Collection Management Services

Testing/sandbox courses are available for testing and trying out Leganto features. To access them,

1. Log in to Alma
2. Search Courses > Course Name for "Course Reserves Testing"
3. Click either course's More Actions  button and choose Reading List.

You can either use one of the existing reading lists or create a new one.

Some helpful training videos can be found in the Leganto knowledge base.

Set Location Preferences

Log in to Alma.

In the top right of the persistent menu bar, click the library/desk selector icon  

• Select Mearns-McPherson Library - Mearns-McPherson Desk from the drop-down menu.
• Check Always show current location.
  • When processing Course Reserves items for Law, be sure to switch your location to Priestly Law Library - Law Desk.
  • Check Enable quick printing and select the Main Library Printer.

Customize List Tables for Efficiency

To customize the Courses list table,

1. Click Fulfillment > Courses in the left navigation bar
2. Click the gear icon in the table actions list, located in the top right corner
3. Select only the following then click Done: Code, Name, Academic Department, Instructor, Status, Start Date, End Date, Term, and Year
4. Click the two arrows in the bottom right corner to minimize the summary section

To customize the Reading Lists Task List,

1. Click Fulfillment > Reading Lists in the left navigation bar
2. Click the gear icon in the table actions list, located in the top right corner
3. Select only the following then click Done: Code, Name, Status, Assignee, Owner/s, Alerts, Current Request for Review, Course Code, Publication List Visibility, and Assigned Date
4. Click the two arrows in the bottom right corner to minimize the summary section

Manage Tasks

To add a Tasks widget to your home page,

1. Navigate to your home page by clicking the UVic Libraries logo in the top left of the persistent menu
2. Click the Manage Widgets button in the top right
3. Select the Tasks widget "Active" checkbox to enable the widget on your home page

The Tasks widget in Alma includes several lists that are relevant to Course Reserves:

• Other Requests
  • Pickup from shelf: includes items on the Course Reserves shelf that can be returned to the main collection
  • Digitization requests - approval: includes citations awaiting copyright approval
• Reading Lists
  • Being prepared: the list has been created but not published/sent to the library
  • Processing: the list has been published/sent to the library but is not complete
  • Complete: the list is complete (including copyright approvals, if necessary)
• Citations
  • Being prepared: the citation has been created but the list has not been published/sent to the library
  • Citation has a New File: a file has been added to a citation
  • Ready for processing: the list has been published/sent to the library and is ready for review
  • Copyright waiting for approval: the citation requires copyright approval, and the list has been published/sent to the library
  • Marked as broken: links to electronic resources that have been reported as broken

Note: items on the Tasks list often appear in more than one category, e.g., a specific citation may be included in the list for Citation has a New File and Ready for processing.

You can also see how lists are assigned by selecting Fulfillment > Reading Lists in the left navigation bar.

• View lists according to assignee using the tabs.
• You can sort and filter the lists, e.g., by Alert type, Status, or Assignee.

Find a Course in Alma

Course Reserves are managed under the Fulfillment tab in Alma.

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.

1. To find a course, use the top search bar. Set the first menu dropdown to Courses, then enter the course code in the search bar.

• From the list of search results, you can access the course's reading list(s) from the More Actions  drop menu > Reading List

Find a Reading List in Alma

You can also search for a reading list directly.

1. From the top search bar, set the first menu dropdown to Reading lists, then enter the reading list name or code in the search bar.
2. From the results list, use the More Actions  drop menu > Work On to open the Edit Reading List window. Clicking on the Code will open the same editing window.

Open a Reading List in Leganto

There are a few ways to open a reading list in Leganto.

• From the Edit Reading List window, expand the summary section by clicking the arrows in the bottom right. Then click View in Leganto.
  Note: if your browser window is small, the expand summary section arrow might appear below the page header.

• After searching for a reading list, find the list you're working on in the Reading Lists Task List. From the More Actions  drop menu, select View in Leganto.

Create a Course

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.

This option creates a new course from scratch. 

1. On the Courses page, select Add Course.
   

2. In the Course Information tab, add only the following the course information (confirm details using the course timetable):

   • ensure that the Academic Department is correct
   • Course code: e.g., 202305 ER 412 A01
   • Name: match the Course Code
     ​​​​​​​​​​​​​​Note: do not edit the course name and code on a course shell loaded from Banner. This will cause a sync error and create duplicate course shells in Alma.
   • Academic Department: Select from the menu
   • Processing Department: Select Course Reserves
   • Terms list: Select Fall, Spring, or Summer from the menu
   • Status: This field is Inactive while you are processing the course
   • Start date: one month earlier than the actual course start date
   • End date: one month later than the actual course end date
   • Year: e.g., 2023
   • Click Save

3. In the Instructors tab, add the instructor information:​​​​​​

   • Click + Add instructor
   • Enter the instructor's name in the box, then click on the appropriate name as it pops up
   • Click Add instructor

Duplicate a course

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.

1. Find your course on the Courses page and select Duplicate in the row list actions on the right side.
   

2. Enter the course and instructor information in the Course Information tab, following the Create a Course instructions above.

