A testing/sandbox course is available for testing and trying out Leganto features. To access it,
You can either use one of the existing reading lists or create a new one.
Some helpful training videos can be found at https://knowledge.exlibrisgroup.com/Leganto/Training.
Broken links
Troubleshooting steps
Is the item available in the list using Student View?
Is the library catalogue link broken? If so, contact esourcehelp@uvic.libranswers.com.
Is the link landing on the correct page (e.g., a journal index v. the intended article)? If not, rebuild the link/hide bad link
Is the item a PDF in a cross listed course? Copyright audit dates may be preventing access. Confirm correct dates for course shell and audit clearance
Is the student accessing the list through Brightspace (Course Tools -> Course Reserves)? If not, ask them to do so
Does the item have the necessary proxy? Items streamed via Kanopy and the UVic Webapp need proxied links. Use the ezproxy generator: https://www.uvic.ca/library/research-teaching/copyright/faculty/coursematerials/linking/index.php
Is the student receiving a 413 or 431 error or a "Request Header Fields Too Large" error? Direct them to clear their browser cache.
Is the student's browser blocking third-party cookies? If so, they may need to adjust their browser settings.
Preparing a course reading list involves four steps:
The diagram below shows an example reading list structure.
Log in to Alma.
In the top navigation bar, click the location tab
Courses should be added to Alma automatically through Banner. However, course start and end dates sometimes need to be adjusted, and occasionally a course is not available in Alma. If you do not see the course you are working on in Alma, ask Inba to create it.
Find a reading list in Alma
You can also search for a reading list directly.
Opening a reading list in Leganto
There are a few ways to open a reading list in Leganto.
Term start and end dates determine when reading lists are available and when some materials are accessible, including physical reserve items and some licensed materials.
Term start and end dates are listed in the Academic Calendar. For course reserves purposes, we add two weeks to the start and end dates to allow time for processing lists and materials:
One way of adding citations to a reading list is by using the Cite It! widget. This widget lets you import items such as websites, videos, journal articles, etc., that are not accessible through the library catalogue into a reading list.
Note: You may need to toggle on your browser's bookmarks toolbar to use Cite It! The location of the bookmark toolbar may differ depending on browser versions.
Follow the steps below to install the widget:
1. Login to Leganto
2. Click on your initials on the top right corner and select Cite It!
3. In the new window, drag and drop the Cite It! button to your browser's bookmarks toolbar. Click Save.
Edit a course
In most cases, the course will already exist in Alma and just needs to be edited.
6. Click Save.
Note: Only Inba should create new courses from scratch. If you can't find the course you're working on in Alma, ask her to create it for you.
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This option creates a new course from scratch.
Note: These are the only fields you need to complete.
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This option creates a new course based on an existing one. It's a good choice for creating a second section for an already existing course.
Add a reading list
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Click and the Add Reading List window will open:
4. Next, add the following information:
202305: year and term start month. In this example, the course starts in May of 2023
SOCW 413: course code
A01: course section
For crosslisted courses, the format is 202305 SOCW 413 A01 x ADMN 447 A01 X CO
Reading lists must contain at least one section that contains the citations.
Roll over a reading list
Faculty may want to reuse a Reading List from a previous term. The previous reading list can be rolled over into the course for the new term.
In Alma, find the Reading List you want to roll over
From the list's More Actions menu, choose View in Leganto
6. In the pop up window, delete (Rolled Over) from the Reading list name and click Roll Over
Duplicating a reading list is a good option if you want to use one reading list as the basis for another or as an alternative to rolling over a reading list when the original is still in use.
202305: year and term start month. In this example, the course starts in May of 2023
SOCW 413: course code
A01: course section
For crosslisted courses, the format is 202305 SOCW 413 A01 x ADMN 447 A01 X CO
3. Associate the new reading list with the appropriate course. From the reading list's More Actions menu, select Associate this list with a course. The Courses tab displays the course(s) that the list is associated with.
