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Collection Management Services

Course Reserves Overview

Staff in the Copyright Office assist with adding materials for course(s) into the Course Reserves management system. Instructors can email Course Reserves a syllabus or a reading list.

The infographic below provides quick tips on fair dealing guidelines for instructors.

 

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: 

  1. Provide citations to assigned HBR readings and direct students to retrieve the articles in Business Source Complete. 

  1. 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 

 

Print Reserves Workflow

 

Log into Alma here:

Link to Alma (Netlink Authentication): 

https://uvic.alma.exlibrisgroup.com/CAS 

Link to Library Search: 

https://search.library.uvic.ca 

In the top navigation bar, click the location tab 

  • Select your location from the drop-down menu. 
    • Confirm that your location aligns with the Course Reserves items you are processing. For example, when processing Course Reserves items for Law, be sure to switch your location to Priestly Law Library - Law Desk
  • Check Always show current location
  • Check Enable quick printing

screenshot of location selection window in Alma

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

 

Step 1 - Adding Course Information

You manage Course Reserves information under the Fulfillment tab.

screenshot of fulfillment tab in Alma

Courses should be added to Alma automatically through Banner. However, the start and end dates for the course will need to be manually changed.

 

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.

  • Select Fulfillment --> Course Reserves --> Courses 
  • Search for the course that you would like to edit. 
  • Click the name of the Course Code. 
  • Change the Start date and End date of the course to match the information in ARES.
  • Select Save. 

  • If you can’t find your course, select screenshot of add course button

 

You will now see the Manage Course Information window

screenshot of manage course information window

Under the Manage Course Information tab add the following information: 

  1. Course Code - e.g., ER 412 (this needs to match ARES course code exactly). 
  1. Section number – e.g., A01. 
  1. Name -  match the Academic Department name. 
  1. Academic Department – Select from the pull-down menu. 
  1. Processing Department – The only option is Course Unit, so this must be selected. 
  1. Terms list: Use the pull-down menu to choose fall, spring or summer. 
  1. Status: This field is Inactive while you are processing the course.  
  1. Start Date and End date: Match with the dates shown in the ARES course. 

 

NOTE: These are the only fields you need to complete. Don’t worry about number of participants or weekly hours – leave these at 0. Also ignore the Instructor and Campus tabs.

Click Save. The course shell is now complete. You are now ready to create a Reading List.

Step 2 - Creating a Reading List

Find your course in the list and click on the menu button on the right-hand side.

Select Reading List from the menu.

screenshot of list of reading lists in Alma

 

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

screenshot of add reading list box

Next, add the following information: 

  • Enter the Code - this should match the Course code combined with the section code e.g. ER 412 A01. 
  • Enter the Name of the course – Match the code above 
  • Under Status leave as Being Prepared.
NOTE: Status does not have any function in Alma, but will be used once Leganto is implemented.
  • For the Date Due Back, If you are creating the reading list from within the course shell, this date should auto-populate to match the course end date. If not, match the end date of the course in ARES.  
NOTE: A report will be run using this date to return the book from the temporary location back to the permanent location at the end of the course
  • Click Add and Close. You have created the Reading List for the Course. 

You are now ready to populate your Reading List. Please go to Citations.

NOTE: Once you have created a Reading List you can attach it to multiple sections and cross-listed courses. If you need to make any changes to the Reading List, you should create a copy instead of amending it as changes to the one Reading List will affect both courses.

There are two ways to add an existing Reading List to another Course or section: 

Option 1

In the Reading List, Click on the Courses tab above the citations. 

screenshot of course tab

You then need to select +Associate Course on the right-hand side of the tool bar and enter your course to search OR open the list of courses to select from. 

 

Option 2

From the Reading Lists Task List (the list of all Reading Lists), click on the menu button and select Associate this list with a course.

This then takes you to the Courses tab from Option 1 and the Reading List can be added to a Course from here.

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

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

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

  • Update the Code and Name to match that of the new course.
  • Match the Due Back Date with the course end date in ARES.
  • Click Save in the top right corner.

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

NOTE: Remember to associate this new Reading List to the appropriate Course.

