UMGC Library

eReserve Help: Guidelines

What are eReserves?

eReserve materials are required course readings made available to students through the UMGC online classroom.  These materials include journal articles, book chapters, lecture notes, images and links to web-based resources, including Internet sites and online databases. They are available to be viewed, downloaded and printed under the "eReserves" heading in the online classroom. Only students enrolled in the course and the teaching faculty will be able to access eReserve readings.

How do I place items in eReserves?

eReserve requests can be submitted at any time for current or future semesters. It is preferable for directors to submit requests in advance of the class and for faculty to place requests as early as possible, after they get access to the class. Depending on the requested materials, the average time to complete the process is 1-2 business days for articles if the requested materials are available via our library databases or the open web. It can take up to two weeks for book chapters if the requested materials need to be ordered via DocumentExpress.

1) Prepare a list of required readings with complete citations (preferably in APA format).

2) Submit your requests via the eReserves System or contact the eReserves team.

To expedite the process of your requests, please provide complete and correct information in full and indicate the following: 

  • If you hold copyright for the materials you have requested, or if you have already secured copyright permission (if so, please provide this information in a note).
  • If you are aware that an item is available in full text online or in a Library Database (if so please provide the URL, PURL, or name of the database).
  • You may upload a file in electronic format.
  • You may provide a print copy to be scanned. If so, please make sure that items to be scanned are in the best possible condition. For photocopies, please provide the Library with a clean, HIGH QUALITY copy of the article for scanning.

The eReserves Team will then: 

  • Receive your dated requests and process them in turn.
  • Check to see if the library owns the requested materials and whether copyright permissions are required.
  • Request materials through DocumentExpress if they are not owned by the University System of Maryland and Affiliated Institutions library consortium. Please allow at least two weeks for borrowed materials to be received and made available in your classroom.
  • Notify you by email if the request for copyright permissions is denied by the publisher/copyright owner and we cannot make the readings available.

3) The eReserves Team  will notify you via e-mail that your requests have been made available. Please immediately check the readings in the eReserves area of your online classroom to ensure that the readings are present and match what you requested.

4) If your class is canceled, please contact the eReserves Team right away so that copyright requests can be canceled.

If you have any questions about the process of your eReserves requests, please contact the eReserves Team.

What types of materials can I place in eReserves?

Faculty can place various types of materials in eReserves, including journal articles, book chapters, lecture notes, and other course-specific materials if they are required reading for students in the course. They will be displayed as PDF files or direct links through Library Databases.

A growing number of journal articles are available in the Library Databases. If you request one of these articles, we will provide a link to access the article in full text. If you are aware that an item is available full text in a Library Database, please include this information when you submit a request in the eReserves System. Entire books, items for which royalty payments are deemed to be cost prohibitive, and materials for which permission have been denied by the copyright holder will not be made available. Visit Ask a Librarian for assistance locating similar materials from alternate publications.

Can I place audio and video in eReserves?

Due to copyright, cost, and accessibility (ADA) concerns, we cannot provide audio and video resources via eReserves. Faculty should discuss with Program Directors, and Program Directors should contact Course Development regarding the request.

Can I place entire ebooks in eReserves?

In most cases, no. Ebooks from the various Library ebook collections are intended by the vendors and publishers for individual research use and are not designed to be used as a substitute for textbooks. Most of these ebooks have concurrent user limits that may cause students to be turned away if they are assigned as readings and the whole class is trying to access it at the same time. Due to these restrictions, entire ebooks from the various collections cannot be used as textbooks or as textbook substitutes. Specific chapters and pages can be requested as you normally would for any book request (in the eReserves System). However, there are exceptions, and ebook requests will be reviewed on a case-by-case basis.

Can I place Harvard Case Studies on eReserves?

You may link to case studies if they are in EBSCO.

There are two kinds of cases:

1) Harvard Business Review Case Studies, which are in EBSCO, like this one:

2) Harvard Business School Case Studies, which we can only provide individually if requested through Document Express, and cannot be assigned in courses (i.e. each student cannot be instructed to request it individually).  If the school or program wanted to assign one of these they would need to license it themselves from HBSP for use as course materials.  Here is an example:

Are there any restrictions due to cost?

Please note that there is a $500 cap on copyright fees per reading. The cap applies at the class level and not at the individual section level. It is very rare that requests will be this expensive. You will be notified if this cap is reached and the library can assist you in finding a more cost effective alternative. However as the instructor or director and subject expert, it is up to you to choose which resources are best for your courses and particular instructional needs.

What happens if the library doesn't own the material I want to put in eReserves?

If the library does not own or is unable to locate the requested materials in the University System of Maryland, we will request the materials through DocumentExpress. Please note that it takes time to receive and process DocumentExpress materials.

What about copyright issues?

When possible, the UMGC Library will obtain copyright clearance for items that are protected by copyright. If copyright clearance cannot be obtained, and the item is being used for the first time, the item may only be used for one semester and not in subsequent semesters.

If we point to the materials in the Library Databases, copyright clearance is not required. The UMGC Library will provide a direct link to the materials.

  • Items that may not need copyright permission include:
    • Items in the public domain (generally, those published before 1923 or published before 1976 without a copyright notice)
    • Items for which the faculty member holds the copyright
  • Book chapters or excerpts will be reviewed on a case-by-case basis.
  • Items for which permission is denied by the rights holder may not be placed in eReserves.

Please note that eReserves have been made available solely for use in the class and the materials may not be further distributed to any person outside the class, whether by copying or by transmission in electronic or paper form.

How do I import eReserves from another class?

Why can't I log in to the eReserves System or see my classes there?

Cannot log in?
Make sure that you log in with the same credentials that you use to log into MyUMGC. (See Login Help.)

New faculty?
You will be able to log in to the eReserves System after you get staffed to teach a class.

Classes not appearing?
Classes will not appear in the eReserves System until they have been staffed in PeopleSoft.

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