Library Bulletin

February 2000

An Update on the Library's Pilot Project on Electronic Reserves
By Julie Semkow

In the Fall of 1999 the Library inaugerated electronic Reserves. Students had been asking for some time for 24-hour access to Reserve materials such as past exams, journal articles and other readings. The College of Medicine agreed to work with the Access Services staff and the Ereserves Task Force to implement this pilot project, which to date has been very successful. So far over 15 multi-page exams, 20+ Copyright-cleared articles, a required reading bibliography, a clinical manual, and various patient-oriented problem solving cases are available on the Library's web page via password-protected access to authorized students and faculty.

Many details had to be worked out in order for the pilot project to succeed. Copyright clearance had to be obtained as well as password access to electronic materials, which are removed from Ereserves at the end of the course. Faculty accomodated the need to request permission to use Copyrighted materials not covered by Fair Use Guidelines. The Library sponsored workshops and a teleconference on Copyright to help the SUNY Downstate community understand the rapid changes that became the Digital Millenium Copyright Act late last year. Some faculty have also taken a proactive approach and gotten materials to the Library early in order for them to be scanned, mounted on the web, and ready for use at the beginning of the course.

Finally, the Ereserves Task Force helped formulate the Library's new Reserve/E Reserve Policy which is included in this issue of the Library Bulletin. We are anxious to have your comments and questions. Please direct these to Julie Semkow, Access Services Librarian at 270-7450. Alternately, you may leave a voicemail message or send a note via CCMail to: jsemkow@netmail.hscbklyn.edu.
Guidelines for placing items on Reserve and Electronic Reserve
Prepared by Julie Semkow and the Library Copyright & E Reserves Task Force

Special thanks to the librarians and Reserve personnel at the following universities for permission to adapt portions of their Copyright and Reserves guidelines for our use: Duke, Columbia and Virginia Polytechnic and State Universities.

Copyright
The Medical Research Library of Brooklyn, SUNY Downstate, abides by the Fair Use guidelines of the Copyright law of the United States (Title 17, US Code) as well as revisions of that law, for example the Digital Millennium Copyright Act (DMCA, PL 105-304). To that end, we require that only those items with proper copyright permission, be placed on Reserve or electronic Reserve. The Library will not knowingly put on Reserve material which violates copyright law. The Library will not accept materials for Reserve if faculty and others attempting to use the Reserve service have not applied Fair Use Guidelines or obtained appropriate copyright permissions. The Library reserves the right to refuse Reserve service for any items it construes may hold it liable for copyright infringement.

The Library encourages faculty to become informed about Copyright and notes that the Fair Use Guidelines are applicable. However, Copyright Law has been revised significantly in recent years and now requires the Library be more proactive in protecting private, scholarly and research-oriented use of protected materials. A large collection of materials about Copyright is retained in the Library. Please feel free to avail yourself of this information. Library staff will be pleased to assist you in your endeavors.

Obtaining Copyright Permission, If Fair Use Does not Apply
Start the permission process early. The Library may not be able to put your materials on Reserve without written permission from the copyright holder, particularly if previously you have placed the same items on Reserve. Be aware that permission may be slow to arrive and may require payment of fees, or mandate access to a web site external to the Library. Copyright fees are the responsibility of  individual Departments and/or faculty members.

1. Using the sample below, obtain permission from the copyright holder, OR.
2. Apply for permission and pay the associated fee/s to the Copyright Clearance Center, using the Library's CCC account.

Date:
To:      [copyright holder]
From:   Professor
            Department
            State University of NY (SUNY)-Downstate

Re:   Permission to use copyrighted material

Background
     The SUNY-Downstate Medical Research Library of Brooklyn services include both Special Reserve and electronic Reserve. The electronic Reserve service permits online access to class materials for the SUNY-Downstate community.  Students and faculty can access class materials from their dorms, campus computer labs, homes, and offices through the World Wide Web. Materials available through electronic Reserve are accessible only by the community whose Internet address is servers.medlib.hscbklyn.edu, through a proxy server that authenticates our students and faculty, or to patrons using workstations in the SUNY-Downstate,  Medical Research Library of Brooklyn. Such measures assure compliance with fair use guidelines through both the manual and the online systems. At the close of the term, the [article/chapter]  will no longer be accessible through either the Special Reserve or electronic Reserve service.