Term Start & End Dates

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 approximately two weeks to the start and end dates to allow time for processing lists and materials (refer to the Reading List Tracking Sheet for exact dates):

Start Dates

• Summer - Monday, 2nd week of April
• Fall - Monday, 2nd week of August
• Spring - Monday, 2nd week of December

End Dates

• Summer - Friday, 3rd week of September
• Fall - Friday, 3rd week of January
• Spring - Friday, 3rd week of May

Rollover 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.

Note: Once a reading list has been rolled over, the original list will no longer be available.

1. In Alma, find the Reading List you want to rollover
2. From the list's row actions menu , choose View in Leganto
3. In Leganto, from the List menu, select Rollover list
   
4. In the new Create a list window, delete the text (Rolled Over), update the date, and match the standard naming convention:
   • The format is 202305 SOCW 413 A01

     • 202305: year and term start month. In this example, the course starts in May of 2023

     • SOCW 413: course code

     • A01: course section

   • Note: sometimes an instructor will give a custom name to their reading list (e.g., the course title). For these, just ensure the date is correct if provided. Later, edit only the reading list code in Alma to match the above naming convention.

5. In the Link to course field, enter the new course code or name that you would like to roll over into and choose from the list of results
6. Choose an option for redirecting shareable links depending on the instructor's preference:

• No: shareable links to the old reading list will not redirect to the new list. Choose this option if an instructor is still actively using the original list, such as in a current course
• Yes: shareable links to the old reading list will redirect to the new reading list. This option may be preferred by an instructor if the older list is from a previous course that is no longer running, or has outdated content.

7. Click Advance Settings and ensure only the following fields are copied to the new list:

• Notes for students
• Tags for students
• Reading list collaborators
• Syllabus
• Tags for library
• Library internal tags
• Item statuses
• Copyright status (recalculate)
• Reading list status (Rolled Over)

8. Click Create list

Duplicate a Reading List

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.

1. Find the reading list you'd like to duplicate, click the row actions menu  and select Duplicate.
   
   Note: Changes to this new, duplicated reading list will not affect the original list.
2. Edit the details of the new Reading List as necessary.
   

• In the Code and Name sections, enter the Reading List's name. The information in these fields should be identical.
• The format is 202305 SOCW 413 A01
  • 202305: year and term start month. In this example, the course starts in May of 2023   
  • SOCW 413: course code
  • A01: course section
• For cross-listed courses, the format is 202305 SOCW 413 A01 x ADMN 447 A01 X CO
• Leave Status as Being Prepared
• Check that the Due Back Date matches the course end date (it should auto-populate)
• Click Save in the top right corner

3. Associate the new reading list with the appropriate course. From the reading list's row actions menu , select Associate this list with a course. The Courses tab displays the course(s) that the list is associated with.

• To delete an existing association, from the More Actions menu , choose Remove Association
• To add an association, click + Associate Course and enter the course code. Choose the correct course when it pops up.

Cross-List a Reading List to Another Section/Course

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. 

• If a cross-listed course is not appearing in Alma, the instructor may need to activate it by going to the course's Brightspace site and selecting Course Reserves from the Course Tools menu. It should then be visible in Alma.

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:

1. Search for the cross-listed course in Alma. The code for the course shell should include the individual course codes and end with X CO. For example, 202309 LING 397 A01 x 596 A01 X CO is the cross-listed code for 202309 LING 397 A01 and 202309 LING 596 A01.
2. Ensure that the Start and End Dates are correct. They are sometimes listed incorrectly for cross-listed courses.

Edit a Reading List

The following instructions explain how to add sections in a reading list in Leganto and sort reading list citations in Alma.

Add Sections in a Reading List

Reading lists must contain at least one section that contains the citations.

1. View the course's reading list, either by searching for the reading list in Alma and clicking the reading list code, or searching for the course and choosing Reading List from the course's row actions menu
2. From the reading list's row actions menu , choose View in Leganto
3. Click the + Add button in the top left then choose New s ection
   Note: If the reading list does not currently have any sections, click the New section button to get started.
4. In the Add new section pane, enter the Title of the section. Use the same naming convention that appears in the syllabus or course outline, if applicable
5. Choose to add this new section at the start of the reading list (First) or at the end (Last)
6. Click the Add button
   

Sort Citations in a Reading List

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.

1. View the course's reading list, either by searching for the reading list in Alma and clicking the reading list code, or searching for the course and choosing Reading List from the course's row actions menu
2. At the top of the Reading List, click the Sort By dropdown menu and choose the facet to sort by:
   

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.

Manage Collaborators

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:

• Owner - can add other collaborators to the list, edit and delete items, delete the entire list, rollover lists
• Collaborator - can edit the list but cannot delete the list or add other collaborators

Collaborators can be managed in Leganto or in Alma.

Add Collaborators in Leganto

1. Open the reading list in Leganto
2. Click List info in the list header
   
3. Click Manage collaborators to add collaborators or change permissions
4. Click + Add collaborators
5. Enter the name or NetLink ID of the person you'd like to add as a collaborator
6. Click their name to add them to the list
7. Choose privilege level: List owner or Can edit list
   Note: If you choose List owner, you will not be able to remove them or change back to Can edit list in Leganto. However, you can edit privileges or remove non-instructor list owners in Alma.
8. Click Save to send an email notification to new collaborators and update the list in Leganto.

