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Sustaining Reserves Services

What do you hope to get out of the session?List one question you hope to have answered today.

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Background: USD

Took over Reserves in 2011Four issues:1. Expectation to use “unfairly”.2. Need for more information on copyright3. Policies and Procedures4. Physical reserves use down

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What is in for you?

You will leave today’s session with some practical ideas to help you sustain reserves services at your own institutions.

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Today’s Agenda

1. The literature

2. Policies

3. Initiatives

4. Tips and Q&A

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Literature

Three key issues identified in the literature:1. The future of reserves; is it sustainable?2. Copyright3. Best practices

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Suggested Readings

Almeida, N. (2014). Possible Futures: E-Reserves, Decentralization, and Collaboration. Journal Of Interlibrary Loan, Document Delivery & Electronic Reserves, 24(3/4)

Austin, B. (2004). Reserves, electronic reserves, and copyright: The past and the future. Binghamton, NY: Haworth Information Press.

Crews, K. D. (2012). Copyright law for librarians and educators: Creative strategies and practical solutions. Chicago: American Library Association.

Emery, J., & Stone, G. (2013). Implementation. Library Technology Reports, 49(2), 21-24. Hansen, D. R., Cross, W. M., & Edwards, P. M. (2013). Copyright Policy and Practice in Electronic Reserves among ARL Libraries. College & Research Libraries, 74(1), 69-84

Hoffmann, G. M. C. (2005). Copyright in cyberspace 2: Questions and answers for librarians. New York: Neal-Schuman Publishers. Samson, S. (2014). Usage of E-resources: Virtual Value of Demographics. Journal Of Academic Librarianship, 40(6), 620-625. 

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Policies

1. Conduct fair use analysis2. Link whenever possible3. Secure copyright permission as

needed4. Cost analysis/collection

development

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1. Fair Use Analysis

The Four-Factor Test:1. The purpose and character of the

use2. The nature of the copyrighted

work3. The amount and substantiality of

the portion used in relation to the total

4. The effect of the use on the potential market for or value of the copyrighted workReserves

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Purpose and Character

Favoring Fair Use:• Scholarship• Teaching• Criticism/CommentOpposing Fair Use:• Commercial activity• Profiting from the use• Entertainment

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Nature of Work Used

Favoring Fair Use:• Published works• Nonfiction worksOpposing Fair Use:• Unpublished works• Highly creative works

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11Amount and Substantiality

Favoring Fair Use:• Small quantity• Portion is not central to entire

workOpposing Fair Use:• Large portion/“Heart of work”

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12Effect on Potential Market

Favoring Fair Use:• Lack of licensing mechanism• User owns lawfully acquired copy• No similar product market by copyright

holderOpposing Fair Use:• Affordable and accessible licensing or

permissions• Numerous copies made• Made openly accessible on web or

other public forum

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Example

The first week of class has started and the bookstore has not received your course text. You want to copy two chapters from the book and place them in LMS. The text is 500 pages, and the two chapters you want to copy total 49 pages.1. Purpose and character2. Nature of work3. Amount and substance4. Market impact

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Fair Use pros and cons

Pro: Copyright compliant, risk management

Con: time consuming, never certain

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2. Link when Possible

• Permalink• Permanent Link• Durable Link/URL• Stable LinkPersistent links are usually found in the citation. They may also be found by using the email tool or other “sharing” tools within the database.

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Linking: pros and cons

Pro: increased usage statistics, value-added features, compliance with license

Con: time consuming to double check availability

Currently: 368 linked items on reserves

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3. Secure Permissions

Permissions requested 2013/14 = 257210 made via CCC179 approved via CCC39 denied by CCC47 made by Copley Staff7 approved, 0 denied, 40 no replyExpenditures= $24,221.58Secured permissions 72% of the time

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Pro: allows faculty to go beyond fair use

Con: extremely expensive and time-consuming to manage (requires policy and procedure and evaluation)

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194. Reserves as Collection Development

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48 students, 1 semester, 2 chapters = $903.50Cost of Multi-user Ebook= $118.75Difference of $784.75Print copy= $95Difference of $808.50

20Collection Development: pros and cons

Pro: saves moneyCon: requires input and effort from various departments (slow)

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Initiatives

1. Copyright Task Force2. Updated procedures3. Educational campaign4. Physical Reserves Clean-up5. ARES Implementation

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1. Task Force

Task Force created to develop copyright guidelines for our campus and make recommendations on copyright policies and initiatives.Results: 1. We developed new policies and procedures in accordance with guidelines.

2. Community awareness has increased

3. Task Force recommendations have lead to several educational initiatives we will discuss later.

4. Single contact point for all copyright questions (copyright@sandiego.edu)

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2. Updated procedures

Updated our procedures in accordance with new policies.

Now I will demonstrate some of our procedures:1. How faculty add content2. How we process it3. How students access it

Results 1. Faculty can now manage their own content 2. Our physical and electronic reserves are now in one place and can be accessed via our university web portal3. Copyright compliance ensured

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3. Education campaign

12 workshops on various topics123 faculty and staff attended3 newsletter articles and multiple social media postings and email blast9 FTF tutorials to datecopyright@sandiego.edu (9 responses to date)

Results:Increased awareness across campusIncreased collaboration with other organizations on campus

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4. Physical Reserves: Cleanup

Established new policies and procedures including: 1. Bi-annual inventory2. All items off reserves each term 3. Monthly statistics 4. Return procedures including delivery of personal

items by staff and by campus mail 5. Return-receipt and ILS documentation 6. Local accession numbers for large collections

Results: 1. Increased usage and enhanced access 2. 7 lost personal items in 2011 to 0 in 20143. Increased communication with faculty

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265. ARES Implementation

1. Research products2. Secure funding3. Work with ITS to study integration issues and test

systems compatibility4. Develop an implementation plan and schedule5. Train staff and market new service (email,

workshops, newsletters, flyers, social media)Results: 6. Workflows are more efficient7. Obtaining permissions is easier8. Faculty can manage their own content9. One stop for physical and electronic10. Reserves is now a competitive alternative to LMS

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Summary

Lots of challenges to sustaining reserves in the age of the LMS including:

1. Intercampus coordination and collaboration to develop new guidelines, policies procedures.

2. Funding for the implementation of necessary initiatives such as new platforms, educational

campaigns, training and securing permissions.

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Tips

1. Establish guidelines and policies2. Educate and promote3. Secure funding4. Use “Fair Use”, Link and secure

permission/license5. Collaborate and communicate

with student organizations and faculty

6. Gather Statistics

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Thank You!

Christopher D. Marcum Evening Access Services Librarian

cmarcum@sandiego.edu 619-260-5973

Alex Moran Access Services Managermoran1@sandiego.edu

619-260-2364

reserves@sandiego.edu

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