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Michael Schwartz Library

Electronic Course Reserves: Faculty Guide for Submitting Materials

Everything you need to know about accessing course reserves at the Michael Schwartz Library at Cleveland State University

Faculty Guidelines for Submitting Materials for Electronic and Book Course Reserves


  • COURSE PASSWORD ARE REQUIRED BY STUDENTS TO ENABLE ACCESS TO COURSE MATERIALS POSTED ON ECR.  Passwords will be provided to faculty by Electronic Course Reserve staff upon receipt of initial requests for materials to be re-activated or added to ECR.

How to Activate Materials Previously Posted on ECR

To activate materials previously on Electronic or Book Reserve, send an email to Beth Piwkowski at indicating faculty name, course number and name. Identify what materials and from what course you would like items re-activated.


How to Submit Documents

To submit documents, send an email to Beth Piwkowski at . Include the following information with your e-mail submission:

  • Faculty name
  • Course number
  • Course name
  • Semester
  • Number of students enrolled in the course
  • Full article/chapter citation.  If an article is available through the Electronic Journal Center, the permalink to the article will be posted directing students to the resource.
  • Documents in .pdf, .doc or .xls format. File size limit should not exceed 10mb per email.

PLEASE NOTE: Items should be identified for ECR in the same manner as on your syllabus. Students should know specifically what to ask or search for.


How to Submit Requests for Articles or Book Chapters

Submit a completed Faculty Request for Article or Book Chapter to be Placed on Reserve online form. If available electronically, ECR staff will provide a link directly to the online resource or pull the physical journal or book from the Library's stacks, scan and create an accessible .pdf.

How to Submit Materials in Hardcopy that Need Scanning

Hardcopy documents which need to be scanned will be placed on ECR on a first-come, first-served basis. Please allow sufficient lead time for processing, particularly at the beginning of the semester when our workload is heaviest. 

If it's a photocopy of a document, article or book chapter: Drop it off at the User Services Desk on the first floor of the Library, or send it to us via campus mail addressed to  Michael Schwartz Library: Electronic Course Reserves. Include an ECR Request for Printed Materials Form to your request.

For best quality scans submit clean, first generation copies of material in the best obtainable condition. If we determine that the requested item is available electronically through the Electronic Journal Center, a link to the article will be provided.

If it's from a journal/book that needs to be scanned:  Drop it off at the User Services Desk on the first floor of the Library. Include an ECR Request for Printed Materials Form to your request.  


How to Submit Audio and Video for Streaming

If you own the cd or dvd, bring it to Digital Production in RT 807 for processing. Include an ECR Request for Media Form with your request. If the Library owns the media, indicate as such on the request form and Electronic Course Reserve staff will retrieve it from the collection for processing.

The faculty member initiating the request is responsible for obtaining the appropriate rights for the media that they wish to stream.  This involves their tracking down and contacting the publisher or distributor and placing the request with them, or determining if their intended use meets the requirements of Fair Use.

The faculty member's department is generally responsible for paying any relevant fees associated with this. Note that some streaming rights may not be available at all.

Once the faculty member has received permission from the publisher or distributor to stream, they can submit those items for inclusion in ECR. The Digital Production Unit in the Library can handle most media conversion but if extensive video editing or post-production work is needed, faculty can contact Al Nozak at CITDL (x-5219).

This process is being refined. Come back frequently for updated information.

How to Submit Books and Media for Physical Course Reserve

Faculty may place library or personal materials on reserve for use by their classes. Links to bibliographic and location information of the books are added to course lists on ECR. Books are kept at the User Services Center on the first floor. Selected materials for music classes and most multimedia items are located at the Digital Design Studio service desk on the third floor (RT 301).


Faculty may choose how long the reserve material may be used. Some items circulate for two hours and may not be taken out of the Library. Others may circulate for one, three or seven days. Requests to place physical multimedia items on reserve should be made at the Digital Design Studio service desk.

Requests to place books on Course Reserve should be submitted to the Digital Processing Unit in RT807 and should follow these guidelines:

For personal copies of books: bring or send the materials to Electronic Reserves,  RT807. Make sure to include a completed copy of the Course Reserve Book Request Form (also available at the User Services Center on the first floor of the Library) or submit an online Faculty Request for a Book to be Placed on Course Reserve form and bring in your materials later.

For copies of books or journal articles owned by the Library: send a completed copy of the Course Reserve Book Request Form (also available at User Services Desk on the first floor of the Library) or submit an online  Faculty Request for a Book to be Placed on Course Reserve Form . Electronic Course Reserve will pull the book from the stacks and place on reserve. Do not submit materials checked out to you on reserve.