Manage Collaborators in Alma

To add a collaborator in Alma,

1. Open the reading list in Alma
2. Select the Owners tab

3. Click +Add Owner in the table actions list on the right

3. Look up the individual's name or NetLink ID using the menu
4. Choose Collaborator from the pull-down menu
5. Check the send Email check box to send an email notification to individual
6. Click Add Owner

To remove a collaborator,

1. Open the reading list in Alma
2. Select the Owners tab
3. From the user's row actions list , click Delete then Confirm
   

To modify reading list privileges for a collaborator,

1. Open the reading list in Alma
2. Select the Owners tab
3. From the user's row actions list , click Edit
4. From the Edit Owner page, select an option from the Owner hierarchy drop-down list
5. Click Save Owner
   

Install the Cite it! Bookmarklet

One way of adding citations to a reading list is by using the Cite It! bookmarklet. This browser bookmark 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.

• Google Chrome: Click More   Bookmarks and lists Show bookmarks bar
• Firefox: 
  1. Click the menu button   More tools  Customize toolbar…
  2. Select the Toolbars dropdown menu at the bottom of the window.
  3. Select Bookmarks Toolbar and choose the menu option Always Show.
  4. Click the Done button in the bottom right.
• Microsoft Edge:
  1. In the menu bar, select Settings and more  then select Settings
  2. Select Appearance
  3. Under Customize toolbar > Show favorites bar, select Always

Follow the steps below to install the widget:

1. Login to Leganto
2. Click the Settings button the top right corner and choose Cite it! from the dropdown menu
   
3. In the new Cite it! pane, drag and drop the Cite It! button to your browser's bookmarks toolbar. Click Close.
   
   

Add Items to Reading Lists with Cite it!

Note: Add library materials with the Library Search option whenever possible to generate reliable, proxied links.

Add the Reading List to Your List in Leganto

To use the Cite it! bookmarklet, you must first have the reading list added to your Lists in Leganto.

1. With the reading list open in Leganto, click Add in the list header. A pop-up notification will indicate that the list has been Added to My Lists.
   
   Note: if you are an owner or collaborator on the list, it may already be in Lists and the Add button will not be visible in the header.
2. From the left sidebar, click the Lists button. At the very top, you will see the reading list just added. You can also use the search bar to find a specific list.
   Note: you can also remove reading lists from your Lists by clicking the List menu and choosing Remove from My Lists.
   

Add Resources with Cite it!

Before you begin, be sure you have added the Cite it! bookmarklet to your browser's bookmarks toolbar.

1. View your reading list in Course Reserves.
2. Open a new tab or window and navigate to the website you want to add.
3. Click the Cite it! button on your browser toolbar.
   
4. An Add this to my list pane appears containing the details of the resource.
5. Select the appropriate Type for your resource from the dropdown menu and check that the details are correct.
6. Ensure Add to: List is selected at the bottom of the pane.
7. In the Select or search a reading list menu, scroll and choose your reading list or enter its name to search.
8. In the Select or search for a section menu, scroll and choose the desired section for the resource or enter the section name to search.
9. Click the Add button to add the resource to the end of the chosen section.
10. Edit the citation in Course Reserves as needed.

Edit a citation

All citations added to reading lists should be checked and edited, since the system-generated metadata is not always correct.

Note: As a general rule, follow APA style when editing citation metadata.

Item types

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. 

• Article: articles in scholarly journals, including electronic and PDF versions of print articles
• Audio Recording: podcasts, CDs, interview recordings
• Book: print books
• Book Chapter: chapters or sections from print books (incl. book chapter PDFs) and eBooks, including reference entries
  • Note: All book chapters need a tag: Book for print book chapters (usually PDFs) or eBook for eBook chapters
• Case: court cases
• Case Study: published standalone case studies (most often in Business courses)
• Conference Paper: proceedings not published as articles
• Document: course outlines/syllabus, non-government white papers, annual reports, corporate handbooks, pamphlets, unpublished interview transcripts, handwritten instructor notes, technical reports, etc.
• E-book: eBooks, including eTextbooks
• Government Document: any level of government, any type of document produced by a government agency, incl. policy
• Image: standalone image files
  • Pay special attention to copyright, e.g., for works of art, stock images
• Legislation
• Newspaper Article: print or online newspaper articles
• Presentation: slide decks/PDFs of slide decks, videos of conference presentations/keynotes
• Score: sheet music
• Standards: online building codes, technical codes (print should be categorized as books)
• Thesis/Dissertation: doctoral dissertation and master's or undergraduate theses
• Video: library licensed videos, YouTube videos
• Website: websites, webpages, blog posts
• Working Paper

Metadata fields

• Title: Use sentence case
• Author: Follow APA style: Lastname, F., Lastname, A., & Lastname, B.
• URL: Do not remove the system-generated URL. To include direct links to book chapters, DOIs, or other links, do so in an additional field.
• Note for students: For eBook chapters, link to the complete eBook and enter the specific chapter/page numbers in this field.
• Duration (video and audio recordings): 00:00:00
• Publisher: For books, enter the publisher. For videos, the publisher is usually the platform (e.g., YouTube).
• Publication date: Year is required
• Edition: Use for 2nd+ editions only
• Journal Title: Use headline case: Title of the Journal
• ISSN: Enter if available (used to generate thumbnail)
• ISBN: Enter if available (used to generate thumbnail)
• Volume: Enter if applicable
• Issue: Enter if applicable
• Start Page and End Page: Enter if applicable
• DOI: Enter if applicable. Do not include the full URL (i.e., remove https://doi.org/ if present)
  Note: 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.
• Place of publication: Not required in APA 7th edition unless associated with a specific location (e.g., conference presentations)

Add files to a reading list

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 files must be assessed for copyright compliance and OCRd for accessibility purposes.