A cross-listed course is a single course that is listed with different names and codes, either within a department or across different departments, with a single Brightspace site and reading list.
Instructors may also want to cross-list multiple sections of the same course. This allows them to manage all sections from one Brightspace site, including a single reading list. To do this, instructors must send a request to Technology Integrated Learning.
To create a reading list for a cross-listed course, follow the same process as for a regular course with two special considerations:
Note: Library staff can auto-sort Citations in Alma, but should avoid doing so in Leganto. This enables us to sort the list however we'd like on the Alma side while we're working on the Reading List, while not interfering with the Citation order the instructor prefers on the student-facing Leganto side. |
Most of the sort facets are self-explanatory; Instructor Order will sort the list to match the order of the Citations on the Leganto side.
Any reading list items that are part of the library collection can be added through the library catalogue (books, articles, eBooks, media, etc.).
3. Use the search options to find items from the Libraries' collection.
4. Select the items you want to add from the results lists, choose a Section from the dropdown menu and click Add & Edit if you'd like to edit on items one by one. If you'd like to continue adding more items, click Add.
For eBook chapters, add the entire eBook and add a Student Note listing the assigned chapter/page numbers. If a direct link to the chapter is available through the eBook platform, include it as an additional URL but do not replace the system-generated link.
Harvard Business Review (HBR) articles can be accessed online by current UVic students, faculty and staff via EBSCO’s Business Source Complete. Note: The license agreement for electronic copies of HBR articles prohibits their use "in electronic reserves, electronic course packs, persistent linking from syllabi or by any other means of incorporating the content into course resources."
Do not add links to or copies of HBR articles to reading lists. Instead, instructors have two alternative options:
Fernwood Publishing has requested that we do not distribute chapters or excerpts from their publications even when it the excerpt would be allowed under fair dealing guidelines. If the library holds a copy of the book, we can put it on print reserve and/or we can purchase an eBook version through GOBI.
Most of the time we link to resources. This allows students to access licensed library materials and ensures only authenticated users can access them. However, there are times when linking isn't a viable option, e.g., chapters from books. In these cases, we upload a file for the item. All PDFs must be assessed for copyright compliance and OCRd for accessibility purposes.
e.g., Goldstein_1987_TibetanWives
3. Upload the file.
4. Click Please review for Fair Dealing compliance. (The I hold the copyright for this item option is for instructors who are uploading materials that they created.) You can add and edit publication details in this popup or after adding the file to the citation.
5. Click Add to List --> Section to insert the document into the appropriate section in the reading list.
6. Edit the citation.
NOTE: In the rare instance that the PDF contains a selection of pages from a chapter or article, follow this pagination style:
All citations added to reading lists should be checked and edited, since the system-generated metadata is not always correct.
Start by selecting the appropriate item Type. The item type determines which citation metadata fields are available and how the citation is counted in Alma analytics.
The DOI field is for the item citation only -- it does not affect the access link that is shared with students in the URL field.
Before you begin, be sure you have added the Cite It widget to your browser toolbar. See Getting Started > Installing the CiteIt! widget.
To ensure our analytics data is consistent, we're undertaking a cleanup of how item types are recorded in Leganto.
Detailed instructions are available on Teams > Reserves > Item Type Cleanup Instructions
There are four steps to adding a print book to a Reading List:
Step 1: Pull the book
Step 2: Create a citation for the book
Step 3: Change the book's location to Reserves
Step 4: Label and shelve the book
Any special notes or restrictions about a book on Reserve can be added as a fulfillment note. These notes appear as pop-up messages to front desk staff when an item is charged and discharged.
After a course ends, all books that were moved to Reserves must be returned to the stacks.
First, change the item's location from Reserves to Main (see Return Print Copies to the Stacks). Open the reading list in Alma and confirm that the item's citation shows one holding and that the Location is listed as main.
When we receive an instructor's private copy (PRI) to place on Course Reserves, we need to prepare it for circulation in the Library.
Each copy of the text will have a unique barcode sticker and Copy ID. The PRI call number (e.g. pri 17534) is shared between all copies of the same text.
