Course Reserves

The use of electronic reserves and similar electronic services for instruction is supported by The University System of Georgia. The primary function of these services is to ensure that students and faculty will have timely access to course-related materials and library resources.

Physical reserve items are housed at the Circulation Desk and are available during library hours. Circulation periods for print reserves are determined by the course instructor. Information about what items an instructor has place on reserve is available through GIL, the Library's catalog under Course Reserves.

Electronic reserve pages containing copyrighted material are password protected. Instructors will distribute the access information to students currently enrolled in the course. The Library will NOT give out passwords.

Guidelines for Putting Materials on Reserve (For Faculty)

The Board of Regents' Policy on the Use of Copyrighted Works in Education Research explains in detail the rights of copyright holders. This is balanced by the limitations on those rights under federal copyright law. The University System of Georgia also provides a checklist tool to be used to determine whether an intended educational use of copyrighted material is covered by fair use.  

What can be placed on print reserve?

  • Physical copies of books, audio CD, or videos
  • Items must either be owned by the library or your own personal copy. Personal copies must be legally obtained. (Example: no recordings from television)
  • Student produced works. (Instructor must have signed permission from the student on file)
  • The library may limit the number and extent of materials that can be placed on reserve. If multiple copies of an item exist in the library, at least one copy must remain in circulation.

What can be placed on electronic reserve?

  • Electronic versions of journal articles
  • Parts of books (see Fair Use Checklist)
  • Course notes, exams, problem sets, etc. to which you own the copyright. (Please submit in PDF or Word format)
  • Course packets cannot be put on reserve – they must be purchased by students enrolled in the course

At the end of the semester all items will be removed from reserve and re-shelved or returned to the instructor.

How to Submit a Request

Step 1

Review the Board of Regents' Policy on the Use of Copyrighted Works in Education Research and, if you are using electronic reserves, please review the Additional Guidelines for Electronic Reserves.

Before submitting a reserve request, you must determine under what circumstances each item can be placed on electronic reserve.

  1. Use the A-Z Journal Locator or, for a book, check GIL.
  2. Determine if the item is in the public domain. Books published prior to 1923 and government documents fall into this category. Some items released under a Creative Commons copyright may permit course use – you must read the license to determine if electronic reserve is a permitted use.
  3. Use the Board of Regents' Fair Use Checklist (fillable PDF form) to determine if your use of the item for the course is considered fair use. You must print and save a copy of the completed checklist for your records.
  4. If none of the above options apply, you must obtain permission to use the item from the copyright holder (generally the publisher). Evidence of permission must be submitted to the library with your reserve request.

Additional Copyright Information sites

Copyright Clearance Center –grants permission for duplication and use of many publications –
Copyright Clearance Center for crash course in copyright for academic institutions (video) –

Step 2

  1. Submit a digital form below or a signed, printed copy of the Faculty Reserve Form (fillable PDF form) along with all materials to be placed on reserve. We highly recommend you retain a copy of this for your records as well.
  2. Please provide all information requested on the Faculty Reserve Form. Also, please make sure that the way the titles are noted on your syllabus is consistent with the way they are noted on your reserve request.
  3. Faculty using e-reserves are responsible for creating a password that students will use to access the articles. It can be any length and should be lower case with both letters and numbers. (Password restrictions: Should not include course name, number, semester, year, or instructor name) In accordance with copyright law, passwords must be unique for each course and change each semester. After electronic reserve items have been processed and are available to students, you will receive an e-mail notification that includes a reminder of your selected password. You are responsible for giving your students the electronic reserve course password. The Library will not give out passwords.
  4.  Please give the form and any materials to:

      Macon & Warner Robins, Ashley O'Neal,

      Cochran & Eastman, Zach Brigmond,

      Dublin, Tiffany Wright,


Each course needs a separate password. No specific length - lower case with letters and numbers.

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