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Collection Management Services

Information on Collection Management Services and Operations

Course Reserves Overview

Course Reserves Overview

The CSCO manages course reserves using Alma and Leganto, our online reading list platform.

Instructors can create and manage their own reading lists in Leganto, or they can email their course syllabus to reserves@uvic.ca and we'll create a reading list for them.

All course reserves materials must follow copyright and fair dealing guidelines. The infographic below provides quick tips on fair dealing guidelines for instructors.

A testing/sandbox course is available for testing and trying out Leganto features. To access it,

  1. Log in to Alma 
  2. Go to Fulfilment --> Courses and search for Course Reserves Testing
  3. From the menu, select Reading List

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.

Getting Started

Workflow overview

Preparing a course reading list involves four steps:

  1. Finding or creating a Course
  2. Adding Reading List(s) to the Course
  3. Adding Citations to the Reading List(s)
  4. Clearing copyright (if necessary)
  5. Completing and publishing the Reading List(s)

The diagram below shows an example reading list structure.

  • The team member (Alma Operator) finds two courses in Alma: Course 101 and Course 102
  • For Course 101, they create Reading List 1. For Course 102, they create Reading List 2.
  • Both reading lists include 3 citations. Once citation is shared by both lists.
  • Each citation is for an item. Items may be part of the library's inventory (physical or electronic resources available through the library catalogue). They may also be items that belong to instructors that are put on reserve for students to access (PRIs).

Setting location preferences

Log in to Alma.

In the top navigation bar, click the location tab  

  • Select Mearns-McPherson Library - Mearns-McPherson Desk from the dropdown 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.

screenshot of location selection window in Alma

Find a course in Alma

Course Reserves are managed under the Fulfillment tab in Alma.

screenshot of 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 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 --> Work On to open the Edit Reading List window. Clicking on the Code will open the same editing window.

Opening a reading list in Leganto

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

  • From the Edit Reading List window, from the menu in the right column click View in Leganto.

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

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 two weeks to the start and end dates to allow time for processing lists and materials:

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

Installing Cite It! Widget

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.

  • Google Chrome: Click More More and then Bookmarks and listsand then Show bookmarks bar
  • Firefox
    • Click the menu button Fx89menuButton and then More tools and then Customize Toolbar
    • Select the Toolbars dropdown menu at the bottom of the window.
    • Select Bookmarks Toolbar and the Menu Option Always Show.
    • Click the Done button.
  • Microsoft Edge:
    • In the menu bar, select Settings and more, then select Settings
    • Select Appearance
    • Under Customize toolbar, for Show favorites bar, select Always

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!

Image of CiteIt Bookmarklet

3. In the new window, drag and drop the Cite It! button to your browser's bookmarks toolbar. Click Save.

Step 1 - Adding Course Information (Required)

Edit a course

In most cases, the course will already exist in Alma and just needs to be edited.

  1. Select Fulfillment > Course ReservesCourses 
  2. Search for the course that you would like to edit
  3. Click the Course Code
  4. In the Course Information tab,
    • enter the term from the Terms list (Summer, Fall or Spring)
    • enter the Year the course is offered
    • Ensure that the Start date and End date for the course are correct
  5. In the Instructors tab,
    • Click + Add Instructor
    • Start typing the instructor's name and select the correct name when it pops up
If you don't know who the instructor is, search for the course in the Academic Calendar. You'll need to sign in to see instructor information.

      6. Click Save.

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.

  1. On the Manage Course Information tab, add the course information:
  • Course code: e.g., 202305 ER 412 A01
  • Name: match the Course Code 
  • Academic Department: Select from the dropdown menu
  • Processing Department: Select Course Reserves
  • Terms list: Select Fall, Spring, or Summer from the dropdown menu
  • Status: This field is Inactive while you are processing the course
  • Start and End date (see Term Start & End Dates)
  • Year: e.g., 2023
  • Click Save
Note: These are the only fields you need to complete.
  1. On the Instructors tab, add the instructor information:
    • Click + Add instructor
    • Start typing 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.