Request
     As the copyright holder, I would like your permission to scan the [article/chapter] described below so that the Medical Research Library of Brooklyn can provide online access to our community through its Special Reserve and electronic Reserve service during the [term and year]. The reproduction will faithfully copy the work in its entirety and will include the copyright notice.

Citation
     [author(s), article/chapter title, journal/book citation]

Permission
     If you agree, please sign here _________________________________
and return this letter to me at: [address]
 

I sincerely hope you will allow continued Fair Use by my library and my students in this new electronic environment. Thank you for considering my request.

Reserves in General:
1. The total amount of material per course, included for Reserve, as a matter of Fair Use, should be a small proportion of the total assigned reading for the course.
2. Repeatedly placing the same readings on Reserve, without obtaining copyright permission is illegal and not within the Fair Use Guidelines.
3. Only lawfully obtained copies may be placed on Reserve.
4. Items placed on Reserve should not impact on the market value of the items.
5. Specifics:

• Book chapters: Only one (1) chapter from a book may be placed on Reserve unless the faculty member or other, has received the copyright holder's written permission and acknowledged receipt when submitting materials to the Reserve service. This applies to edited collections of readings and essays because each reading is considered a chapter.
• Journals and newspapers: Only one (1) article from an issue of a journal may be placed on Reserve, unless the faculty member or other, has received the copyright holder's written permission and acknowledged receipt when submitting materials to the Reserve service. Newspapers are treated the same as journals.
• Multiple photocopies: Only two (2) copies of photocopied materials are allowed. The photocopy should contain the copyright statement.
• Coursepacks: Custom published anthologies are prepared for sale through local copy centers and/or bookstores and are, therefore, not appropriate for reserve because one of the tenets of Fair Use is that  such use not effect the market value.
• Consumables: These materials are not appropriate for Reserve because one of the tenets of Fair Use is that such use not effect the market value. Consumables include standardized tests and test booklets, answer sheets, workbooks, exercises, etc.
• US Government publications: Most government publications are in the public domain, i.e. they are not copyrighted, allowing unlimited use and reproduction.

Notices and Attributions
1. On a preliminary or introductory screen, electronic reserve systems should display a notice, consistent with the notice described in Section 108 (f) (1) of the Copyright Act. The notice should contain additional language cautioning against further electronic distribution of the digital work.

"The copyright law of the United States (Title 17, US Code) governs the making of reproductions of copyrighted material. Under certain conditions, libraries are authorized to furnish a reproduction, but one of the specified conditions is that the reproduction will not be used for any purpose other than private study, scholarship, or research."

2. If a notice of copyright appears on the copy of a work that is included in an electronic reserve system, the following statement shall appear at some place where users will likely see it in connection with access to the particular work:

         "The work from which this copy is made includes this notice:
 [restate the elements of the statutory copyright notice: e.g., Copyright
 1996, XXX Corp.]"

3. Materials included in electronic reserve systems should include appropriate citations or attributions to their sources.

Access and Use
1. Electronic reserve systems should be structured to limit access to students registered in the course for which the items have been placed on reserve, and to instructors and staff responsible for the course or the electronic system.

2. The appropriate methods for limiting access will depend on available technology.  Solely to suggest and not to prescribe options for implementation, possible methods for limiting access may include one or more of the following or other appropriate methods:
        (a) individual password controls or verification of a student's registration
             status; or
        (b) password system for each class; or
        (c) retrieval of works by course number or instructor name, but not by author or
             title of the work; or
        (d) access limited to workstations that are ordinarily used by, or are accessible to,
             only enrolled students or appropriate staff or faculty.

