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How To...Submit Materials to Electronic Reserves: Home

A guide for faculty on the policies and procedures for submitting electronic reserve materials to be posted on Moodle course pages.

How to Submit Materials to ERes

  1. Provide the following information:
    1. The date you are submitting the materials
    2. The name of the instructor of the course the materials are for
    3. The course number, including department abbreviation (i.e. PHIL 101, HIST 230, BIOL 102, etc.) 
  1. Include either a syllabus or a note with the bibliographic information for each selection as you wish it to appear on the course page.  Otherwise the selection will be listed in the format; Author’s Last Name, Author’s First Name “Title of Selection”.
  1. In order to ensure that all materials properly adhere to copyright law all photocopied readings must begin with a title page that contains the title, publisher, publisher location, and a copyright/publication date.  If the work’s title page does not contain a date, you may simply write it in yourself.  NOTE: FAILURE TO INCLUDE A TITLE PAGE CONTAINING THE REQUIRED INFORMATION MAY RESULT IN THE POSTING OF THE MATERIAL BEING SUBSTANTIALLY DELAYED.
  1. While fair use does allow for a limited amount of copyrighted work to be duplicated and distributed for teaching purposes, it is not carte blanche to reproduce entire books so that students do not need to buy them.  If the material you require constitutes significantly more than 10% of a work, you may want to consider putting a hardcopy of the work on reserve or simply ordering copies for your students to purchase at the bookstore.  If there are issues with this, please contact us and we will make every effort to find a workable solution.
  1. In general, readings are posted the day they are received.  However, this is not a guarantee that whenever you drop material off it will be viewable by students the following day.  Various factors including the time of day, the number of staff working, and the volume of material waiting to be processed must be taken into account.  For instance, if you drop material off at 4:15 on a busy Friday, it is highly unlikely it will be posted for your students to view over the weekend.
  1. During the Electronic Reserves busy period (the first few weeks of each semester) please list the materials in order of urgency.  Unfortunately, due to the large influx of material that must be posted during this time, it may be several days between when you drop material off and when it is viewable by your students.  By listing which materials your students will require sooner, you can ensure that those materials are given priority.  If you do not provide a date or some kind of general time period by which you need your materials posted they will be posted whenever time allows.
  1. Also, while we try to make sure that all materials are scanned and posted accurately, during the busy period there is not always time to double check things.  Make sure to look over all of your course pages to ensure that all materials are posted to your satisfaction.  If you do locate any errors, please notify us and they will be rectified as soon as possible.
  1. For photocopied selections; PLEASE DO NOT STAPLE!  The scanner we use in ERes auto-feeds pages, which requires that we remove all staples prior to scanning.  However, the perforations left by the staple’s removal can cause the scanner to jam, thus significantly slowing the posting process.  That being said, if you are submitting multiple documents PLEASE DO SEPARATE THEM in some manner (i.e. paperclips, separate folders, alternating stacking, etc.) so we can determine where one selection ends and the next begins.
  1. If you wish to post a reading that you have previously used for a different course, and is in our ERes system, you do not need to submit a hardcopy again.  Simply provide us with the name of the reading and the course page it was previously posted to and we will copy it to the new page.
  1. If you wish to post journal articles first check and see if Holy Cross has an electronic subscription to the journal.  If so you can provide us with the citation and we will be able to link to the electronic version, which will not only get the reading on your page faster but will also absolve Holy Cross of the need to obtain copyright permission.
  1. If there are any other special conditions or issues with the materials you are submitting, simply let us know and we will do our best to accommodate you. 

*NOTE:  While not mandatory, if you could include a slip of paper with the ISBN number of any books from which photocopies were taken, it would greatly assist us in obtaining copyright permission.