  1. Fill in the course and instructor information in the Manage Course Information tab, following the Create a course instructions above.

Step 2 - Adding a Reading List (Required)

Add a reading list

  1. Find your course in the list and click the menu option on the right.
  2. Select Reading List from the dropdown menu.

-screenshot of list of reading lists in Alma

  1. Click add reading list buttonand the Add Reading List window will open:

4. Next, add the following information: 

  • 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 crosslisted courses, the format is 202305 SOCW 413 A01 x ADMN 447 A01 X CO

  • Leave Status as Being Prepared
  • Check that the Date Due Back matches the course end date (it should auto-populate)
  • Click Add and Close

Create sections in a reading list

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

  1. View the course's reading list(s). You can do this by searching for the reading list in Alma or by searching for the course and choosing Reading List from the More Actions menu on the right.
  2. Open the reading list's More Actions menu and select View in Leganto
  3. Click New Section

  1. Enter the Title of the section. Use the same naming convention that appears in the syllabus or course outline, if applicable
  2. Click Create

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.

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 roll over

  2. From the list's More Actions menu, choose View in Leganto

  3. In Leganto, from the Reading List Options menu, select Roll Over list

  1. Start typing the course code that you're rolling the reading list into, 202305 ADMN 580. Select the correct course when it pops up
  2. Select the correct course when it pops up and click Roll Over

6. In the pop up window, delete (Rolled Over) from the Reading list name and click Roll Over

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. When viewing the reading list you'd like to duplicate, go to the More Actions menu and select Duplicate. 

NOTE: Changes to this new, duplicated reading list will not affect the original list.
  1. 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 crosslisted courses, the format is 202305 SOCW 413 A01 x ADMN 447 A01 X CO

    • Leave Status as Being Prepared
    • Check that the Date Due Back 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 More 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, select Remove Association
  • To add an association, select + Associate Course and start typing the course name. Select the correct course when it pops up.

Cross-list a reading list

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. E.g., 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
Sorting 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. At the top of the Reading List, click the drop-down menu Sort By 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.

 

Step 3A - Adding Online Resources

Add items from the library collection

Any reading list items that are part of the library collection can be added through the library catalogue (books, articles, eBooks, media, etc.).

Use the Library Search option to add items whenever possible since this generates stable, proxied links to library resources.
  1. Find the reading list in Alma and open it in Leganto.
  2. Click the Add items + button to open the Search panel and select Library Search.

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.

 
Book chapters

If you're adding an eBook chapter that isn't listed in the library catalogue, add the eBook instead. 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.

 
Articles from Harvard Business Review

Harvard Business Review (HBR) articles can be accessed online by current UVic students, faculty and staff via EBSCO’s Business Source CompleteNote: 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: 

  • Provide citations to assigned HBR readings and direct students to retrieve the articles in Business Source Complete. 
  • Use the Library's print HBR holdings as a source for copying and distributing fair dealing amounts of HBR articles as course readings via secure online access on Brightspace. To request scans please e-mail citations to reserve@uvic.ca 
 
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.

Add a PDF of a book chapter

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.

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.
Prepare the PDF
  1. Scan the chapter using the scanner in the sorting room and save it using this naming convention: FirstAuthorLastname_YYYY_TitleKeywords
    e.g., Goldstein_1987_TibetanWives
  2. Add a cover page to the PDF that incudes the fair dealing statement. Is there a template for this?
  3. OCR the PDF
    • Open the PDF in Acrobat Pro
    • Select Tools --> Scan & OCR
    • From the top menu bar, select Recognize Text --> In This File
    • Click the Recognize Text button. Processing may take a few minutes 

 
Add the book chapter PDF to the reading list
  1. Open the reading list in Leganto.
  2. Click the Add Items + button to open the navigation panel and select the Upload a File tab.

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 editing 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:

  • 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.

Editing citations

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

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

 

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. 

This list is under review. The fields listed here are all used in our current reading lists.