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4. Repeat these steps for any additional copies.
Previously, Law Library Course Reserve requests were processed by the Priestly library. Now, all Course Reserves requests are processed by the CSCO team.
The Priestly team will cc reserves@uvic.ca on any requests that come to lawlib@uvic.ca with the following message:
"Thank you for your Course Reserves request. We have received your request and will process it in the order that it is received. Please be aware that we are centralizing our Course Reserves intake system, and that all future requests should be sent directly to reserves@uvic.ca. Alternatively, you can complete the Course Reserves Request form here: https://webapp.library.uvic.ca/reserves/reserves.php."
Add Law Library Print Copies
Add Law PRIs
Any PRIs received at the Priestly Law Library will be sent to the McPherson library. They will be placed in the lower sorting room on the Course Reserves shelf for processing
Prepare and process the PRI following the instructions in Step 3C - Adding Private Copies (PRIs).
Follow the instructions at Add Law Library Print Copies.
When the item is ready to be placed on the Course Reserves shelf, place it in the runner box to be sent to the Law Library. Law staff will move it to its temporary location.
When Course Reserves staff process Law Reserves items from Mearns-McPherson or Law PRIs, two holdings will show up for every item. While it looks like there is a Main copy and a Law copy, there is only one item available. The two holdings in this case correspond to the item's permanent (Main) location where it was created and its temporary location (Law, with the clock symbol next to law-res indicating a temporary location).
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Previously, Course Reserves requests for media when through libmedia@uvic.ca. They should now all come through Reserves. The Media team will respond to and copy reserves@uvic.ca on any requests that come to libmedia@uvic.ca with the following message:
"Thank you for your Course Reserves request. We have received your request and will process it in the order that it is received.
Please be aware that we are centralizing our Course Reserves intake system, and that all future requests should be sent directly to reserves@uvic.ca. Alternatively, you can complete the Course Reserves Request form here: https://webapp.library.uvic.ca/reserves/reserves.php."
Digitization requests for Course Reserves will also be forwarded to reserves@uvic.ca.
"Thank you for your Course Reserves request. Your request has been forwarded to our Course Reserves department for digitization approval. Once approved, we will begin processing and will send a confirmation when completed.
Please be aware that we are centralizing our Course Reserves intake system, and that all future requests should be sent directly to reserves@uvic.ca. Alternatively, you can complete the Course Reserves Request form here: https://webapp.library.uvic.ca/reserves/reserves.php."
Media Requests Workflow
Bill Blair, the Music and Media Librarian, and Carol Unfreed have access to the Reserves email inbox. Staff in the Copyright Office (CSCO) will use email tags to alert Bill and Carol about recent requests.
If an item is available in the physical collection but the instructor needs a digital copy, arrange to have it digitized (see Digitizing Media Materials).
Requests for New Media Titles
Digitization requests will come to Music and Media through email or as a rush DVD request from cataloging. [CW: Is this correct? Is this digitization process something we do, or does the Music and Media team do it?]
VHS Tapes
DVDs
Issues / breaking encryption
Uploading
Once a film has been ripped, check the film will play to the ending credits. When using the digitization station, films digitized with Elgato and/or ripped and encoded with Handbrake will appear in the W:\DVD folder. Films for upload to the streaming server will be placed in W:\temp\JD BS Uploads, in a folder with the current date, and Ben Sheaff notified to upload. Current films on for reserve are uploaded and/or un-hidden on the video streaming server, accessible at: https://webapp.library.uvic.ca/videos/index.php.
These steps must be completed after a reading list has been created for the course.
When Course Reserves created the Reading List, the status was left as Being Prepared. In order to complete the course, we now need to change the status to Complete.
The Request Status for the selected citations should now be updated to Complete.
After confirmation films have been uploaded, they will need to be added to Course Reserves. Retrieve the link from the streaming server and add it to Course Reserves using the Adding Items from the Library Collection section of this guide.
