Submitting On-Site Reserves

The University of Kansas Libraries offer On-Site Course Reserve services for the teaching faculty, instructors, and graduate teaching assistants of the University.  Placing items on reserve removes them from the general circulating collections and assigns shortened loan periods to ensure availability to all borrowers.  Instructors are encouraged to place any required readings on reserve in order to facilitate student access and may designate the Reserve Desk where items are placed and how long they may be checked out.  Course Reserve lists display in the Library Catalog with access available by instructor, department, and course.

Placing Items on Reserve

Placing items on reserve

  1. Fill out the Reserve Request Form:

    Paper copies of the form are available at all Reserve Desk locations.

  2. Provide the following information on the Reserve Request Form:
    • Reserve Desk location
    • Instructors first and last name and e-mail address
    • Course department and number
    • Course name
    • List all items to be placed on reserve including library items and personal copies (author, title, and call number for each book, title and call number for each DVD or video, journal title with volume, issue number, and call number, etc.)
    • Loan period for each item to be placed on reserve
    • Are all of the items being delivered?
    • Are there items for library staff to find?
    • Are there items listed that the library does not appear to own?
  3. Deliver on-site course reserve lists and any items to the Reserve Desk where the items are to be placed on reserve.

The following loan periods are available for reserve items:

  • 2 hour with overnight checkout
  • 2 hour without overnight
  • 4 hour with overnight checkout
  • 4 hour without overnight checkout
  • 1 day
  • 3 day
  • 1 week
  • 2 week

Deadlines, Priority Handling, Removing Materials, ...

For items to be ready for circulation from reserve by the first day of classes, completed Reserve Request Forms and any personal copies must be received by the following deadlines:

Semester Deadline
Fall August 1
Spring January 2
Summer May 15

Please note:

  • Reserve requests are processed on a first-come, first-served basis.
  • Requests received by the deadline will receive prompt processing and be ready for checkout by the first day of classes.
  • Requests received after the deadline will be processed as quickly as possible, but availability by the first day of classes cannot be guaranteed.
  • Items that are not currently owned by the Libraries may take from two to four months to be ordered and processed.

Removing materials from reserve

Please notify the appropriate Reserve Service Liaison when items can be removed from reserve lists or when entire reserve lists may be eliminated.  Doing so allows us to return library materials to the general circulating collections and to make space available for new reserve items.  Consult the Library Catalog to review your Course Reserve lists.  The Libraries’ policy is to have materials on reserve only for classes taught during the current semester


Acceptable Materials, Copyright Considerations, ...

Materials owned by the libraries (books, journals, DVDs, etc.) or personal copies of original materials may be placed on reserve.  The Libraries’ policy is to have materials on reserve only for classes taught during the current semester.  Because of space considerations, some locations may set limits on the number of items that can be on reserve at one time.

Any item which requires copyright compliance cannot be placed in On-Site Course Reserve.  This means photocopies of articles, chapters, or other course readings cannot be accepted.  Many of these items are available through the KU Libraries’ Databases.  See Alternatives to Consider for additional options to provide course readings for your classes.

Finding Course Reserves
  • Go to Library Catalog, and select Course Reserve tab.
  • Scroll through the drop-down menu and highlight the appropriate instructor, department, or course for which you want to search for items.
  • Be certain to make note of the call number and the Reserve Desk location.
  • Take this information with you to the designated Reserve Desk.

Before sending students to the library to use reserve items, please be certain the items have been processed and are ready for checkout.  The best way to determine that materials are ready for use as reserve items is to consult your reserve list(s) via the Library Catalog.


The Reserve Service Liaisons are available to assist you with the course reserve process and policies.

Students may ask for assistance at the Reserve Desk where the items have been placed on reserve.

KU Today