Reserves report: University of Virginia and Virginia Tech

Chris Durman and LouAnn Blocker

University of Virginia: http://www.lib.virginia.edu/reserve/index.html

No central reserve page. Faculty provides access from Toolkit. (their version of CourseInfo.) They are using other staff to do a lot of the work: retrieval unit (works for : ILL, Digital Reserve, Circ., Digital Projects) and scanning unit has 20+ employees, (works for: ILL, Digital Projects, Digital Reserve, and Special Collections.)

Workflow:

1 . Request comes in. Retrieval sees if there is an ejournal link. If yes, they pass right on to the instructor to link from his/her page on Toolkit.

2. Then they retrieve physical items.

3. Scanning unit does the scanning. They have a Fujitsu flatbed scanner with a sheet feeder and a Minolta PS7000 book scanner. 15 page maximum for articles. They break them into 2 files if needed.

4. Reserve uploads to the instructor’s page in Toolkit. (Does our CourseInfo provide this capability?) Subsequently, maintaining the link, asking for permissions, are all the instructor’s responsibility. Reserve staff are available for copyright consultation, and their reserve page includes copyright guidelines.

Other info:

. They are using Acrobat Capture but it’s an older version. They’ve heard good things about it, but know that others are using Docutex. History: Virginia started off much like UT with the pilot project, with the reserve people doing the work and keeping a central library page. But they soon found they were overwhelmed with the amount of work involved. Accessing previously used files: Central Computing keep files after they’ve been used. Library just re-scans even if they think they’ve used an article previously.

Paper Reserves:

. Still using them. Older paper readings put in an archive cabinet. . They use Sirsi, and they can ‘shadow’ expired reserves. Horizon can’t do that. On our system they don’t show up on Instructor or course, but you can do author/title and find them, and they show up on the print list, too. They will only copy 2 chapters from one book, but they haven’t even looked at whether the readings form the bulk of the course. VA TECH: http://www.lib.vt.ed/services/circ-reserve/reservemain.html l 2 different lists: one for paper and one for e-reserves. l Central Computing does ail the work. Reserve staff have nothing to do with e-reserves. l E-reserves do not show up in the catalog. All their support for e-reserves from the library is helping patrons with access, and provide tips for

instructors on how to scan. They provide copyright guidelines from their reserve page.

On our trip, we did not meet anyone who actually does the work for them, because none of them were library people.

CONCLUSIONS:

l These two libraries do not have reserve staff only carrying the load. . They both have good support from Campus Computing, who is providing most of the technology help

to faculty (though library staff also available for consultation.) . They’re dealing with copyright by putting the responsibility on faculty, and simply offering guidelines.

Virginia Tech is charging $. 10 per page for printing. Virginia is still looking into charging for printing.

RECOMIMENDATIONS: Other library units at UTK Libraries don’t have extra staff to help like they do at UVA. BUT Reserve staff at UT cannot do all processing at the beginning of the semcstcr. SWAT or other units will have to help out. OR get longer lead time

QUESTIONS FOR OUR GROUP TO CONSIDER:

Should we keep catalog access, keep maintaining a central reserve page, or worrying about copyright’! Or should faculty maintain links through Courselnfo and ask for subsequent use permissions themselves’? This would take some of the load off the reserve staff. What IS our reasoning for maintaining catalog access to these items when they could be available through either the instructor’s page or a central reserve page’?