Note: Before scanning a resource, use Library Search to check whether we have an online version available. Instructors may not always check before requesting that a PDF is added to the list.

Items from Fernwood Publishing

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.

Step 1: Ensure copyright compliance

1. Check the fair dealing guidelines to ensure that the material can be reproduced under the guidelines. If in doubt, ask Inba.

Step 2: Prepare files

1. If necessary, scan the chapter or article, following the steps in the Scanning Instructions tab.
2. Add a cover page that includes the fair dealing statement. Templates are available in Teams > Reserves > Procedures > PDF Cover Pages.
3. OCR PDFs if necessary (e.g., if the instructor provided the PDF). Instructions also available at Adobe.com.
   1. Open the PDF in Adobe Acrobat Pro
   2. Select Tools > Scan & OCR
   3. From the top menu bar, select Recognize Text > In This File
   4. Click the Recognize Text button. Processing may take a few minutes
   5. Save and close the PDF
      

Step 3: Upload files

1. Open the reading list in Course Reserves
2. Click Add > Upload files
   Note: For scans of items in the library's collection, click Add > Search the library then Add & Edit.
3. Drag and drop a file or browse for a file on your computer
   Note: If you used Search the library, upload files under the item's Links & availability tab
   
4. Choose the appropriate Type (e.g., Book Chapter) and enter its Title
5. Specify copyright information
   1. For files other than book chapters (e.g., articles, presentation slides, lecture notes, etc.), choose Use of this resource complies with UVic's Fair Dealing Guidelines
   2. For book chapter PDFs, choose I would like the library to review this resource for compliance with UVic's Fair Dealing Guidelines and complete the copyright request form:
      1. The Start date and End date should match the course shell in Alma
      2. Enter a page range
         Note: Roman numerals cannot be entered (e.g., i-v must be entered as to 1-5)
6. Edit or complete remaining Item details as needed
7. Click Save or Add in the top right

Note: In the rare instance that the PDF contains a selection of pages from a chapter or article, follow this pagination style:

• If there are two distinct sections, enter the first range, e.g., 45-50 in the Start page and the second range, e.g., 55-60 under End page. This will display on Leganto citation level as 45-50, - 55-60.
• If there are more than two sections, add the additional sections to the first cell as necessary, e.g., Start page: 45-50, 52-53, End page: 55-60.

Add fulfillment notes

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.

1. Open the relevant item record and click Edit Item in the upper right corner
   
2. In the Edit Item screen, click the Notes tab and enter the Fulfillment note on the indicated line
   
3. Click Save in the upper right corner and exit

Edit an item's location

1. Click the Menu button within the citation and select Items
   
2. Click on the barcode of the item you need to change the information of. If the library holds multiple copies of the book, ensure that you click the correct barcode (the Location will be Reserve).
   
3. Scroll to the bottom of the page to the section on Temporary Location Information
   
4. Select your desired Temporary item policy and then scroll back up the page to click Save.
5. Check that the changes are now reflected in the citation by going to Fulfillment > Scan In Items and scanning the barcode

Return items to the stacks

After a course ends, all books that were moved to Reserves must be returned to the stacks.

1. Go to Fulfillment > Scan In Items
2. Click the Change Item Information tab
3. Under Change Type, select Restore
4. Leave the Check Requests box ticked
   
5. Scan or enter the barcode
6. The title should appear on the list below.

Remove print copies from a reading list

Note: These instructions apply only if an instructor wants to remove a library copy form their reading list. We do not remove citations when a course ends. Reading lists should be left intact for future courses. Please talk to the Reserves supervisor before removing a citation.

1. Change the item's location from Reserves to Main (see Return Print Copies to the Stacks).
2. Open the reading list in Alma and confirm that the item's citation shows one holding and that the Location is listed as main
   
3. To remove an individual citation, click its More actions menu button and select Remove
   
4. To remove multiple citations at once, select the checkbox for each citation that you want to remove

5. Select Remove Citations from the top actions list
   

6. Select Confirm in the Confirmation Message dialog box

7. Click Save.

Use the CZUR Overhead Book Scanner

Course Reserves staff will scan fair dealing amounts of print material (e.g., book chapters, articles, etc.) for any requested readings—required or optional/recommended.

If you need to scan a book from the Law Library, place a recall and enter the following in the Note field:

Book chapter to be scanned at McPherson Course Reserves for (course code). Requested by (your full name).

Step 1: Set up the scanner

1. Create a folder on the W: drive where you will save the scans, under CSCO > Scans
   Note: creating a folder later in the CZUR software tends not to work
2. Open the CZUR Scanner software from the desktop icon
3. Turn on the scanner using the switch at the back of the base
4. Click Scan in the bottom right corner
5. Click the file saving path icon in the top left and select the folder you created on the W: drive.

