Instructor’s Guide for Submitting Course Reserves Requests

Submitting Requests

  • Reserve requests must be submitted using the online form.
  • When submitting a request online, instructors will be asked to acknowledge that they have read the Library's Copyright Policy. All instructors are responsible for ensuring that the materials they are requesting for placement on reserve are in compliance with that policy.
  • Requests should be submitted early to ensure students’ timely access to materials.
  • Requests are processed in the order in which they are received.
  • Requests for electronic reserves must include the date for which each reading is assigned. Knowing when the reading is required allows Library staff to manage their scanning workload so as to post your readings on time. 
  • Not all items requested for reserves by instructors are available in the UC San Diego Library collection. If an item is unavailable, instructors will be asked to provide a desk or personal copy (or copies) to place on reserve.
  • If instructors are unable to provide materials not owned by the Library, the Library will attempt to acquire the requested material. Please note: Titles will be purchased as e-books whenever possible unless an instructor's request specifies that the print version is preferred. If materials are back-ordered or out-of-print, obtaining them will take longer.
  • *A special note on electronic reserves:  Electronic reserves are password-protected at the course level. After you submit an e-reserves request, you will receive an email containing the password your students must use to access your reserves. We recommend that you include this password on your syllabus and/or forward the email containing the password to your students. Please note, Library staff are not permitted to provide passwords directly to students: students who do not have your assigned password will be referred back to you.

Complete Citations

  • Requests for material to be placed on reserve must include full citations in order for Library staff to identify and retrieve the correct items.
  • If you provide a reproduction of an item, either as an electronic file or as a photocopy, please include a copy of the title and copyright pages or provide other information identifying the copyright holder. The Library cannot accept pdf files unless they are accompanied by complete citations.

Reposting of E-reserves Materials

  • Requests to repost material previously placed on electronic reserve in compliance with the Library's Copyright Policy must be evaluated to determine whether securing copyright permission is necessary for reposting.
  • If charges will be incurred to secure copyright permission for reposting material electronically, the Library will pay usage fees of up to $40.00 per document or $4.00 per student. If the charge for reposting materials exceeds this fee limit, those materials may be placed on physical reserve.

Posting of Student-Created Materials

  • In order to comply with the terms of the Family Educational Rights and Privacy Act (FERPA), the Library requires that student authors or creators sign a release form.

Overview of the Course Reserves Program


  • Will provide clean photocopies and/or complete citations for material to be placed on reserve.
  • Will ensure that readings being requested for placement on course reserve are in compliance with the Library's Copyright Policy.
  • Will indicate that copyright permission has been obtained when personal copies of documents are provided to be placed on reserve.
  • Will make appropriate use of university resources by ensuring that reserve materials are necessary readings for students in the class.

The UC San Diego Library

  • Will place material on reserve at the request of faculty solely for non-commercial, educational use by students provided that the posting of the requested material complies with copyright law.
  • Will, whenever possible, purchase or license materials to be copied or scanned for course reserves.
  • Will, for reasons pertaining to copyright, licensing agreements entered into with electronic resources vendors, and limited staffing, provide only links to electronically available material when requested for electronic course reserve, even when photocopies or electronic files are furnished by an instructor.
  • Will not charge users for access; the charge for copies of textual materials made by students will be limited to the nominal cost of photocopies or laser prints.
  • Will place a copyright notice on the screen in the electronic reserves system and on physical copies made of reserves readings to indicate that materials may be covered by copyright law.
  • Will remove access to electronic files from the reserves system when the files are no longer used for reserves services or no longer comply with copyright law.
  • Will set the borrowing and billing policies for reserves materials. In most cases, the checkout period for undergraduate course materials is 3 hours and that for graduate materials is 24 hours. As soon as a book is late, a $10 fine is assessed. Thereafter the fine increases at a rate of $10 per hour.