 

Step 3 - Adding Citations to a Reading List

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

  1. You need to create the Citation in the Reading List
  2. You need to tell Alma that the item is being moved temporarily from the stacks to the Reserves Room.
NOTE: If you're adding a Citation to a Reading List for an item that is already on Course Reserves for the same semester, you can go to Adding Library Books - 2. If you need to add the Citation and create a temporary move to the Reserves Room, you should go to Adding Library Books - 1.

Getting started:

  • Click the course Code for the Reading List you want to work on.  
  • The Edit Reading List window will automatically open the Citations tab. 
  • 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: will allow you to conduct a search and select an item from the library’s inventory. 
    • Add Non- Repository Citation: we will NOT be using this option.

screenshot of add citation options window

Option 1

You have collected some books from the stacks. Now you need to add them to a reading list.

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

Screenshot of Alma fulfilment menu

  • Select the tab to Change Item Information

Screenshot of Change Item Information window

  • 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 Reserve. 
  • 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. 
  • Scan in the items you want to add to the reading list and click Exit once complete.
NOTE: You can apply different item policies to the items as you add them. Just change the option before you scan in the related item.

 

Option 2

This is a two-step procedure to add Citations to a Reading List. You can follow Step 1 if you just need to add the Citation to the Reading List, but the book itself is already in the Temporary location.

Step 1:

  • From within the Reading List, select Add Repository Citation
  • In the persistent search bar:   
    • Change All titles to Physical titles 
    • Change Title to Barcode 

  • Type the barcode or scan the barcode. If you type the code, do not include any spaces.
  • Select the Check Box next to the item
NOTE: You can use other search parameters here, but searching by barcode ensures that you bring up the exact title that you are looking for. 

Click in the top right corner.

  • The Citation has now been added to the Reading List.

Step 2:

  • Click the righthand menu button within the Citation and choose Manage Fulfilment Options.

NOTE: Under Requests you can see if the book is out on loan or if someone has put a recall for the title. 

  • Select the check box next to the item

NOTE: you can select multiple items here BUT you will have to apply the same item policy to each item (ie. 2 hour loan, 3 day loan, etc.). If the items have different loan periods, you’ll need to place the requests separately. 

  • Click Place Request from the toolbar 

  • Under Request Type choose Move temporarily 
  • In the Note field type Reserves 
  • Choose the Library location for the title e.g., Mearns-McPherson Library 
  • Under Destination Locations select Reserve from the pull-down menu 
  • Under Item Policy, choose the loan period for the book e.g., 3 day reserve item 
  • The Due Back date is inherited from the course end date 
  • Click Submit 
  • Go back to the Reading List

 

  • There should be a new alert attached to the item record. It shows that a Citation Move Request In Process 
  • Save your work 

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

  •  On the Scan in Items window, type the barcode or scan the barcode for the title 
  • Click OK 
  • In the pop-up window, it will tell us that the item has a temporary location 
  • Click OK, and Exit 
  • To check your work, click Fulfillment, and choose Reading List 
  • Choose the course assigned to you 
  • Select the title you were working on 
  • Click Set Complete 
  • Click Save

NOTE: Both workflows accomplish the same thing - citations are added to a reading list and the item record’s Temporary Location Information has been updated to show it is on Course Reserves. 

Item availability will show as:
This just indicates that there is a one-hour window to physically move the book from the shelves to the temporary reserves location.
                                     

Click on Add Citation and this time select Add Brief - this lets you create and add a brief record for an item.  

  • Select: Physical Book and click Choose. 

Resource Information: 

  • Enter the information into the form in order to create a brief record: 
  • Title – use full title in sentence case; do not use A, An, or The
  • Author – Use last name, comma, first name (i.e. Smith, John A.); use only ONE author
  • Barcode -  this is a sticker that we add to the front outside cover
  • Call number - PRI number generated by us; all copies of a title have the same PRI.

NOTE: You do not need to enter any further information. 
  • Make sure Suppress from Discovery is selected.
  • Citation Parameters: Leave as is. 