Step 2: Scan

1. In the Scan screen, set the colour mode to grayscale
   • If a colour scan is requested, select colour
2. Set the processing method to Facing Pages
   • If you're scanning a cover or a single page, select Flat Single Page
3. Adjust the lighting as necessary using the silver buttons
4. Align the spine of the book with the yellow dotted line
5. Use the yellow thumb grips to hold pages flat. The software will blur them out, so be careful not to place them too close to the text
6. Press the foot pedal to scan the page. Once the lights flash across the screen you can turn the page
7. Scan the title page, copyright page, and required section(s). If there are endnotes, scan those as well
8. Click Back on the top left to exit the Scan screen.

Step 3: Edit and save the scans

1. In the PDF creation screen, select the first image on the right-hand side. Check each image for blurring, missing text, or significant glare
   • To replace a scan, click Rep to open the Scan screen, then rescan the page(s)
   • You can also delete the scan and rescan the page, then reorder the pages later in Acrobat
   • To delete a scan, click Del
2. Select all of the scans, then click Export > Searchable text PDF to export OCRd PDFs
3. Select English > confirm
4. Save the file to the folder you created on the W: drive using the filename convention lastname_firstname_ch00_yyyy.pdf.

Troubleshooting

• The first scanned image doesn't complete: create the destination folder before scanning. Restart the program and select the correct folder.
• Blurred spots on scanned images: rescan the page with thumb grips farther away from the text, or without using the thumb grips if possible.
• Scans are too light or too dark: Adjust the lighting level on the scanner or the exposure setting at the bottom of the Scan screen.
• Scans contain glare: For glossy pages, switch to the mid-level light or try scanning without light.

Add a New PRI Record

1. Open the reading list in Alma and click Add Citation > Add Brief.
2. In the Citation Type pane, select Physical Book > Choose.
   
3. In the Resource Information section of the Quick Cataloging page, complete the following fields to create a brief record for the PRI:

• Title: Use full title in sentence case.
• Author: Use last name, comma, first name (e.g., Smith, John A.). Include only the first author.
• Edition: include the edition if not the first edition (e.g., 2nd ed.)
• ISBN: Include the ISBN if it is available
• Barcode: Enter but do not scan the barcode number from the barcode sticker we added (see Prep the PRI). Scanning will create an incomplete record.
• Publisher: Include the publisher if it is available.
• Publication date: Include the year published if it is available.
• Call number: Enter the PRI call number that you assigned (see Prep the PRI). Include the letters "PRI" then a space then the 5-digit number (e.g., PRI 17222). Do not indicate the copy ID here.
• Ensure the box for Suppress from Discovery is unchecked. This will prevent the PRI from showing up in Library search.
  

4. In the Citation Parameters section, choose Copyright Status > Approved and Material Type > Book.
   
5. In the Item Information section,

• Tick the box labeled Personal copy.
• Under Personal copy of, search for the instructor's name, NetLink ID, or email address.
  • Alma will change the item's location to Instructor Personal Copy. The instructor's name will be associated with the item location. All PRIs belonging to that instructor will be created in this same location.
• Enter the Barcode number but do not scan.
• Select the item format in the Material Type dropdown menu.
• Select the loan period in the Item Policy dropdown menu.
• Click Save in the top right of the page.
  

6. Move the PRI from the Instructor Personal Copy location to Reserves. Follow the same steps as you would for Library print copies (see Adding Library Print Copies).

Note: To add a citation for an existing PRI to a reading list, follow the steps in Edit an Item's Location. Then, specify the new reading list in the appropriate field.

Manage Additional Copies of a PRI

If an instructor provides multiple copies of the same PRI title, follow these steps.

Note: Each edition of a title must have its own distinct PRI call number. Multiple copies of a title will share the same PRI call number.

1. Prep all copies as per the instructions in Prep the PRI. Each copy will have a different barcode, but the same PRI call number.
2. If you have not already done so—and a record of the PRI number does not yet exist in Alma—create a new PRI record for Copy 1 as a Citation Brief in the reading list.

• Note: you can perform a search for the 5-digit call number in Physical items > LC Call Number to check for existing records.

1. If a record of the PRI number already exists and matches the title and edition, add it to the reading list by clicking Add Citation > Add Repository Citation.
2. Find the title in the Repository Search (you can use the same Physical items > LC Call Number search above if desired)
3. Tick the checkbox and click Select in the top right to add the citation.

3. Assign the first Copy ID.
   1. With the reading list's Citations tab open, click the citation's More actions menu on the right and choose Items.
      
   2. In the List of Items page for the Citation, click the row actions menu  on the right and choose Edit.
      
   3. In the General Information section of the Physical Item Editor page,

• Enter Copy 1 in the Copy ID field
• Enter but do not scan the first copy's barcode number in the Barcode field.
• Choose or confirm the Material type
• Choose or confirm the Item policy
  

4. In the Location Information section, enter the Item call number including the first copy signifier (e.g., PRI 17222 C.1). This will help distinguish PRI copies when making pick lists at the end of term.
   
5. Click Save in the top right to return to the citation's List of Items page.

Note: 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. 

4. Add the second copy.

1. Still on the List of Items page, click Add Item.
   
2. In the General Information section of the Physical Item Editor page:

• Enter Copy 2 in the Copy ID field
• Enter but do not scan the second copy's barcode in the Barcode field
• Choose or confirm the Material type
• Choose or confirm the Item policy.
  Note: you may choose a different policy for each copy (e.g., if the instructor requests that one copy has a 1 day reserve loan and another copy has a 2 hour reserve loan).