Once the citation has been added to Course Reserves, faculty can be sent the following Reserve request complete template, in the libmedia@uvic.ca templates folder:
Hello _____,
Your reserves request for course ____ is now complete.
Please note the following important information:
Thank you,
DVDs acquired through cataloging rushes will need to be further processed before putting into the collection. For end processing of DVDs please see the Processing New/Rush DVDs and CDs procedures
Films are not removed from the streaming server, they are hidden or un-hidden. Requests to hide/un-hide films can be sent to ryang92@uvic.ca.
Every item in a reading list has to have its Copyright Status set to Approved after all processing has been completed.
Completing one citation at a time
The Request Status of each citation will default to Being Prepared. To change it to Complete for a specific citation, click Set Complete on the right-hand side of the citation box.
Completing citations in bulk
To change the Request Status for all citations in a list, on the left-hand side of the Citation list, click Select All. Click Change Status, then select Complete.
To complete a list, mark the list as complete in Alma and check that all the links are working in Leganto.
Set the list as complete in Alma
In Alma, reading lists that are being developed have the status Being Prepared. To complete a list, set all citations to complete, clearing copyright as necessary (see Clearing Copyright and Completing Citations).
When all citations are set as Complete, set the entire reading list as Complete as well:
After completing a reading list, email the course instructor/administrator informing them that the task is complete and advising that they direct their students to use Brightspace to access the list: Course Tools --> Course Reserves.
Check the list in Leganto
If an item that needs to be placed on Reserve has been checked out of the library by a patron, place a recall on the book. The patron will be asked to return the item.
You will get a message that the Recall was successfully placed.
In the rare scenario where you need to recall two copies of the same book, Alma will initially not allow you to do it. To work around this, search by the Barcode of each copy of the book rather than by the Title, Permanent call number, or ISBN, which are shared between all the Library's copies. The Barcode is unique for each copy.
Sometimes we will try to recall a book that already has a recall request on it. You will see this when you search for the title:
This item is temporarily unavailable for regular loan as it is being put on Course Reserves. The item will be available on the Reserves shelf. Please check with the Ask Us Desk.
Once a recalled item has been returned, it remains on hold for 7 days until whoever placed the recall comes to collect it. As our items are returned for Course Reserves, we need to cancel the hold.
Go to Fulfillment -> Scan in Items
Under the Scan it items tab, scan the item barcode
In the righthand menu select Cancel Request
When an instructor wants to place a book on Course Reserves that is not in the library's collection, we can request that Acquisitions order it through GOBI. Send the title(s) to the Reserves inbox. The Course Reserves Supervisor will process the order.
To request a book (supervisors only)
Log in to GOBI using the Reserves account credentials: https://www.gobi3.com/
On the right side of each listing, you can click alternate editions to see all print and electronic versions available for order.
The title is now saved in our Reserves Select Cart, visible only to Reserves staff.
Here are some tips and guidelines for determining which title to order:
Don’t be too concerned when choosing a print or electronic book option. Acquisitions will review our selections and choose the best access possible. If there are specific things they should be aware of in making these decisions—e.g., that this book is a duplicate copy, that there are x number of students in the course, that this title must be ordered as print, etc.—note them in the Library Note section of the Order Details screen (Step 4).
Always order eBook over print if it suits the courses’ needs, even if the eBook is more expensive.
Order eBook titles directly through the publisher (more stable) than ordering through an aggregator like ProQuest or EBSCOhost.
When ordering print, choose paper over cloth option.
Items in our Select Cart will remain there until an order is placed or until we delete the item. You can think of the Select Cart as a wishlist or an online shopping cart. You can add books to the Select Cart which aren't published yet, for example, for tracking purposes.
The instructor is automatically the Owner of a list. The owner and library staff can add a Collaborator who can also work on the list.
There are two privilege levels available:
Collaborators can be added in Leganto or in Alma. The Leganto option is preferred because it allows you to change the Collaborator's permissions.
Adding Collaborators in Leganto
Adding Collaborators in Alma