3. Students should not be charged specifically or directly for access to electronic reserve systems.

Storage and Reuse
 1. Permission from the copyright holder is required if the item is to be reused in a subsequent academic term for the same course offered by the same instructor, or if the item is a standard assigned or optional reading for an individual course taught in multiple sections by many
instructors.

2. Material may be retained in electronic form while permission is being sought or until the next academic term in which the material might be used, and for which permission has been obtained, but in no event for more than three calendar years, including the year in which the materials are last used.

3. Short-term access to materials included on electronic reserve systems in previous academic terms may be provided to students who have not completed the course.

The Process of Putting Material on Reserve in the Library:

1. First check the Library's Online Public Access Catalog (OPAC) to determine whether or not the Library already owns the material and whether or not it is already on Reserve.

2. If the item is a journal, determine if the full text version is available through the Library's electronic journal collection. If so, the item may not be placed on Reserve, and students should be referred to the online version to obtain their own personal copy. You might want to include specific directions for obtaining the electronic version in your course syllabus or bibliography. Please make students aware that they may not legally photocopy additional copies of the  journal article to share with other classmates.

3. The first time you place an item on Reserve, it may be more clearly claimed as fair use; however, all subsequent placements must have accompanying copyright permission, in writing, before the Library will put the item on Reserve. See the section "Obtaining Copyright Permission" in this document.

4. Fill out the Special Reserve Request Form which serves as process control and inventory sheet of your material. The form may be printed out, at all times, from the Library's web page, under  "Forms". Attach written permission from the copyright holder to the Special Reserve Request Form.

5. Allow time for the processing and/or scanning of your materials to be put on Reserve. At least one month before the semester begins, take the material to be put on Reserve, the form and the copyright permission letter to the Access Services Desk of the Library where it will be processed. Items on  Reserve or electronic Reserve are accessible only during the semester for which they are needed. Print items will be returned to you at the conclusion of the semester or course. Electronic Reserves will be managed according to the "Storage and Reuse" guidelines above.

To place material on electronic reserve:

1. Written Copyright permission must be obtained BEFORE scanning will take place. The Library requires a copy of the letter sent to the publisher with their response.

2. The faculty member fills out the library Reserve form and provides no more than two print copies of each document. The faculty member creates a password to the scanned documents for the course and adds it to the Reserve form and delivers the package to the Access Services Desk on the first floor of the Library during regular business hrs M-F.

3. Library personnel scan the document/s (books and items over 50 pages will not be available via e reserve).

4. Although the Library scanner is top-of-the-line, before giving the password to the class, faculty must review the scan before hand, especially the documents that contain tables, or other graphics. The Library will notify you when scanning is complete. After you have reviewed the scan, please send an authorizing voicemail message to the Library's webmaster at x7447 to make the material available to the class.

5. The password is given out to the class by you ONLY. Students will need this password to access the documents via the Web.

6. At the end of the course period, the Library will remove the documents from the Library's web site, per the requirements of Copyright law. Electronic Reserves will be managed according to the "Storage and Reuse" guidelines above.

7. Please alert your students to the fact that lengthy documents may be difficult to print due to traffic on the internet. It is better, therefore, to print such documents in ten page or less batches.

PRESENTATION SCHEDULE FOR FEBRUARY 2000

Note: a $25 deposit is required for all classes.
DEADLINE FOR REGISTRATION IS TWO BUSINESS DAYS PRIOR TO CLASS

#109 Medline Tutorials
Description: A 60-minute hands-on introductory tutorial in how to use the OVID search system. While we use OVID's Medline database as a teaching tool, principles learned are applicable to other OVID databases.
Offered: Tues. February 8   12:15-1:15 (109.02.1)
               Thurs. February 17  1:15-2:15 (109.02.2)

#100 Internet Basics
Description: A one-hour presentation encompassing: what the Internet is; how to use the various protocols; what kind of information is available on the Internet; a brief introduction to directories and search engines.  This presentation is designed for beginners who have had little, if any, experience with the Internet.  Browser discussion focuses on the Netscape browser.
Offered: Weds. February 16  12:15 - 1:15 (100.02.1)