  • 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 from print books (incl. book chapter PDFs) and eBooks 
    • NEW! All book chapters need a tag: Book for print book chapters (usually PDFs) or eBook for eBook chapters
  • Case: court cases
  • Case Study: for business, published standalone case studies
  • Conference Paper: proceedings not published as articles
  • Dissertation: doctoral dissertation
  • 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
  • Presentation: slide decks/PDFs of slide decks, videos of conference presentations/keynotes
  • Reference Entry (needs to be checked)
  • Standards: online building codes, technical codes (print should be categorized as books)
  • Thesis: master's or undergraduate theses
  • Video: library licensed videos, YouTube videos
  • Website: websites, webpages, blog posts
  • Working Paper (needs to be checked)
Metadata fields (in progress)

Title: Use sentence case

Author: Follow APA style: Lastname, F., Lastname, A., & Lastname, B. Should we use full names instead?

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.

Student Note: 

Duration (video): 00:00:00

Publisher:

Publication Date:

Edition:

Journal Title:

ISSN:

Volume:

Issue:

Start Page and End Page:

DOI: 

Edition:

Publisher:

Place of Publication:

Add library materials using the Library Search option whenever possible since that generates reliable, proxied links.

Watch a short intro video on using the Cite It! widget

Add the Reading List to your list in Leganto
  1. Click the Sites main navigation menu at the top left corner. The Find Lists window will open up.
  2. Under Search List, type the course code, e.g., MECH 450.
  3. Change Publication Status to ALL.
  4. Select ADD next to the title of the reading list that appears.

 

Add resources using Cite It!

Before you begin, be sure you have added the Cite It widget to your browser toolbar. See instructions here.

  1. Find your course in the list.
  2. Click the menu on the right-hand side and select Reading List from the dropdown menu.
  3. Click the menu on the right-hand side and select View in Leganto.
  4. Open a new tab or window and navigate to the website you want to add.
  5. Click the Cite It! button on your browser toolbar.

  1. An Add this to my collection or List popup appears containing the details of the resource. 

  1. Select the appropriate Type for your resource from the drop-down menu and check the details are correct.
  2. Click Add to My Collection or List and select the Add & Close button.
  3. Edit the citation in Leganto as needed.

Step 3B - Adding Library Print Copies

Need to find a place to address ILLs

 

Create a Citation for the Book

There are two steps to adding an item to a Reading List:

  1. You need to create a Citation in the Reading List
  2. Then, you need to move the item temporarily from the stacks to the Reserves Room.

Step 1
  1. Click the course Code for the Reading List you want to work on.  
  2. The Edit Reading List window will automatically open the Citations tab. 
  3. Click + Add Citation 

Screenshot of Alma to add Citation

  • There are three options to choose from:
    • Add Brief: will allow you to create a brief citation for an instructor’s personal copy (I.e., PRI). 
    • Add Repository Citation (title from the library collection):
      • Move to Step 2 to add the title to its temporary location on Reserves.
    • Add Non- Repository Citation: we will NOT be using this option.

screenshot of add citation options window

  1. Proceed to Step 2 - Move to Temporary Reserves Location

Step 2 - Move Book to Temporary Location

Now you need to move the title to its temporary location on Print Reserves.

NOTE: If the item was Recalled and you've retrieved it from the Reserves hold shelf in the sorting room, you must cancel the hold before placing it on a Reading List. See the "Cancelling a Holdtab in Placing a Trace or Recall.
  1. Go to Fulfillment > Scan in Items (Under Resource Requests) 

Screenshot of Alma fulfilment menu

  1. Select the tab to Change Item Information

Screenshot of Change Item Information window

  1. Make the following changes to the fields: 
  • Change Type: Select "Temporary" 
  • Due Back: Enter the last day of the semester (taken from ARES).
NOTE: If you don't know the last day of semester, you can find this information where you search for the reading list
  • Location: Choose Reserves. 
  • Item Policy: Select the item policy requested by the instructor (e.g. 2 hour reserve item, 1 day reserve item). If not specified by the instructor, use the 2 hour option.
  • Reading List: Select the reading list from the drop-down menu or start typing the name of the reading list and select it when listed. 
  • Check Requests: Box should be checked. 
  1. Scan in the items you want to add to the reading list and click Exit once complete.
NOTE: You can apply different item policies for the items as you add them. Just change the option before you scan in the related item.

