Graduate Theological Union

Course Reserves

Reserve Materials Guidelines

The following guidelines for placing items in the Reserve Collection at the GTU Library have been established to insure that the collection is smoothly and efficiently maintained. If you wish to place items on reserve at the branch library located at SFTS please contact them directly. Copyright Guidelines are included below to give you awareness of what is required of you to conform to current copyright law. Adherence to the copyright law is your responsibility. However, the Library is partially liable for obvious violations of the law and may reject items for reserve on that basis. If you have any questions not answered by this document, please do not hesitate to contact the library either in person at the Circulation Desk, by phone to (510) 649-2505, or via email to Marie Hempen, Circulation Assistant.

If you have already read these guidelines, you may go to the Course Reserve Submission Form.



  1. The Reserve Collection houses materials (including books, reprints and videotapes) which have been requested by faculty for the use of students in their courses. Materials not currently held by the Library will usually be purchased, providing that the item(s) requested are within the academic scope of our collection. Generally, one copy will be purchased. Reprints of articles you wish placed on reserve must be submitted by you in the format outlined below in item #6. Personal copies may be placed on reserve by faculty, but the Library can assume no responsibility for damaged or lost items. Items on reserve may only be consulted by GTU faculty, staff and students.

  2. In order to insure that materials are available for student use, please submit reserve lists by the following deadlines:

    Fall Semester and Summer Session: May 30
    Intersession and Spring Semester: November 30

    Lists received after these dates will be processed as soon as possible, but may not be ready for the start of classes, especially if materials need to be ordered. Lists are processed in the order they are received.

  3. Requests will only be accepted on the Course Reserve Submission Form provided by the Library either in hardcopy or online. Please be certain that all required information is provided. Circulation staff are available to answer any questions that you might have. Processing of requests will be expedited if you include GTU call numbers, publisher and date of publication for each book requested.

  4. Library-owned copies of journals, reference, and exegesis may not be placed on reserve.

  5. All personal copies of materials provided by faculty must be available for check-out and will be returned at the end of the semester, unless other instructions are received before the end of the current semester. Library owned materials are moved to the open shelves of the Library at the end of each semester, unless they are being carried over to the next term.

  6. Reprints of articles:

    • Reprint packets may contain either individual copies of articles or several articles together (e.g.. "Readings, Week 1"), submitted in 9" x 12" clasp envelopes. Each packet will be assigned a call number (they will not be held in boxes by faculty name), so it is essential that students know what each packet is named in order to find the call number on GRACE. Only required readings should be placed on reserve.

    • When submitting reprints, the Course Reserve Submission Form must also include a bibliography for each packet of reprints submitted. These may be listed on the form, or attached to it (i.e. syllabi listing the name(s) of packet(s) and the contents).

    • While every attempt is made to insure the integrity of reprinted items held on reserve, the Library can assume no responsibility for damaged or lost items.


Copyright Guidelines

Materials placed on course reserve or on a Blackboard course site are subject to "Title 17" of the United States Code (commonly referred to as the "copyright law"). As specifically stated in section 107 of this law, reproduction of a copyrighted work for teaching--including the production of multiple copies for classroom use--is not an infringement of the copyright as long as the particular case constitutes "fair use." In order to determine fair use, the following four factors must be considered:

  1. The purpose and the character of the use, including whether such use is of a commercial nature or is for nonprofit educational purposes;

  2. The nature of the copyrighted work;

  3. The amount and the substantiality of the portion used in relation to the copyrighted work as a whole;

  4. The effect of the use upon the potential market for or the value of the copyrighted work.

As these regulations are not further explicated in the text of the law, the Library follows the specific guidelines contained in the "Agreement on Guidelines for Classroom Copying in Not-For-Profit Educational Institutions with Respect to Books and Periodicals" (Ad Hoc Committee on Copyright Law Revision, Author-Publisher Group, March 19, 1976). Under these guidelines, multiple copies are considered acceptable for classroom or discussion use if the tests for "brevity, spontaneity and cumulative effect" are met and if each copy carries a notice of copyright.

***Brevity is defined as either a complete article, story or essay of less than 2,500 words or an excerpt from any prose work of not more than 1,000 words or 10% of the work, whichever is less; but a minimum of 500 is allowed in all circumstances.***

To meet the test of spontaneity the copying must be done at the request of the teacher, and the decision to use the copyrighted work must be so close to the time needed that it would be unreasonable to expect a timely reply to a request for permission to copy the material.

To meet the cumulative effect test:

  1. the material copied must be for only one course in the school;

  2. no more than one short article, essay or two excerpts may be copied from the same collective work or periodical volume during one class term;

  3. there shall be not more than nine instances of multiple copying for one course during a given term.

The following is specifically prohibited by these guidelines unless permission has been granted by the copyright owner:

  1. Copying used to create, replace, or substitute for anthologies, compilations, or collective works;

  2. Copying of "consumable" materials (i.e.. workbooks, exercises and standardized tests);

  3. Copying used to substitute for the purchase of books, periodicals or publishers reprints;

  4. Copying directed by "higher authority" (i.e. Dean of a school);

  5. Repeated copying of the same item for the same instructor from term to term.