#101   Searching The World Wide Web
Description:  A 60-minute presentation on searching the World Wide Web.  Attention is paid to the three ways of locating information: directories (Yahoo), search engines (AltaVista and InfoSeek), and meta-engines (Dogpile and InferenceFind).  Includes information on evaluating web resources.
Prerequisite:  Internet Basics course, or some Internet experience.
Offered:  Thurs. February 24  1:15 - 2:15 (101.02.1)

NEW!
#110 Introduction to PubMed
Description: A 60-minute  hands-on tutorial in how to search Medline using the PubMed search system. Explores such features as the MeSH browser as well as ways in which searching Medline on PubMed differs from searching on the OVID system.
Offered:  Weds. February 23  12:15 - 1:15 (110.02.1)
 

NEW!
#116 Academic Universe
Description: A 90 minute hands-on tutorial on how and why to use this database which provides access to a wide range of news, business, legal, medical and reference information.
Offered: Tues. February 15    1:15 - 2:45  (116.02.1)

Have your Ovid searches been "timing out" inconveniently, especially when you have been interacting with the keyboard, and not abandoned the search for a period of  time? The answer may lie in your use of  the Netscape browser buttons at the top of the screen. They are not part of the Ovid search engine, so their use during an Ovid search can cause the disconnects. An example is the use of the browser "Back" button at the top left of the screen to return to previous screens.  Instead of using the browser buttons, be sure to use OVID's "Main Screen" or "Titles display" buttons when instead.
 

