We are committed to providing high-quality electronic reserves in a timely manner. Since situations vary, these general instructions may have to be adjusted to meet the needs of the instructor and the class.

Contact the instructor to acknowledge receipt of the reprints.	You can combine this step with any other requests for information/copyright if appropriate or, if you process the request right away, combine it with a message that everything is complete..
Create a III record for the course	if necessary. There may already be a record for the course if other materials have been submitted previously. Update that record if necessary. If there's going to be a delay in processing, you should also make a notation in the course record saying when the request was received and when you anticipate that the materials will be available for the students.
Create a file folder for the course	if necessary. File folders are color coded: Autumn - Yellow Winter - Manila Spring - Green Summer - Blue When a new course is submitted, we use the color for the quarter it's placed on reserve -- even if the request is for multiple quarters. That way, we can keep accurate statistics. Once statistics are recorded during deprocessing, information regarding a course that is for multiple quarters will be placed in the folder for the next quarter or in a purple year round folder as appropriate.
Check for copyright compliance	A signed copyright compliance form is needed for all ereserves. Contact the instructor if you haven't received one. NOTE: You can start processing the readings before you receive it, you just make them public by linking the III records to the course. It's necessary to include copies of both sides of title page when you are scanning book chapters. If this was not provided, get it from our stacks if possible. If that's not possible, request it from the instructor. If you still can't get a copy of the copyright information, you may use the standard copyright page.
Check the quality of the originals	A good original has: One page per page (not two pages copied side by side) Good copy contrast. Sharp images. Black edges are OK because we'll crop the pages later If the original is not high quality, recopy it if necessary. Using copy code 01150.
Scan and process the article	as a pdf image file. Save the file in the appropriate file (fall, winter, spring, summer).
Check the file size using NT/Windows Explorer	Less than 3,000 kb Everything is fine Greater than 3,000 kb Check to see if article is available online and link to that instead Reduce file size Can't reduce below 3,000 kb Inform the instructor that students may have a problem downloading a file of this size. Offer options such as leaving it as is and encouraging students to download in the library or splitting the article into two parts. Splitting into two parts is not always satisfactory in that
Insert the copyright statment from the 1stpagecopyright file	This statement must be added to all scanned reprints except for book chapters which have the title page copyright information included -- even old tests and handouts.
Check the copy quality and edit the file using Adobe Acrobat.	Delete blank pages Crop pages, making sure to leave enough white space around the edges for easy printing. Rotate pages if necessary. If parts of the article are unreadable, check to see if article is available online and link to that instead Recopy, rescan and insert any unreadable pages as appropriate. Graphics may need to be scanned at a higher resolution or with gray scale enabled. Contact the instructor to discuss options for handling quality problems you can't solve easily.
Create a III record for the article
Link the III record to the course
Double-check the Library Catalog links	Correct any links that are not working by creating a new III record for the item and linking to that instead. Unused records will be deleted in a quarterly cleanup process done at Suzzallo.
Update the III course record if necessary	to remove any notes about delays in processing.
File materials and file folders	alphabetically by course.