COURSE RESERVES-FACULTY INSTRUCTIONS

Instructions For Faculty Using Instructional Toolkit For Electronic Course Materials (http://toolkit.virginia.edu)

I. Setting up Toolkit:

1. If you are new to Toolkit, you must register.
Go to http://toolkit.virginia.edu and choose "Register for an Instructor Toolkit Account".

2. Set your login user i.d. and password.
Your user i.d. is your email handle, e.g. kkm7m
Hint for setting password: Use the first letter of the words in a song or poem, plus a punctuation mark. Use at least six characters and avoid vowels, e.g. "there's no business like show business" might give you the password tnblsb!

3. If you are not new to Toolkit, choose /b> in the Instructor Login box. Login and then choose "Create A New Class Home Page". At the bottom check "yes" to Allow Library Staff to Upload Materials. The Library will now be able to add requested materials to your Toolkit, but will not have access to other sections of your Toolkit. Your students will access their readings through the Materials section of your Toolkit.

4. After you have successfully created your page, you will be on the "Class Home Page Tools" page. Choose "Security" from the "Administrative Features" section on the right.

4.a. For copyright reasons, it is recommended that you protect your page or your Materials section with a password that will be known only to your class. To do this, select "Add/Remove/Change ClassHome Page Password". If you elect to do this, then your students should supply the user i.d. of "student" and the password you supply here when they log in. The password can be a simple one that is easy to remember, like the instructor's name.

4.b. If you have already set up your page, but have not yet granted permission for the Library to scan and upload course materials into your Toolkit Page, choose "Add/Remove Class Home Page Adminstrators", and add the user "library". Then check off "Add Management Function Access for this User".

II. Ordering Electronic Course Materials through the Library:

After a toolkit is created, the next step is to request digital copies of materials.

Library materials: Requests to have library materials such as journal articles, chapters of books, etc. scanned and delivered to your Toolkit can be made online at: http://www.lib.virginia.edu/reserve/
If you prefer to use paper forms, print them off of the computer and deliver them to the Reserve Desk at Clemons Library, or to other Libraries with Reserve service, or to the Alderman Library drop-off drawers outside the Interlibrary Loan Office on the main floor, west wing. Request only one item per request form and be sure to check off the copyright permission statement at the bottom of the page.

Personal copies: If you are providing your own copies of materials, they may be delivered to the Reserve Desk at Clemons Library, to other Libraries with Reserve service, or to the Alderman Library drop-off drawers outside the Interlibrary Loan Office on the main floor, west wing. These may include hand written class quizzes, books, journal articles, etc. Make sure that each item is accompanied by a Toolkit request form. Your personal copies will be returned to you via Leo Library delivery service unless you indicate otherwise on the form.

Word or WordPerfect documents: Documents created by word processing may be uploaded to the Toolkit Materials section by the Instructor. A document created by a wordprocessing application will require that the user has a copy of that program to open the document.

Turn-around Time: The Library will retrieve, scan, and upload your items to the Materials section of your Toolkit. Please allow for a one week turn-around time, although Rush requests can be handled under special circumstances. It is important that you prioritize your requests by using the "Date needed by" line on the form, based on when your students will need access to each reading. We depend on this system to prioritize our work! To see if your requests have been filled, check the Materials section of your Toolkit.

Copyright Guidelines for UVA Library for Toolkit Electronic Course Materials

Materials which may be scanned for the Toolkit for a course without obtaining Copyright permissions:

1.One chapter from a book.

2.One article from a journal issue.

3.Government publications.

4.Exams, homework solutions, lecture notes, student papers, etc.

5.Anything for which you own the copyright.

6.Anything in the public domain.

If you wish to go outside of these guidelines, and if you wish to use materials for more than one semester, copyright permission may be sought from the publisher of the journal or book. More information on the University's copyright policy is available. Instructors are responsible for compliance with copyright law.

Toolkit for Course Materials -- Some Guidelines For Use.

The Library's Toolkit Electronic Course Materials service is designed to help instructors offer supplemental course readings through their class Toolkits. Here are some guidelines to keep in mind when preparing your course readings for Toolkit.

Size of documents. Keep them down to a reasonable length. We scan them as PDF files and break them down into units of 15 pages to speed up loading and printing time. But even so, documents can be slow to load and print, depending on computer and printer memory and speed, and depending on whether dial up modem lines are being used. Fair Use guidelines permit using one chapter from a book or one article from a journal without seeking copyright permission. These are also good guidelines to use for size considerations. We are set up to scan short items with a quick turn-around time. Our service is not intended to handle large portions of books or entire books even in cases of copyright compliance. And besides, lengthy documents are not convenient for your students to read online.

Number of documents. If you plan on putting a large number of items in your Materials section and expect each student to read each document, you may want to consider using a course pack instead. As is mentioned above, printing of PDF files can be a slow process, so rather than have each student print out each item, it may be more efficient and convenient for your students to have the whole set of readings printed professionally and then distributed for purchase. If you are planning on having a large number of readings in your Toolkit, please caution your students not to attempt to print all of their documents out at once at the beginning of the course. This can be a disaster for our networked printers on Grounds and can lead to log jams and frustration. And besides, lengthy documents are not convenient for your students to read online or print.

Quality of documents. We use flatbed and open-book scanners to make clear legible PDF files from your Toolkit documents. We do not offer archival quality or presentation quality output. The quality of the original documents we are scanning will have a lot of bearing on the quality of the scanned output. Bad photocopies do not scan well! In addition to text we can also scan illustrations, graphs, tables, etc., but the output will be black and white. We do not handle color work in this service.

Get feedback from your students. Check in regularly with your students for feedback on how the Toolkit Materials section is working for them. Their experiences with printing will help you to make your own guidelines for use. Please let the Library know whenever possible if problems are being encountered.

Help:

For Toolkit help: itc-toolkit@virginia.edu or 924-3731.

For course materials: vc4n@virginia.edu, 924-1011.