Advanced therapy of breast disease [editors] S. Eva Singletary, Geoffrey L. Robb
Anticancer molecules: structure, function, and design [editor] Hiroshi Maruta
Benefits and hazards of exercise [editor] Domhnall MacAuley
Cancer prevention: novel nutrient and pharmaceutical developments [editors] H. Leon Bradlow, Jack Fishman,
     and Michael Osborne
[The] Cardiovascular system at a glance [editor] Philip I. Aaronson…[et al.]
Chronic disease epidemiology and control – 2nd ed. [editors] Ross C. Brownson, Patrick L. Remington,
     James R. Davis
Common problems in clinical laboratory management [by] Judith A. O'Brien
Community-oriented primary care: health care for the 21st century [editors] Robert Rhyne…[et al.]
[The] Complete directory for people with disabilities: a comprehensive sourcebook for individuals and
     professionals – 1999/2000 ed. [published by] Grey House Publishing, Inc.
Consumer protection law in a nutshell - 3rd ed.  [by] Gene A. Marsh
Drugs, the brain, and behavior: the pharmacology of abuse and dependence [by] John Brick, Carlton Erickson
[The] Ear: comprehensive otology [editors] Rinaldo F. Canalis, Paul R. Lambert
Effects of microbes on the immune system [editors] Madeleine W. Cunningham, Robert S. Fujinami
Elder abuse in the family: an interdisciplinary model for research [by] Frances Merchant Carp
Eldercare: the best resources to help you help your aging relatives [editor] Marty Richards
Ensuring quality cancer care [editors] Maria Hewitt and Joseph V. Simone
Epilepsy: problem solving clinical practice [editors] Dieter Schmidt, Steven C. Schachter
Food and agricultural security: guarding against natural threats and terrorist attacks affecting health, national
     food supplies, and agricultural economics [editors] Thomas W. Frazier and Drew C. Richardson
[The] Functional roles of glial cells in health and disease: dialogue between glia and neurons [editors] Rebecca
     Matsas and Marco Tsacopoulos
Gene therapy technologies, applications and regulations: from laboratory to clinic [editor] Anthony Meager
Health conditions in the Caribbean [published by] Pan American Health Organization, Pan American Sanitary
     Bureau, Regional Office of the World Health Organization
Health, social equity, and changing production patterns in Latin America and the Caribbean [published by]
     Pan American Health Organization, Pan American Sanitary Bureau, Regional Office of the
     World Health Organization
Heat and mass transfer under plasma conditions [editors] P. Fauchais, J. van der Mullen, and J. Heberlein
Hypoxia: into the next millennium [editors] Robert C. Roach, Peter D. Wagner and Peter H. Hackett
Internet, telematics, and health [editor] Marcello Sosa-Iudicissa…[et al.]
Last's anatomy – 10th ed.  [editor] Chummy S. Sinnatamby
Lifestyle medicine [editor] James M. Rippe
Mechanisms of cell death: the second annual conference of the Cell Death Society [editors] Zahra Zakeri,
     Richard A. Lockshin, Luis Benitez-Bribiesca
Memmler's the human body in health & disease – 9th ed.  [by] Barbara Janson Cohen, Dena  Lin Wood
Neck complaints  [by] Michael Ronthal
Neuroendocrinology in physiology and medicine [editors] P. Michael Conn and Marc E. Freeman
Neurofibromatosis: phenotype, natural history, and pathogenesis – 3rd ed.  [editor] J. M. Friedman…[et al.]
Neurogenetics [editor] Stefan-M. Pulst
Neuropeptides: structure and function in biology and behavior [editor] Curt Sandman…[et al.]
Neuroprotective agents: fourth international conference [editors] Bruce Trembly and William Slikker, Jr.
Nunn's applied respiratory physiology – 5th ed.  [by] Andrew Lumb
Nutrition, health, and child development: research advances and policy recommendations [published by]
     Pan American Health Organization, the World Bank, and Tropical Metabolism Research Unit, University of
     the West Indies
Occupational musculoskeletal disorders: function, outcomes, and evidence [editors] Tom G.  Mayer, Robert J.
     Gatchel, Peter Barth Polatin
Oxidative/energy metabolism in neurodegenerative disorders [editors] John P. Blass and Fletcher H. McDowell
Physical activity and health: a report of the Surgeon General – 1st ed.  [published by]U.S. Dept. of Health and
     Human Services, Centers for Disease Control and Prevention, National Center for Chronic Disease
     Prevention and Health Promotion
Preventing HIV transmission: the role of sterile needles and bleach [editors] Jacques Normand, David Vlahov,
     and Lincoln E. Moses
Prevention across the life span: healthy people for the twenty-first century [editor] Ruth N. Knollmueller
Primary care of adolescent girls [editor] Susan M. Coupey
Principles of public health practice [by] F. Douglas Scutchfield, C. William Keck
Program planning for health education and promotion – 2nd ed.  [by] Mark B. Dignan, Patricia A. Carr
Promoting effective contraceptive use [by] Dona J. Lethbridge, Kathleen M. Hanna
Psychosocial and public health impacts of new HIV therapies [editors] David G. Ostrow and Seth C.
     Kalichman
Rehabilitation sourcebook: basic consumer health information about rehabilitation for people recovering from
     heart surgery… - 1st ed.  [editor] Dawn D. Matthews
Reinventing medicine: beyond mind-body to a new era of healing –1st ed.  [by] Larry Dossey
Rethinking Alzheimer's care [by] Sam Fazio, Dorothy Seman, and Jane Sansell
[The] San Francisco General Hospital handbook of HIV management: a guide to the practical management of
     HIV-infected patients [editors] Paul A. Volberding and Judith A. Aberg
Sapira's art & science of bedside diagnosis – 2nd ed.  [by] Jane M. Orient
Socioeconomic status and health in industrial nations: social, psychological, and biological pathways [editor]
     Nancy E. Adler [et al.]
Therapy of digestive disorders: a companion to Sleisenger and Fordtran's gastrointestinal and liver disease
     [editors] M. Michael Wolfe, Sidney Cohen [et al.]
Uncertainty in the risk assessment of environmental and occupational hazards [editor] A. John Bailer
Valvular heart disease – 3rd ed.  [editors] Joseph S. Alpert, James E. Dalen, Shahbudin H. Rahimtoola
Violence in the Americas: the social pandemic of the 20th century [editor] Cesar Chelala
Women and AIDS: negotiating safer practices, care, and representation [editors] Nancy L. Roth,
     Linda K. Fuller