3. In the Location Information section, enter the Item call number including the second copy signifier (e.g., PRI 17222 C.2).
4. Click Save in the top right to return to the citation's List of Items page.

5. Repeat these steps for any additional copies.
6. All items for this PRI will now be grouped together with the same PRI Call Number and distinct Item Call Numbers indicating each copy.
7. Move the PRI from the Instructor Personal Copy location to Reserves. Follow the same steps as you would for Library print copies (see Adding Library Print Copies).

Returning a PRI

Note: Only the Course Reserves Supervisor is to process the return of instructors' private copies (PRIs).

PRIs must be restored prior to the Due Back Date assigned when they were initially scanned in. If the Due Back Date passes while the PRI is still in its temporary location, it will enter Transit status and will need to be manually scanned back in to the Instructor's Personal Library.

PRIs are returned to their owners at the end of the term (workload permitting)

• 1st week of June for Spring term
• 1st week of October for Summer term
• 1st week of February for Fall term

1. Generate a list of items in reading lists for the previous term using the Items on Course Reserves by Term widget in Alma
   • Click Open in a new window
   • Select the appropriate Course Term and Course Year
   • From the bottom of the table, click Export > Formatted > Excel
   • Open the file, then filter the Book Call Number to show only PRI call numbers
2. Retrieve the physical items on this PRI list from the course reserves shelves
3. Check the PRI list against the perpetual rollover list, found in the Perpetual Rollovers tab of the PRI Master Sheet. Perpetual rollover items are not returned to instructors—they are stored in the Course Reserves Supervisor's workstation until needed
4. In Alma, remove the item from its temporary location in course reserves
   1. Go to Fulfillment > Scan In Items
   2. Click the Change Item Information tab
   3. Under Change Type, select Restore
   4. Leave the Check Requests box ticked
   5. Scan or enter the barcode
   6. The title should appear in the list below
5. Contact the book's owner/department using the email address in the PRI Master Sheet, and record the date of contact in the Notes column. Use the following message, amending as appropriate: 

Dear X,
Our records show that you provided us with [one/several] texts for Course Reserves this past session.
[add the title of the book(s)]

Now that the session is over, we can

• Return the [item/items] by campus mail to your office or department (please let us know which)

• Hold [it/them] at the McPherson Library Ask Us desk for you to pick up

• Hold on to [it/them] for use in a future course

Please let us know your preference.

Thank you for making use of the Course Reserves service, and we look forward to working with you again in the future.

• If the faculty member would like to have the text returned to them via campus mail,
  • Package the text in an envelope listing the instructor name, department, and building room number
  • Place the package in the Campus Mail dropbox (in the Access Services office or in room 260) or in the Campus Mail bin in the Library Mailroom
  • Note the return date on the PRI Master Sheet spreadsheet
• If you are returning the book to the instructor, remove the call number label and Reserves tape from the book, if doing so will not damage the book. The barcode sticker can be left on in case the book is used in a future course. If you are storing the book for a future course, leave all stickers attached

Note: Occasionally, instructors will ask that we dispose of PRI copies that they no longer need. Most items can be placed on the cart next to Shelley Coulombe's desk for donation to Better World Books. Out of date or damaged items and reference works cannot be donated and should be put on the discards cart near the large table in Room 260.

Add Law Library Print Copies

1. In Alma, change the processing location to Law.
2. Create or rollover the course and reading list, following the steps in Edit a Course and Add a Reading list.
3. Follow the Add Library Print Copies instructions with the following changes:
   • In Alma, use Law - Reserve Room A116 for the temporary Location. This will add the book to Law staff's Pick From Shelf queue (Fulfillment > Pick From Shelf). They retrieve items processed by Course Reserves staff from the stacks, add stickers, and place them on the shelf
     
   • If the item is held at the McPherson library, pull it from the shelf and place it in the "rush / priority books" runner box (in the mailbox area) to be sent to the Law Library.
     • Include a written note that specifies the course code, instructor, and "Course Reserves"
     • Send an email to lawlib@uvic.ca to inform Law staff that an item is on the way
   • If the book is in the Law stacks, Law staff will retrieve it and move to its temporary location.

At the Law Library

Once the item is received at the Law Library,

• Law Library staff will scan the barcodes in Alma through the Scan In Items screen. This process closes out the temporary move request placed by CSCO staff and confirms the item is now in place in the Law Library.
• Law Library staff will add the necessary stickers and shelves the book in the Law Reserves room.

Note: When an item's location is changed to Law Reserves, it will appear twice in Alma: once with the location law and once with the location law-res.

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

1. Prepare and process the PRI following the instructions under Add Private Copies (PRIs)
2. Follow the instructions under Add Law Library Print Copies
3. 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
   • Include a note that specifies the course code, instructor, and "Course Reserves"
   • Send an email to lawlib@uvic.ca to inform Law staff that an item is on the way.

Note: 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). 

Digitizing Media Materials

Digitization requests will come to Music and Media through email or as a rush DVD request from cataloging.
 

