Sustaining Reserves Services What do you hope to get out of the session? List one question you hope to have answered today. 1 Reserves

Background: USD Took over Reserves in 2011 Four issues: 1. Expectation to use “unfairly”. 2. Need for more information on copyright 3. Policies and Procedures 4. Physical reserves use down Reserves 2

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. 3 Reserves

Today’s Agenda 1.The literature 2.Policies 3.Initiatives 4.Tips and Q&A 4 Reserves

Literature Three key issues identified in the literature: 1. The future of reserves; is it sustainable? 2. Copyright 3. Best practices 5 Reserves

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), 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), 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), Reserves 6

Policies 1.Conduct fair use analysis 2.Link whenever possible 3.Secure copyright permission as needed 4.Cost analysis/collection development Reserves 7

1. Fair Use Analysis The Four-Factor Test: 1.The purpose and character of the use 2.The nature of the copyrighted work 3.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 work Reserves 8

Purpose and Character Favoring Fair Use: Scholarship Teaching Criticism/Comment Opposing Fair Use: Commercial activity Profiting from the use Entertainment Reserves 9

Nature of Work Used Favoring Fair Use: Published works Nonfiction works Opposing Fair Use: Unpublished works Highly creative works Reserves 10

Amount and Substantiality Favoring Fair Use: Small quantity Portion is not central to entire work Opposing Fair Use: Large portion/“Heart of work” Reserves 11

Effect on Potential Market Favoring Fair Use: Lack of licensing mechanism User owns lawfully acquired copy No similar product market by copyright holder Opposing Fair Use: Affordable and accessible licensing or permissions Numerous copies made Made openly accessible on web or other public forum Reserves 12

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 character 2.Nature of work 3.Amount and substance 4.Market impact Reserves 13

Fair Use pros and cons Pro: Copyright compliant, risk management Con: time consuming, never certain Reserves 14

2. Link when Possible Permalink Permanent Link Durable Link/URL Stable Link Persistent links are usually found in the citation. They may also be found by using the tool or other “sharing” tools within the database. Reserves 15

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 Reserves 16

3. Secure Permissions Permissions requested 2013/14 = made via CCC 179 approved via CCC 39 denied by CCC 47 made by Copley Staff 7 approved, 0 denied, 40 no reply Expenditures= $24, Secured permissions 72% of the time Reserves 17

Permission: pros and cons Pro: allows faculty to go beyond fair use Con: extremely expensive and time- consuming to manage (requires policy and procedure and evaluation) Reserves 18

4. Reserves as Collection Development Reserves students, 1 semester, 2 chapters = $ Cost of Multi-user Ebook= $ Difference of $ Print copy= $95 Difference of $808.50

Collection Development: pros and cons Pro: saves money Con: requires input and effort from various departments (slow) Reserves 20

Initiatives 1.Copyright Task Force 2.Updated procedures 3.Educational campaign 4.Physical Reserves Clean-up 5.ARES Implementation Reserves 21

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 Reserves 22

2. Updated procedures Updated our procedures in accordance with new policies. Now I will demonstrate some of our procedures: 1.How faculty add content 2.How we process it 3.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 portal 3. Copyright compliance ensured Reserves 23

3. Education campaign 12 workshops on various topics 123 faculty and staff attended 3 newsletter articles and multiple social media postings and blast 9 FTF tutorials to date (9 responses to date) Results: Increased awareness across campus Increased collaboration with other organizations on campus Reserves 24

4. Physical Reserves: Cleanup Established new policies and procedures including: 1.Bi-annual inventory 2.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 Increased communication with faculty Reserves 25

5. ARES Implementation 1.Research products 2.Secure funding 3.Work with ITS to study integration issues and test systems compatibility 4.Develop an implementation plan and schedule 5.Train staff and market new service ( , workshops, newsletters, flyers, social media) Results: 1.Workflows are more efficient 2.Obtaining permissions is easier 3.Faculty can manage their own content 4.One stop for physical and electronic 5.Reserves is now a competitive alternative to LMS Reserves 26

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. Reserves 27

Tips 1.Establish guidelines and policies 2.Educate and promote 3.Secure funding 4.Use “Fair Use”, Link and secure permission/license 5.Collaborate and communicate with student organizations and faculty 6.Gather Statistics Reserves 28

Thank You! Christopher D. Marcum Evening Access Services Librarian Alex Moran Access Services Manager Reserves 29