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University Library

University Library

Faculty Guidelines

The Cal Poly Pomona University Library has two forms of reserves: electronic reserve and traditional reserve (hard copy).
Before requesting that materials be placed on e-reserve, faculty should determine whether or not permission to copy the materials needs to be obtained. Cal Poly Pomona Library’s guidelines for electronic reserves are based on the principle that the fair use provisions of the Copyright Act of 1976, Section 107 permit the making of copies of copyrighted material for the classroom:

“Notwithstanding the provisions of sections 106 and 106A, the fair use of a copyrighted work, including such use by reproduction in copies or phonorecords or by any other means specified by that section, for purposes such as criticism, comment, news reporting, teaching (including multiple copies for classroom use), scholarship, or research, is not an infringement of copyright.”  

To determine if the use of a copyrighted work meets the criteria for fair use, the following four factors must be considered:

  1. the purpose and character of the use

  2. the nature of the copyrighted work being used

  3. the amount and substantiality of the work being used

  4. the effect of the use on the market for value of the original

Copyright permission must be sought after by faculty through the Copyright Clearance Center  or write a letter to the publisher: Sample Draft Letter to Publisher.

Reserve may include copyright materials at the request of an instructor for one quarter only.

Materials that will be placed in reserve/electronic reserve without obtaining copyright permission include any combination on the following list:

  • Quizzes/Exams/Solutions prepared by instructor.

  • Homework assignments prepared by instructor.

  • Study guides/syllabus prepared by instructor.

  • Bibliography or lists prepared by instructor.

  • Lecture notes prepared by instructor. .

  • Student papers (with written authorization).

  • Government publications.

  • Overheads prepared by instructor.

  • One article from a journal issue per course

  • One chapter from a book per course.

Materials which require copyright permission are:

  • Course Packets.

  • A journal article, magazine article, or book chapter intended for use for more than one quarter.

  • Multiple chapters from a single book or multiple articles from a single journal or magazine.

Materials may be placed on reserve/electronic reserve by submitting a Reserve Request Form and should accompany all materials.

Materials are processed on a first-come first-serve basis, depending on the volume of incoming items and the type of material.

Please remember that in order to ensure availability by the first day of classes, reserve materials must be submitted by the posted deadline (2 weeks before the quarter starts).

It may take 3-4 days to process new traditional reserve materials and 2 weeks to process new electronic reserve materials.

Traditional reserve materials are automatically returned to the general collection or sent back to the instructor through the campus mail; electronic reserve will be suppressed at the end of each term unless the Reserve Desk is notified in advance that the same titles will be needed for the next quarter.

The Library does not accept responsibility for lost, stolen or damaged materials.

Reserve staff will affix a call number, barcode, and a checkout label to personally owned items.

Instructors may add a course support web pages (e.g.,WebCT or home page), and/or a library database to your library’s course reserve list (e.g.ejournals).

Library staff cannot place other library’s materials on reserve at Cal Poly Pomona Library reserve services.

To submit traditional reserve materials:

  • via the web for Library-owned materials  Faculty Reserve Request Form

  • FAX: 909-869-4375

  • Come to the University Library, Bldg 15 during library open hours at the Circulation/Reserve Desk, 2nd floor.

  • E-mail:

To submit electronic reserve materials:

  • On a CD-RW: PDF format, Word, PowerPoint

  • Typed Photocopies (not handwritten)

  • Come to the University Library, Bldg 15 during library open hours at the Circulation/Reserve Desk, 2nd floor.

  • E-mail:

Instructors are responsible for making all photocopies and must include complete citations (author, title, and original source for each article).

Electronic reserve material must be ADA compliant, or can become compliant by the reserve staff.

Make sure photocopies are clear of smudges and have a half-inch margin on all sides. Black text on white paper is preferred.

  Library Reserves
 (909) 869-4212