Faculty Reserves Guidelines

If you are a faculty member interested in placing materials on reserve for your course(s), please read the information below.

What You May Place on Reserve

  • Materials already owned by the Library.
  • Materials not currently owned by the Library. These may be books purchased by the Library and placed on reserve, or articles provided by the faculty member.  The library will not purchase textbooks for placement on reserves.
  • Personal items. (These will be processed for use including the addition of labels and date due slips). The library is not responsible for loss or damage of personal items.
  • Copies of copyrighted materials if they fall within fair use. A single article, chapter, short story, poem or essay is fine. Photocopies/scans of entire works and course packs will not be placed on reserves.
  • Student-produced works when written permission from the student is obtained. The written permission must be presented to the reserves staff along with your reserve request.
  • Reference works, library copies of periodicals, and non-circulating items from special collections will not be placed on reserve.
  • Multimedia (audio/DVDs) files cannot be placed on Electronic Reserve.

How to Place Materials on Reserve

  1. You should begin the reserves process at least three working weeks before the first class day of the semester. The sooner you submit your request, the greater the chance that it will be available by the beginning of the semester.
  2. Visit the Reserves Request Form.
  3. Enter the course and instructor's pertinent information:  name, phone number, email address and the course name and number; eg.  ENGL1302.
  4. Fill out the form completely and legibly including call number, author, title, and (if necessary) edition.
  5. Set a loan period for the reserved materials. Available loan periods are: 2-Hour, and 3-Hour (for materials that must stay in the Library) and 24-Hour, Three-Day, and Seven-Day (for materials that can leave the Library).
  6. Multiple locations of reserves for a single course are to be avoided whenever possible.
  7. When more than one instructor requests that a given item be placed on reserve, it will usually be placed on the shortest loan period requested.
  8. There is a 25 item limit per course for items being placed in our on-site reserves collections.
  9. Forms will be processed in the order received and incomplete forms will be returned to you.
  10. If the requested reserve item is not owned by the Library, it may be purchased, but the Library cannot guarantee receipt by the beginning of the semester.
  11. If the requested reserve item is owned by the Library, it typically takes 7 days to process. The time varies depending on the work load of Library staff, availability of the materials, and the accuracy of the information on the form.
  12. If you have a significant amount of materials to be scanned and processed for Electronic Reserves please allow reserves staff as much lead time as possible because of the workload involved.


The reserve staff have the final responsibility for:

  • the number of copies placed on reserve
  • the loan period when an item is requested by more than one instructor
  • changing loan periods due to changing patterns of use
  • removing materials from reserve
  • Reserve staff may request instructors with lengthy reserve lists to limit their lists to required materials when constraints on reserve space and staff time make fulfillment of requests difficult.

Access to On-Site Reserves

Your students can access reserves from one of the following three libraries depending upon the academic unit of the class. So, for example, if you are teaching an engineering class, the students would go to the Science & Engineering Library to view the reserves.

Central Library

  • College of Business
  • College of Education
  • College of Nursing
  • School of Social Work
  • Economics Department
  • Psychology Department
  • Humanities Program
  • College of Liberal Arts (with the exception of Art-related programs)
  • Related audiovisual materials

Architecture & Fine Arts Library

  • School of Architecture
  • Art & Art History Department
  • Related audiovisual materials

Science & Engineering Library

  • College of Engineering
  • College of Science

Access to Electronic Reserves (E-Reserves)

E-reserves are materials that are available online through the Library Catalog and require campus network authentication to access. If the material requested for e-reserves is already available electronically and our licensing agreement allows, we will point to that location from the e-reserves list instead of scanning and posting the article.


The copyright law (Title 17 U.S. Code) governs the making of photocopies or other reproductions of copyrighted material. Copies for reserve use must be made in compliance with the "fair use" provisions of Section 107. Learn more about copyright.

Removing Reserves

It is the responsibility of the instructor to notify the reserve staff before the end of the current semester if items must remain on reserve for the succeeding semester. Processing to remove items begins one week after the end of the semester.

Instructors may add and remove materials at any time during the semester, keeping in mind the 25 item limit.

Instructors will be notified when they may retrieve personal materials which are no longer needed for reserve.

Have Questions?

Read our FAQ


Contact us at: library-reserves@listserv.uta.edu