 

Include note about adding Reserves sticker, physically pulling the book and shelving it on the Reserves shelf by call number; Curric items have dewey number, file under C

fulfillment note acts as a pop-up message when an item is charged and discharged. Its function is to alert front desk staff of any important information or restrictions when loaning these items. 

To add a fulfillment note:

  • Open the relevant item record and click Edit Item in the upper right corner

  • In the Edit Item screen, click the Notes tab and enter the Fulfillment note on the indicated line

  • Click Save in the upper right corner and exit

 

  • Click the Menu button within the citation and select Items

  • On the next page, 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).

  • Scroll to the bottom of the page to the section on Temporary Location Information

  • Select your desired Temporary Item policy and then scroll back up the page to click Save.

Remove Library Copies from Temporary Reserves Location

As when adding a library copy, go to Fulfillment > Scan in Items (Under Resource Requests) 

  • Click Change Item Information tab 
  • Under Change Type select Restore 
  • Leave the Check Requests box ticked 

  • Scan or enter the barcode   
  • The title should appear on the list below.

Remove Citations from the Reading List
 

NOTE: You will remove a Citation from a Reading List if an instructor no longer wants to include the reading, but 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.

If the book is a library copy, the Citation record should just show one Holding and location will be back to MAIN. Again, the Availability allows one hour for reshelving.

  • If you are just removing one citation from the Reading List, you click on the Menu button on the right-hand side of the Citation and select Remove.

  • To remove multiple citations at once, select the Check Box for each Citation that you want to remove. 
  • Click the Remove Citations button from the toolbar.  

  • You will get a pop-up window asking you to confirm the deletion. Click Confirm
  • Click Save.

Step 3C - Adding Private Copies (PRIs)

Prep the private copy

When we receive an instructor's private copy (PRI) to place on Course Reserves, we need to prepare it for circulation in the Library.

  1. Assign a PRI call number:
    1. Choose a 5-digit number from the spreadsheet located in Microsoft Teams (Reserves -> PRIs -> PRI_Accession_Numbers_(v5.0)). Highlight the number you chose in green to show it's taken.
      • Note: If you have multiple copies of the same text, they will share the same PRI call number
    2. Write the PRI number vertically on a white rectangular sticker. If possible, place the sticker in a blank space on the book's spine. If there isn't room, place it on the front of the book.
  2. Add a scannable barcode sticker.
  3. Place a magnetic strip inside the book; this strip will activate the alarm at the front door if the book is taken without being checked out.
  4.  Place a protective piece of scotch tape horizontally on the book's spine in an unobtrusive spot and place a strip of red RESERVES tape over it. 
  5. Fill in the relevant info on the PRI takedowns sheet in Teams (Reserves > Files > PRIs > PRI master sheet)
Add a PRI (single copy)
  1. Within the course's Reading List, click Add Citation -> Add Brief. This lets you create and add a brief item for the record.
  2. Select the Physical Book ratio button and click Choose

  1. Fill in the following fields to create a brief record for the PRI; you do not need to add any further information:
  • Title. Use full title in sentence case
  • Author. Use last name, comma, first name (e.g. Smith, John A.); use only ONE author
  • Barcode. This is from the sticker that we add to the front outside cover
  • ISBN. Include the ISBN # if it is available
  • Edition - include the current edition of the work in hand
  • Publisher. Include the publisher if it is available
  • Call number. PRI call numbers are generated by staff (see TEAMS). All copies of a title share the same PRI.
  • Tick the box labeled Suppress from Discovery. (This will prevent the PRI from showing up in Library search.)