 Item Information:

  • Complete the following information:
    • Select Location: search Reserve. All materials should be saved under Mearns-McPherson – Reserve or under Priestly Law – Reserve depending on where they will be physically located. Do not use Music and Media – Reserve.
    • Barcode: Scan in Barcode on book  
    • Material Type: From the drop-down menu, choose the material (e.g. Book, DVD, etc.)
    • Item Policy: From the drop-down menu, choose the loan period.

  •  ​​​​​​​Click Save.

The item will now appear in the reading list.  

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.

Removing library copies from their temporary location

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

  • select the Change Item Information tab 
  • Select the Change Type to Restore 
  • Leave the Check Requests box ticked 

  • Scan or enter the barcode   
  • The title should appear on the list below.
  • You will then need to remove the Citation from the Reading List.

Removing 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 within 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 4 - Adding Alma titles to ARES

  • You can use the Alma plug-in to import the citation information for library titles.
  • Click on the first Voyager tab to open the plug-in. If you don’t see the below window, you have clicked the wrong tab.

  • Enter the title and click search (be as specific as possible to avoid a long results list).
  • Click the link for the title that you are looking for

  • If the citation is correct, click the Import button to pull the information into your record. If it is not correct, you can use the Back arrow to navigate back to the search results.

  • Click back on details to return to the item Details screen.
  • The Title, ISBN, Author, Publisher and Publication Date should automatically populate on the Details screen. If this information is incorrect, you may need to edit or add it manually.
  • Click on the Amazon Tab and do an author or title search.  Once you found the correct item, you can copy and paste any bibliographic information.
  • If the item cannot be found through Amazon, you can copy and paste the information from the Alma record that you just created.
  • General Information should be added as follows:

    • Ensure that the Visible to Students box is selected.
    • The Web Proxy box is NOT SELECTED for hardcopy items (box unchecked).
    • Item Type field.
      • Select Monograph for library books, PRI items
    • Call Number field.
      • Call number is entered for library books, and PRI items.
      •  Include c.1 or c.2 after the call number to reflect multiple copies.
      • NOTE:  creating multiple copies can be done by cloning the first item.
    • Document Type field
      • Hard Copy Reserve Item (Library Books, and PRI items)
    • ISxN field. Enter the ISBN for Books, PRIs
      • Format: enter numbers only. No dashes are necessary when entering the ISBN (e.g. 9780155045347). Either 10-digit or 13-digit ISBNs can be entered.
      • If the ISBN is not available on the book or through our catalogue, use the Amazon Tab to search for the book (ensure correct edition of book) to locate the ISBN.
      • If ISBN cannot be found, Add a Note to the item stating that the ISBN cannot be found.
    • Barcode: Scan or enter the barcode for the item.
    • Instructor Tags field
      • If requester, information may be added to reflect syllabus course readings (e.g. Week 1)

(instructors can also add their own tags)

    • Item Format field
      • When creating an item, or double-checking the Item Format, select the most appropriate item format (Book for hardcopy items), Other, Video etc.

Book Information should be added as follows:

    • Title: Title of Book
      • Format: Enter “A”, “An” or “The”, if at the beginning of a title
    • Additional Title:  Chapter Title or Article Title
      • Format: Enter “A”, “An” or “The”, if at the beginning of a title
    • Author/Editor
        • Format-One author: Last name, First name
        • Format-Multiple authors: Last name, First name; Last name, First name
    • Publisher: Book publisher (e.g. Oxford University Press)
    • Publication Place: Book information
        • Format: City, State/Province for US and Canada
        • Format:  City, Country for other countries (e.g. London, UK or Tokyo, Japan)
    • Publication Date: Enter year only
    • Edition:  e.g. 10th, 3rd
    • Description:  No information is necessary for this field for hardcopy

  • When all record information is complete, select Copyright Required and click Save. Route the record to Item Available at Reserve Desk.

Step 5 - Completing a Course

NOTE: This process isn’t required in Alma, but it will be in Leganto so we will start using it now. 

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. 

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

 

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. 

Placing a Trace or 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.

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.

 

  • 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.

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

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This work by The University of Victoria Libraries is licensed under a Creative Commons Attribution 4.0 International License unless otherwise indicated when material has been used from other sources.