Collection Management Services

Further information

1. Using Harvard Business Review articles in course readings 

Harvard Business Review (HBR) articles can be accessed online by current UVic students, faculty and staff via EBSCO’s Business Source Complete. Note: The license agreement for electronic copies of HBR articles prohibits their use "in electronic reserves, electronic course packs, persistent linking from syllabi or by any other means of incorporating the content into course resources."  

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 

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

Workflow overview

These three parts must be completed to successfully put an item on reserve:

1. Finding or creating a Course
2. Adding Reading List(s) to the Course
3. Adding materials (Citations) to the Reading Lists

Course overview

Course Reserves service is managed under the Fulfillment tab.

If you do not see the course you are working on in Alma, please send an email to reserves@uvic.ca and let us know. The Coordinator, Copyright & Digital Publishing will create the course.

Installing Cite It! Widget

The Cite It! widget enables you to collect resources such as website, videos, journal articles, etc. and import the links into your reading list or "My Collection".

Follow the steps below to install the widget:

1. Login to Course Reserves (NEW)

2. Click on your initials on the top right corner and select Cite It!

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

You are now ready to add websites to your reading list.

Add a course

To add a course:

This option creates a new course from scratch. 

1. On the Courses page, select Add Course.

2. On the Manage Course Information window, add the course information:

• Course code: e.g., 202305 ER 412 A01
• Name: match the Course Code 
• Academic Department: Select from the pull-down menu
• Processing Department: Select Course Reserves
• Terms list: Select Fall, Spring, or Summer from the pull-down menu
• Status: This field is Inactive while you are processing the course
• Start and End date
• Year: e.g., 2023
• Click Save

3. Add the instructor information

To 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. Fill in the course information in the Manage Course Information window per the To add a course instructions above.

Edit a course

1. Select Fulfillment > Course Reserves > Courses 
2. Search for the course that you would like to edit
3. Click the name of the Course Code
4. Add the following
   1. Add the term (e.g., Summer, Fall or Spring)
   2. Add the year the course is offered
   3. Click the Instructor tab > Click + Add Instructor > Type the name of the instructor and select their name
   4.  Ensure that the Start date and End date for the course are correct
5. Select Save.

Add New Section(s) to a Reading List

You have duplicated the reading list into the new course.

Next, you will have to manually build the sections) you will need to move the citations into. To do this step you will need to view the reading list in Leganto.

1. Click New Section tab in Leganto

2. Next, type the Title of the section. Use the same naming convention that appears in the syllabus or course outline
3. Click Create
4. Now you drag the citation into the relevant week.

Roll Over a Reading List to a New Semester

Faculty may want to reuse a Reading List from a previous term. 

1. In Alma, find the original Course Reading List you want to roll over

2. On the Options Menu, choose View in Leganto

3. Select Roll Over list from the Reading list menu options

4. Type the name of the new course code e.g., 202305 ADMN 580.
5. Select the new course from the drop down menu and click Roll Over

4. In the pop up window, delete the phrase (Rolled Over) in the Reading list name and click Roll Over

5. You will be notified that the reading list has been successfully rolled over.

Sorting Citations in a Reading List

Sorting Citations in Alma

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.

Duplicate Reading List to Another Course

If you want to use a Reading List as a template for a different Course, but you may need to add or remove any citations, you can create a duplicate of the orignial Reading List without affecting it.

1. Under Fulfillment --> Reading List, click on the menu on the righthand side of the Reading List you want to duplicate.

2. This will take you to a new window where you can edit the details of the newly created Reading List.

• In the Code and Name sections, enter the Reading List's name. The information in these fields will be identical.
  • The format is "202305 SOCW 413 A01"

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

    • SOCW 413: The course code

    • A01: The course section

• Match the Due Back Date to the end date of the course + one month
• Click Save in the top right corner.

You can now make any changes to this new Reading List without affecting the original Reading List.

Cross Listing a Reading List

Add a book chapter/article PDF

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. In these cases, we upload a file for the item. Course Reserves staff assess the documents for "Fair Dealing" copyright compliance. Staff will also ensure that the file is OCR'd.

Follow the instructions below to add the PDF file to the reading list.

1. Check the fair dealing guidelines to ensure that you are working within the guidelines.
2. Prepare the pdf before uploading to the reading list:
   • Add a cover page to the PDF, including the fair dealing statement.
   • OCR the whole document.
3. Find your course by searching for the Course Code in the top searchbar. 

4. Click the menu on the right-hand side and select Reading List from the drop-down menu.

5. Click the menu on the right-hand side and select View in Leganto.

6. Click the Add Items + button to open the navigation panel and select the Upload a File tab.

7. Drag and drop or click in the upload box to add the document.

8. The system attempts to pull all the relevant information from the file. Edit the item to add or modify any missing information. You may need to click More Item Details to view and complete some fields.

NOTE: In the rare instance that the PDF contains a selection of pages from a chapter or article, an alternative pagination style should be used. For example:

• A case with 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.
• A case where 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.

9. Use Add to List to insert the document into the appropriate section in the reading list.

10. Click Add to save and exit the uploader.

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

Step 1: Add the Reading List to your List in Leganto

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

6. Now you are ready to add citations to the reading list.

Step 2: Add resources using Cite It!

Before you begin this activity, you will need to add 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 drop-down 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

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

7. Select the appropriate Type for your resource from the drop-down menu and check the details are correct
8. Click Add to My Collection or List and select the Add & Close button.
9. You will receive a notice that the resource has been successfully added.

Note: The amount of information pulled in using Cite It! varies depending on the source used. Manual editing to improve the data may be required.

After you have added an item (ebook, articles, pdfs, etc.), click Edit to ensure that the correct Type label is chosen. Choose one of the following options depending on the format of the resources:

•  Article (e.g., peer-reviewed articles from databases, open access journals, newspapers, magazine?) 
• Audio recording (websites, audio platforms, ECHO)
• Book (print books) 
• Book chapter (etextbook subscription, open access book) 
• Case – court decisions (CANLII, HeinOnline) 
• E-book (etextbook subscription, open access book) 
• Document (policy, white paper, NGOs, Corporations handbook, pamphlets, presentations, personal copies, translations, etc.) 
• Government document (federal, provincial, etc.) 
• Thesis/dissertation (Thesis)
• Video (Youtube, library licensed) 
• Website (webpage, blog)

NOTE: When dealing with PDFs we could be using the appropriate categories above e.g., book chapter, article, document, etc.

Step 2 - Move Book to Temporary Location

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

1. Go to Fulfillment > Scan in Items (Under Resource Requests) 

2. Select the tab to Change Item Information

3. Make the following changes to the fields: 

• Change Type: Select "Temporary" 
• Due Back: Enter the last day of the semester (taken from ARES).

• 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. 

4. Scan in the items you want to add to the reading list and click Exit once complete.

A 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
 

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.

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. 

3. 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.)

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

5. 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

6. 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.

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

3. 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.

3. Now we're ready to add the second copy.
   1. Still on the List of Items page, click Add Item.

2. 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.

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.

• If the book is in hand, CSCO staff place the book in the runner box 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.

3. 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.

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

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

5. 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:

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.

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.

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).

2. 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.

3. Kyle or Inba will approve permissions.

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

• 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.

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

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.
    

2. 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.
 

3. 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. 
 

4. 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.
   

5. 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.