 

  1. Scroll down to the box labeled Citation Parameters. Select Approved in the Copyright Status dropdown menu.

  1. Scroll down to the box labeled Item Information
  • Tick the box labeled Personal copy
  • Under Personal copy of, search for the instructor's name
    • Note that for PRIs, Alma will redirect the title to the Instructor Person Copy library location. The instructor's name will be associated with the item location. All PRIs belonging to that instructor will be created in this same location.
  • Scan in the Barcode 
  • Select the item format in the Material Type dropdown menu
  • Select the loan period in the Item Policy dropdown menu
  • Click Save
  1. Finally, you will need to move the PRI from its home location (the instructor's name selected in Step 5) to its Temporary Reserves location. Follow the same procedure as you would for scanning in Library hard copies to move them to Reserves.

NOTE: When you find you need to place an existing PRI citation on a new reading list, follow Step 2 - Move Book to Temporary Reserves Location. Then specify the new reading list in the appropriate cell.

Add PRIs (multiple copies of the same text)

Use this procedure when an instructor provides multiple copies of the same text.

  1. Process the first copy according to the usual process for single copy PRIs. This will create a Citation for the item in the Reading List.
  2. Assign the item a Copy Id.
    1. On the PRI Citation you just created, click the breadcrumbs on the right and select Items from the menu.

  1. You are now in the List of Items screen for the Citation. Click the breadcrumbs on the right and select Edit

  1. In the General Information box,
    1. Enter Copy 1 in the Copy ID field
    2. Enter the first copy's barcode in the Barcode field 
    3. Click Save to return to the Citation's List of Items page.

Note: Each copy of the text will receive a unique Barcode sticker and Copy ID. The PRI call number (e.g. pri 17534) is shared between all copies of the same text. 
  1. Now we're ready to add the second copy.
    1. Still on the List of Items page, click Add Item.

  1. In the General Information box:
    1. Enter Copy 2 in the Copy ID field
    2. Enter this copy's unique barcode in the Barcode field
    3. Click Save to return to the Citation's List of Items page

4. Finally, you will need to move the PRI from its home location (the instructor's name selected in Step 5) to its Temporary Reserves location. Follow the same procedure as you would for scanning in Library hard copies to move them to Reserves.

Step 3D - Adding Law Library Copies

NOTE: All Course Reserves requests should go through reserves@uvic.ca. Respond to and copy 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."

Q: do we need to recast this so it's geared to our staff? Do the Priestly staff have access to this libguide?

Add Library Print Copies

  1. Change processing location to Law in Alma.
  2. Copyright Office (CSCO) staff will create or rollover the course and the reading list. Follow the instructions in the Section - Adding Library Copies, but incorporate the changes noted below:
  • In Alma, use Law - Reserve Room A116 for the temporary Location

This will add the book to Law staff's Pick From Shelf queue. Good idea to email them as well

  • If the book is in hand, CSCO staff place the book in the runner box (in the mailbox area) to be sent to the Law Library. If the book is in the Law stacks, Law staff will retrieve it and move to its temporary location.
  1. Law staff monitor the Pick From Shelf queue (Alma > Fulfilment > Scan in items). They retrieve items processed by Course Reserves staff from the stacks, add stickers, and place them on the shelf. 

 

Adding Private copies

  1. Any PRIs received at Law will be sent to Main to the lower sorting room Course Reserves shelf for processing.

  2. Course Reserves staff will create the holdings and item records (see procedures for Adding Private Copies (PRIs), then process as usual for Law Reserves items.

  3. CSCO staff will send the book back to Law when it's ready to place on the shelf. The book will be placed in the runner box to be sent to the Law Library. Law staff move to its temporary location.

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). 

Step 3E - Adding Music & Media Resources

Acquisitions requests for media resources

NOTE: All Course Reserves requests should go through reserves@uvic.ca. 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 Acquisitions 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.