Digitizing VHS & DVDs

VHS Tapes

1. VHS Tapes are digitized using the Elgato video capture card, for a step-by-step guide on using Elgato, please see the Elgato Capture guide in Connect.
2. Once the VHS has been digitized, the raw video file will often need to be re-encoded depending on file size. Re-encoding of VHS video files is performed through Handbrake following the Handbrake guide (Steps 1, 3, 4, 5, 7 for VHS).

DVDs

1. DVDs are ripped and re-encoded through Handbrake to produce a .mp4 video file suitable for streaming. Most DVDs can be ripped without issue; however, some will need to have copy protection cracked before ripping (see below). For settings and instructions on ripping a DVD using Handbrake, please see the Handbrake encoding guide.

Issues / breaking encryption

1. Decrypting: Some DVDs, especially those distributed by larger companies, may need to be decrypted before their contents can be copied to a PC. DVD Decrypter is software used for this purpose. In the event a DVD needs to be decrypted, notify ryang92@uvic.ca.
2. Closed captioning: By default, DVDs are ripped with closed captioning subtitles burned in. DVD or VHS rips that do not contain subtitles will be uploaded without. If subtitles are requested for a film that does not contain them, they can often be sourced online. However, it is best to notify Bill or Carol if we have recently purchased the film, as it may be possible to obtain subtitles through the vendor. When adding subtitles, check to ensure the subtitles are in sync with the voice. In rare cases, subtitles may need to be adjusted with software such as MKVToolNix.
3. Stitching: In some rarer occasions sections of films may need to be stitched together if we run into digitizing issues, this can be done through video editing software such as iMovie.

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.

Adding a physical media item to a reading list

These steps must be completed after a reading list has been created for the course.

1. Contact libmedia@uvic.ca and ask them to pull the physical DVD to the holding area at the AskUs desk. Pick it up before completing the next steps.
2. Go to Fulfillment > Resource Request >Scan In Items

3. Select the Change Item Information tab

4. Make the following changes:

• Change Type: Temporary
• Location: Music and Media - Reserve
• Due Back Date: Enter the Course End Date
• Reading List: Select the Reading List from the drop-down menu
• Item Policy: Select the four-hour loan period
• Check requests box should be ticked
• Scan or enter the barcode of the item
• Click Exit

5. Mark the Citation as Complete.

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.

• Search for the Reading List:
  • Select Reading lists and All in the drop-down menus on the top search bar. Type in the Course Code and press Enter. 

• Confirm that you are in the All tab for the Reading Lists Task List:

• Click the Reading List:

2. Select the items you processed for the Reading List:

3. In the Change Status drop-down menu, select Complete.

The Request Status for the selected citations should now be updated to Complete.

6. Mark the Reading List as Complete:
   1. Go to the Reading List Information section at the top of the page. On the Status menu drop-down, select Complete:

7. Click Save in the upper right corner.

Adding digitized materials to a reading list

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:

• Due to routinely updating our steaming links, films should be accessed through Courses Reserves to ensure they are being done so through the correct link.
• Access to streaming films is not guaranteed indefinitely, and the rights to stream many of our films are acquired on a temporary basis
• Renewing the rights to stream can take time; please let reserves@uvic.ca know in advance if you wish to use this film for an upcoming semester.

Thank you,

Rush DVDs Requests

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

Hiding & Un-hiding Films

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.

Setting citation status

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.

Completing the list

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:

• Go to the Reading List Information
• Click Status --> Complete

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

Note: You can check all the links as you build the list instead.

• In Leganto, from the reading list options menu, select View list as a student
• For every citation, check that there is a link and that it works. If any links are broken or do not lead to the resource directly, hide them from students by going to the menu next to the link and selecting Hide link.

Note: The order of the library links in Leganto do not always match the order they're displayed in the library catalogue. Sometimes the only working link is at the bottom of the list.

Publishing a Reading List

Reading lists typically remain in Draft status during construction. When a reading list is complete, it must be published to be visible to students. To preserve analytics accuracy, there are separate processes for lists prepared by library staff and those prepared by instructors.

Publish a List in Alma

For all lists built and processed by library staff, please use the following steps to publish a list.

Once the list has been processed (including copyright approval and link testing) and Status set to Complete,

1. Navigate to the Reading List Information pane.
2. Click the Publication List Visibility menu in the top right.
3. Choose Course Students.
4. Click Save in the top right.
   

Publish a List in Leganto

When an instructor has finished building a new list or editing a rolled over list, they can simultaneously send all items to the library for processing and publish the list for students.

1. View the reading list in Leganto.
2. Click the "My list is ready" button in the top right corner.
   

The instructor will see a message that says the list has been published and sent to the library for processing. In Alma, the list Status will have changed from Being prepared to Ready for processing.

Clicking this button creates a Request for Review timestamp in Alma, which is used to filter lists built by instructors rather than library staff. To maintain analytics quality, it is important that only instructors or their program assistants use the "My list is ready" button.

Once the list is processed and completed, should the instructor add further materials that require processing, the list status in Alma will change to Being prepared and a pop-up notification will tell the instructor that items have been submitted for processing.

Cancel a recall

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:

• If you search for a title and there is any number above 0 against Requests, this means that another patron has already placed a request and you will need to cancel theirs.
• Process the Recall following the instructions in Placing a Recall.
• Go to Fulfillment -> Monitor Requests & Item Processes
• Search for the book in the search bar at the top

Note: Selecting Requester and using Reserve as the search term will pull up a list of all items currently on Recall for Course Reserves.

