copy per 10-15 students in the class) N/A
Supplemental (not required) coursepacks Yes Yes
Journal Articles Yes Yes (Limit 3 from any one issue)
Instructors’ original materials (syllabi, course notes, sample tests, exercises/problem sets, homework solutions, etc.) Yes Yes
Non-Print Collection (videos, dvd’s, cd’s, audiotapes, etc.) Yes N/A
Materials with copyright permission Yes Yes
Materials not subject to copyright (such as public domain items, out of copyright items, government documents, U.S. laws and treaties.) Yes Yes
Student papers (must have permission of student) Yes Yes
Links to online journal articles owned by the Library N/A Yes
Links to eBooks owned by the Library N/A Yes
Links to web pages (the Library will not be liable for the content linked to) N/A Yes

Kennedy Library accepts course-required textbooks and/or coursepacks for print course reserve but cannot purchase course-required textbooks for the library collection. Other types of books may be ordered for the library collection and placed on reserve. Bound periodicals, issues from Current Periodicals, microforms, and books or videos obtained via Interlibrary Loan or LINK+ may not be placed on reserve.

Materials held in the department collections e.g., Reference and Special Collections, may be placed on reserve in those areas. Inquire with the respective department staff.

Reserve items are not available between quarters except by special arrangement.


Faculty should consider acquiring coursepacks through El Corral Bookstore for multiple short readings instead of placing them on course reserve. Coursepacks consist of short works, such as articles and individual chapters, that El Corral can make available for your students. These services, including copyright clearance for coursepacks, assistance with masters, advice on bindings and packaging, updates on problems with permissions or royalty costs, are provided through the EL Corral Bookstore (contact Theresa Kaiser at: ude.yloplacnull@resiakt). The Library cannot purchase coursepacks for course reserve. However, provided that such coursepacks are in compliance with copyright regulations, a professor may elect to place one copy of a coursepack on reserve as a “personal copy.”