  1. If item(s) is available online via the Libraries collection (e.g., Criterion, Kanopy, etc) or if they are accessible online (e.g., YouTube), CSCO staff will add links to the course reading list.
    • If permissions for the item(s) have expired, CSCO staff will flag it for Bill and Carol in the reserves email
    • With Kanopy items, flag them for Bill and Carol to ensure the license does not expire before the end of the semester.
  2. If the request is for an item(s) in the physical collection, send an email to Course Reserves (tagging Bill and Carol) to ask if a digital version is an option. If not, move to Step 3.
  3. If item(s) is available in the physical collection (i.e., in Music & Media):
    • CSCO staff will send the info to libmedia@uvic.ca (and Cc: reserves@uvic.ca)
    • Media staff will pull the items and place on hold shelve for CSCO staff to pick up
    • CSCO staff will process the items (on 4 hour loan) and add the citation(s) to the reading list
    • Upon completion the items will be returned to the media desk to shelve
    • CSCO staff will inform faculty/lecturers about the availability of the resource.

NOTE: If an item is available in the physical collection but the instructor wants a digital copy, that request should be flagged for Carol and Bill so that they can look for rights or if none are found, arrange to have the DVD 'ripped' and put on the server.

  1. If there is a request for a new media title
    • CSCO staff will flag it for Bill and Carol in the reserves email. They will review and decide on type of purchase (physical copy, streaming license, etc.)
    • Libmedia will process the physical or digitized resources
      • Libmedia will add the physical resources to the collection and also to the appropriate reading list.

Add note about ezproxy here?

 

Digitizing Media Materials

Digital 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. Close 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 successfully 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.

Add a physical media item:
  1. Email reserves@uvic.ca to request that a Reading List be created for the course. Provide the following information:
    • Course Code and Section
    • Term
    • Instructor
  2. Once the Reading List has been created, go to Fulfillment > Resource Request >Scan In Items

  1. Select the Change Item Information tab

  1. 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 the item[s] you want to add to the Reading List and click Exit once complete.
  1. Mark the Citations 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.

  1. 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:

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

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

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

  1. 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:

  1. Click Save in the upper right corner.

 

Contact libmedia@uvic.ca to ask them to pull/redirect the physical DVD to the holding area at the AskUs desk

Add a Citation to the 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.

Step 4 - Completing a Course

Overview

When we created the reading list, we left the status as Being Prepared. In order to complete the course, we now need to change the status to Complete. 

You can either mark your citations as Complete one at a time, or you can bulk process them. 

When a course is complete, contact 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. (Also add this to instructor facing libguide)

One at a time

The citation status will default to Being Prepared. Click on Set Complete on the right-hand side of the citation box and the Request Status will update. 

 

Bulk processing

On the left-hand side of the Citation list, click Select All. Along the bar, there is a drop-down menu under Change Status. Click this and select Complete. The Request Status for all Citations should now be updated. 

Finally, make sure your reading list is now set to Complete. 

Go to the Reading List Information at the top of the page. Click on the Status menu and select Complete. 

Every item in a reading list has to have it's Copyright Status set to Approved after all processing has been completed.

  1. Click the checkbox next to the title, and then chose an appropriate option form the Copyright Status pull down menu. As a default, all item are set at Not Determined, Choose one of the following options depending on the type of material sources:
  • Approved (books, ebooks, ebook chapters, links, open access journals)
  • Fair Use (PDFs of articles)
  • Self Declared (faculty created content)
  • Waiting for Approval (if you are still working on getting approvals).

 

  1. When working with PDFs, you have a few additional steps to complete after you've added the citation information.
    • Click Copyright Attributes and make sure that the Copyright Auditing Required checkbox has been selected.
    • Include information in the following fields to determine the percentage of the whole work used:
      • Required pages - From and To
      • Resources Total Pages
    • Once

  • The Total Required Pages is automatically populated
  • the Copyright percentage is also automatically calculated once the above two pieces of information is added.

 

  1. Kyle or Inba will approve permissions. Now everyone clears their own unless there's a question -- send an email or Teams message 

Setting a course to complete in Alma doesn't necessarily make all items complete; and sets status to Publish in Leganto.