• Find the record that you are looking for (the patron request for your title, check the Requester field to confirm) and select Cancel in the righthand side of the box.

• Select Item is needed for Course Reserves as the Cancellation reason.

• For the Cancellation note, enter the following:

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.

• Make sure Notify user is checked and click Confirm. This will cancel the patron’s recall and send them an email.
• If there are multiple patron recalls on a title, you will need to repeat these steps.

Note: Recalls can still be placed on books after we’ve placed a recall for Course Reserves. Once the item has been returned and the location has been moved to Temporary-Reserves then recalls are blocked.

Place a trace

• Use the same process as Placing a Recall, but use the Trace badge and add MISSING at the start of the Notes field.
• Add all of the same information as you would for a recall (course details, name of staff member requesting the item).
• As the book is not checked out, this process will route it to Pick From Shelf queue (under Fulfilment) and the Front Desk Staff will begin trying to locate the item.

Note: If the requested material cannot be located, the system will cancel the trace and send a Request Cancel Letter with details about the cancellation.

Pick up the item

When an item being traced is ready for pickup, the system will send an On Hold Shelf Letter with details about the item.

Note: Items traced from the Reserve Recall account will be placed on the Course Reserves shelf in the lower level sorting room, not the regular hold shelf as stated in the letter.

Cancel a hold

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

Overdue Course Reserves items

The Loan desk receives a daily auto-generated report showing all overdue items, including items on Course Reserves. Information about overdue items can be found on the Libraries' Fines page.

• If a Course Reserves item is overdue, a daily report will be sent to Inba titled Overdue Reserve Items – Daily Report. The report includes the patron's name, V number and the item information. 
• The course instructor is also notified that the item for their course is overdue and is therefore not available to other patrons, and that they will be notified when it has been returned. Personal information of who has the overdue item is not shared. 
• This report is sent every day until the item is either returned or loan desk staff mark it as lost.
• If a patron declares the item is Lost and paid for, it will be re-ordered. 
• While the item is still charged to a patron, we normally cannot re-order. If the item/book is essential we can place a request for it, however it is up to the Acquisitions Supervisor/unit to decide if it will be replaced. 
   

Loan desk procedures (for reference) 

• Day 1 – Patron is sent an Initial overdue notice 
• Day 3 - Overdue notice is sent (only for Course Reserve, recalled items and equipment) 
• Day 7 – Third Overdue notice is sent
• Day 21 - Overdue notice w/ warning about lost item replacement charges 
• Day 31 - Item given lost status ($30 lost item processing fees applied) 
• Day 37-45 - Replacement cost obtained by loan desk staff - patron is billed for replacement cost

Selection criteria for book orders

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.
• 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.

If an instructor is not able to access their reading list,

• Confirm that the instructor is listed as STAFF in Alma.

Investigating broken links

Note: Also see Troubleshooting for more possible steps to take. You can also point students to the Student Tips in the Course Reserves LibGuide: https://libguides.uvic.ca/c.php?g=734983&p=5333418

Users can flag links as broken in Leganto, which sends a broken link report to reserves@uvic.ca and adds a Marked as broken task to the Tasks list in Alma under Citations. The Course Reserves Supervisor investigates and can respond to students directly, if necessary.

To investigate a broken link,

• Click the Marked as broken task under Citations. This will open an Edit Citations window.

• Click the Alerts tab.
• Click the V# under Reporter. This opens up a Leganto Broken Links Report popup. If the user added a comment, it will be displayed here and can be used to help troubleshoot the issue.

• Click Cancel to close the popup so you can investigate the issue.
• Click the Reading List name. When it opens, click View in Leganto. It's best to open the link in a new tab.
• Click the Reading list options menu --> View list as a student.
• Click the citation, then click the link.
  • If the link works, resolve the alert and invite the user to follow up via reserves@uvic.ca (see below).
  • If the link doesn't work, troubleshoot the issue:
    • 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.
    • 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.
• Upon finishing your review of the link, return to the Alerts tab and click Remove.
• A popup will appear. To send a message to the user, keep the Notify user box checked. The default message template is Link resolved, with the message “We have resolved the issue. You can access the item using the link below.” 

• If your investigation indicated that the issue is likely on the user side, edit the message as needed, e.g., “Please ensure successful UVic network login. Link stable. If access concerns continue, please feel free to write us at reserves@uvic.ca for further troubleshooting or see here for troubleshooting tips: https://libguides.uvic.ca/c.php?g=734983&p=5333418."
• The user will receive a message that looks like this:

• If you don't want to send a message to the user, uncheck the Notify user box.

Course deferrals

When a course is deferred, students lose access to the Brightspace course. Arrangements are made with LTSI to grant students specialized access to course content while the course remains closed.

If students completing a deferral should lose access to a reading list via Brightspace, try sharing a direct link to the list:

1. Open the reading list in Leganto
2. Click the Share list icon in the header
   
3. Click the Copy shareable link to list button to copy a link to your clipboard
   
4. Paste this link in a draft email to the student or instructor
5. Test the link in the remote server (ask Inba for assistance)
6. If the link works, send it to the student or instructor.