The infographic below provides quick tips on fair dealing guidelines for instructors.
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:
In the top navigation bar, click the location tab
These three parts must be completed to successfully put an item on reserve:
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.
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".
Note: You may need to toggle on your browser's bookmarks toolbar to use Cite It! Location of the bookmark toolbar may differ depending on browser versions.
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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.
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 Head, CSCO will create the course.
Note: Only the Head, CSCO should create new courses in Alma. Please email reserves@uvic.ca to request that a course be created. |
To add a course:
This option creates a new course from scratch.
Note: These are the only fields you need to complete. Don't worry about number or participants or weekly hours; leave these at 0. |
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.
Note: If a course shell already exists, add the following additional information. |
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Click and the Add Reading List window will open:
4. Next, add the following information:
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
You are now ready to populate your 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.
Faculty may want to reuse a Reading List from a previous term.
In Alma, find the original Course Reading List you want to roll over
On the Options Menu, choose View in Leganto
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. |
Sorting Citations in Alma
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.
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.
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
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. |
NOTE:
If the instructor does not want to cross list their courses in the above manner, then populate the reading list in one course and duplicate it for the other course.
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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.
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:
Before you begin this activity, you will need to add the Cite It widget to your browser toolbar. See instructions here.
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:
NOTE: When dealing with PDFs we could be using the appropriate categories above e.g., book chapter, article, document, etc.
There are two steps to adding an item to a Reading List:
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 Hold" tab in Placing a Trace or Recall. |
NOTE: If you don't know the last day of semester, you can find this information where you search for the reading list |
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. |
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.
As when adding a library copy, go to Fulfillment > Scan in Items (Under Resource Requests)
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.
When we receive an instructor's private copy (PRI) to place on Course Reserves, we need to prepare it for circulation in the Library.
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.
Use this procedure when an instructor provides multiple copies of the same text.
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. |
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.
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."
Add Library Print Copies
This will add the book to Law staff's Pick From Shelf queue.
Adding Private copies
Any PRIs received at Law will be sent to Main to the lower sorting room Course Reserves shelf for processing.
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.
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). |
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."
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.
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.
Digital requests will come to Music and Media through email or as a rush DVD request from cataloging.
VHS Tapes
DVDs
Issues / breaking encryption
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.
When Course Reserves created the Reading List, the status was left as Being Prepared. In order to complete the course, we now need to change the status to Complete.
The Request Status for the selected citations should now be updated to Complete.
After confirmation films have been uploaded, they will need to be added to Course Reserves. Retrieve the link from the streaming server and add it to Course Reserves using the Adding Items from the Library Collection section of this guide.
Once the citation has been added to Course Reserves, faculty can be sent the following Reserve request complete template, in the libmedia@uvic.ca templates folder:
Hello _____,
Your reserves request for course ____ is now complete.
Please note the following important information:
Thank you,
DVDs acquired through cataloging rushes will need to be further processed before putting into the collection. For end processing of DVDs please see the Processing New/Rush DVDs and CDs procedures
Films are not removed from the streaming server, they are hidden or un-hidden. Requests to hide/un-hide films can be sent to ryang92@uvic.ca.
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 to 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.
Every item in a reading list has to have it's Copyright Status set to Approved after all processing has been completed.
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.
NOTE: use the Recall badge for recalling books, and the Trace badge for lost books. |
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 Title, Permanent call number, or ISBN, which are shared between all the Library's copies. The Barcode is unique for each copy. |
Sometimes we will try to recall a book that already has a recall request on it. You will see this when you search for the title:
NOTE: selecting Requester and using Reserve as the search term will pull up a list of all items currently on Recall for Course Reserves. |
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.
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. |
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
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.
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/
On the right side of each listing, you can click alternate editions to see all print and electronic versions available for order.
The title is now saved in our Reserves Select Cart, visible only to Reserves staff.
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:
To add collaborators: