Course Reserves

Course Reserves include books, photocopies, movies, and other items that instructors place on reserve so that all students enrolled in their classes have access to required and recommended materials. Other works such as style manuals and documents relating to UMW are on Permanent Reserve.


The Reserve Desk at Simpson Library opens when the library opens and closes 15 minutes prior to the library’s closing. Reserve materials held at the Stafford Campus Library are available at the Circulation Desk during opening hours.

Accessing the Reserve Collection

All items that have been placed on Reserve are listed in UMW Libraries’ online catalog. Please search our catalog for reserve materials using the reserve item search. If the needed material cannot be located in the course list, it is not on Reserve.

Borrowing Reserve Materials

A valid EagleOne card and a patron account in good standing are required for Reserve check-out.* Reserves circulate for 2-hours/overnight, 6-hours/overnight, 1-day, 3-days, 7-days or 14-days depending on the instructor’s preference. Reserve items cannot be restricted to building use. If a 2-hour Reserve item is checked out within 2 hours of closing or a 6-hour Reserve item is checked out within 6 hours of closing, the item will be due back when the library reopens. There is no limit to the number of Reserve items that can be checked-out at one time. Holds and Recalls cannot be placed on Reserve material. Reserve material cannot be renewed, but may be checked out again if no one is waiting for the item.*

Returning Reserve Materials

Reserve materials must be returned to the Circulation Desk if the library is open. Book drops are available on the front wall of the Simpson Library building and on the second floor of South Building on the Stafford Campus.

Late Returns

Charges for overdue Reserve materials are $1.00 per hour (or any part of an hour) per item. Charges continue to accrue when the library is closed. There is no maximum charge for overdue Reserve items.

Placing Materials on Reserve

Reserve lists must be submitted on the Course Reserve Material Form. Faculty who would like items to be put on reserve may use the web-based form or download and submit the Course Reserve Materials List Form (.doc file) to Suzanne Crosnicker at for the Fredericksburg Campus and to Library Staff at for the Stafford Campus.  Forms must be filled out completely and legibly. Incomplete or indecipherable forms will result in a delay in processing. Reserve lists are limited to 30 items per course. Multiple copies and volumes count toward this total. (See also: Copyright Restrictions for Reserve Materials).

Persons requesting that items be placed on Reserve must have a patron record that is in good standing in the library’s database. To ensure that materials will be processed and available for use, lists must be submitted at least seven days prior to the date students will first need access to them. Processing will be done on a first-come, first-served basis. If any item is unavailable for processing, notification will be made via e-mail or voicemail.

The Library staff will pull library-owned materials as time allows. However, processing will be completed sooner if the person submitting the list pulls the items and brings them to the Circulation Desk along with the completed Reserve Materials List form. Personal copies should also be brought in with the list. Personal items may sustain damage or loss. A bar code and spine label will be affixed to items placed on reserve, which in most cases cannot be removed without damage to the item. Please be aware that the Library cannot replace lost or damaged personal copies.

Photocopies made by the library for Reserve will be charged to the faculty member’s department. The Library staff will only make copies of library-owned materials.

Questions about reserves at Simpson Library should be directed to Suzanne Crosnicker at and 540-654-1747. Questions about reserves at the Stafford Campus Library should be directed to Library Staff at and 540-286-8025.

Loan Periods

Choose a 2-hour/overnight, 6-hour/overnight, 1-day, 3-day, 7-day or 14-day loan period for each item. See the Borrowing Reserve Materials section for a more detailed explanation of loan periods. The choice of loan period should be based on class size, length of assignment, time allowed before assignment is due, whether the material is required or recommended, and the number of copies available. Items on Reserve for the same course can have different loan periods, and the loan period can be changed if it becomes evident that the loan period that was initially chosen is either too brief or too long.

Materials That Cannot Be Placed on Reserve

Materials borrowed through Interlibrary Loan, checked-out from another library, or rented from a retail source will not be placed on Reserve under any circumstances.

All items placed on Reserve must be in compliance with copyright law. See the section on Copyright Restrictions for Reserve Materials for further explanation.

Removing Items from Reserve

All titles will be removed from Reserve at the end of the semester or session (after the last day of finals) unless another removal date is specified. Write indefinite on the form for those items that may remain on Reserve for an extended period of time, e.g., writing guides or items needed for classes taught in subsequent sessions. Only those items within copyright compliance can remain on Reserve indefinitely.

Items may be removed from Reserve before the designated expiration date; however, all circulation statistics will be lost. Personal materials that have been on Reserve will be sent to the faculty member’s office, via campus mail, shortly after the expiration date. You will be asked to pick up any item(s) that is too large, heavy, or fragile to be sent through campus mail.

Copyright Restrictions for Reserve Materials

Each photocopy placed on Reserve must include publication information (author, title, year) and contain the publication’s copyright statement. Book chapters must include the title and author(s) of the chapter as well as the title and author(s) of the book. Any photocopies not including this information will be returned. No more than five copies of any one photocopied item may be put on Reserve. The person placing the material on Reserve must secure permission from the copyright owner if any photocopied material is to remain on Reserve for more than one semester, even if those semesters are not contiguous and if the material is not owned by the Library.

A personal copy of a photocopied article and any article obtained through Interlibrary Loan may be placed on Reserve for one semester. Permission must be secured from the copyright owner if the articles are to remain on Reserve for more than one semester.

Copies for Reserve must meet the criteria of brevity, spontaneity and cumulative effect.

Brevity — (1) “Poetry: (a) a complete poem if less than 250 words and if printed on not more than two pages, or (b) from a longer poem, an excerpt of not more than 250 words. (2) Prose: (a) either a complete article, story or essay of less than 2,500 words, or (b) an excerpt from any prose work of not more than 1,000 words or 10% of the work, whichever is less, but in any event a minimum of 500 words.”

Spontaneity — (1) “The copying is at the instance and inspiration of the individual teacher, and (2) inspiration and decision to use the work and the moment of its use for maximum teaching effectiveness are so close in time that it would be unreasonable to expect a timely reply to a request for permission.”

Cumulative Effect — (1) “The copying of material is for only one course in the school in which the copies are made. (2) Not more than one short poem, article, story, essay or two excerpts may be copied from the same author, nor more than three from the same collective work or periodical volume during one class term. (3) There shall not be more than nine instances of such multiple copying for one course during one class term.”

Prohibitions –(1) “Copying shall not be used to create or to replace or substitute for anthologies, compilations or collective works.” (2) “There shall be no copying of or from works intended to be ‘consumable’ in the course of study…” (3) “Copying shall not substitute for the purchase of books, publishers’ reprints or periodicals,…” or “be repeated with respect to the same item by the same teacher from term to term.”

* A valid UMW ID and a patron account in good standing are required for Reserve check-out. Non-affiliated patrons may access Government Documents that are on Reserve by contacting a Circulation Supervisor.