Publishing a course when it's complete -- makes it visible to students. Note that setting courses to complete has implications for reporting.

Add a checklist for checking/hiding links, looking at student view

 

Placing a Recall or Trace

Place a recall

Sometimes we will need to place a book on Reserves that has been checked out of the library by a patron. In this case, we need to place a recall on the book.

  • Select Physical items and then search by Title, Permanent call number or ISBN.

  • Once you’ve found the correct item, click on the menu button on the righthand side of the record and select Request.

  • Request Type – select Patron physical item request

  • Requester – use one of the provided badges to scan or enter the barcode.

NOTE: use the Recall badge for recalling books, and the Trace badge for lost books.

 

  • Note – include the following information: course number and section, instructor name, any scanning details, name of staff member requesting the item
  • Pick-up – McPherson or Law
  • Click the Submit button

NOTE: Do not complete the Additional Request Attributes fields. This can conflict with the recall information.

 

You will get a message that the Recall was successfully placed.

 

NOTE: 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 TitlePermanent call number, or ISBN, which are shared between all the Library's copies. The Barcode is unique for each copy.

 

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 on the previous tab.
  • 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.

 

  • Any patron request for a book that is going on Course Reserves will need to be cancelled.
  • 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 in the Reserves Room. Please check with the Loan 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.

Cancel a hold

Once the 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

Ordering a Book via GOBI

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 always go for 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 e-book over print if it suits the courses’ needs, even if the e-book is more expensive. 

  • Order e-book 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. 

Add a bit of detail -- only supervisors should add items to cart. Acquisitions decides about whether to purchase an item-- we just relay requests. Add a bit about turnaway reports? Ok to request items that we don't have, esp if it's required.

Order a book

When an instructor wants to place a book on Course Reserves which is not in the library's collection, we can request that Acquisitions order it through GOBI. Send title(s) list to the Course Reserves Operations Supervisor to process the order(s).

Log in to GOBI using the Reserves account credentials: https://www.gobi3.com/

  1. Search for the book by ISBN and toggle to All Words to target specific results.
     


 

  1. GOBI will return a list of editions which match your query.
     


 

On the right side of each listing, you can click alternate editions to see all print and electronic versions available for order.
 


 

  1. Select the book you want by right-clicking the vertical bar on the left side of the listing. Click Add to Select Cart in the upper middle of the screen. 


 

The title is now saved in our Reserves Select Cart, visible only to Reserves staff. 
 

  1. When you are ready to finalize your order, click the Select Cart tab located in the upper-right corner of the screen.
     


 

  • Select your item (by clicking the vertical bar again) and click Enter Order Details.
     


 

  1. There are two order templates for Reserves: RESv1 for print and RESV1E for electronic.
    • Select the appropriate order template from the drop-down. Note that for e-books, you will also need to indicate the publisher you wish to use from a drop-down box.
       


 

  • If there are details Acquisitions should be aware of, note them in the Library Note section.
     

  • After you've filled in the fields above, press Select in the lower right hand corner of the window to finish submitting the request to Acquisitions.

Managing Collaborators

Manage Collaborators

Owners

The instructor is automatically the "owner" of a list. The owner / library staff can add a Collaborator who can also work on the list.

There are two privilege levels available:

  • Manager - can add other collaborators to the list, edit and delete items, or delete the entire list
  • Editor - can edit the list but cannot delete the list or add other collaborators

To add collaborators:

Option 1

  1. Open the reading list in Leganto
  2. Select Collaborators in the right hand panel and click Manage Collaborators

  1. Enter the name or email address of the colleague you'd like to add as a collaborator
  2. Click Send Invitation
  3. By default, the privilege for collaborators will be set to Edit. To change this to Manager, change the privilege level of your colleagues using the drop-down menu next to their name.

Option 2

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

  1. Click +Add Owner tab to the right

  1. Look up the individual's name using the menu
  2. Choose Collaborator from the pull-down menu
  3. Click in the check box
  4. Click Add Owner.
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