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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 in the Leganto knowledge base

Getting Started

Workflow overview

Preparing a course reading list involves five 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.

Adding Course Information

Edit a course

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

Note: We wait until course shells are available in Alma to build reading lists. 

  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

Note: 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.

  • Going forward, Cont. Studies click though from Brightspace to create the reading list
    • CS staff will create reading list before requesting roll over.

Adding a Reading List

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

Add sections in a reading list

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

  1. View the course's reading list(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

 

TO CHECK: Do we need to update reading list codes for rolled over lists?

TO CHECK: IF we have an ebook and a print book, do we classify it as an ebook or a print book

Item notes: visible to everyone?

APA: how to list editors?

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-listing 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.

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.).

Note: 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.

Note: Art history titles and children's books tend to be available as print books rather than eBooks.

Book chapters

For eBook chapters, add the entire eBook and add a Student Note listing the assigned chapter/page numbers. 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.

Chapters from EBA collections (eBooks from Taylor & Francis, Wiley Online Books, Cambridge University Press, and Oxford University Press) are leased and may become unavailable during the term. They are flagged in the catalogue as leased content.

For all chapters flagged as leased content, create a backup citation that includes a PDF of the chapter in case we suddenly lose access to the eBook. Hide this backup citation unless it's needed.
 

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
  1. Add a cover page to the PDF that incudes the fair dealing statement. Templates are available in Teams > Reserves > Files > Forms & Templates.
  2. 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 edit 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.

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

Item types

Start by selecting the appropriate item Type. The item type determines which citation metadata fields are available and how the citation is counted in Alma analytics. 

  • Article: articles in scholarly journals, including electronic and PDF versions of print articles
  • Audio recording: podcasts, CDs, interview recordings
  • Book: print books
  • Book Chapter: chapters or sections from print books (incl. book chapter PDFs) and eBooks, including reference entries
    • NEW! All book chapters need a tag: Book for print book chapters (usually PDFs) or eBook for eBook chapters
  • Case: court cases
  • Case Study: published standalone case studies (most often in Business courses)
  • Conference Paper: proceedings not published as articles
  • 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-bookeBooks, 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
  • 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
Metadata fields
  • Title: Use sentence case
  • Author: Follow APA style: Lastname, F., Lastname, A., & Lastname, B.
  • URL: Do not remove the system-generated URL. To include direct links to book chapters, DOIs, or other links, do so in an additional field.
  • Student Note: For eBook chapters, link to the complete eBook and enter the specific chapter/page numbers in this field.
  • Duration (video): 00:00:00
  • Publisher: For books, enter the publisher
  • Publication Date: Year is required
  • Edition: Use for 2nd+ editions only
  • Journal Title: Use headline case: Title of the Journal
  • ISSN: Enter if available, used to generate thumbnail
  • Volume: Enter if applicable
  • Issue: Enter if applicable
  • Start Page and End Page: Enter if applicable
  • DOI: Enter if applicable

Note: The DOI field is for the item citation only -- it does not affect the access link that is shared with students in the URL field.

  • Place of Publication: Use for books only

Adding items to reading lists using Cite It!

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

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  Getting Started > Installing the CiteIt! widget.

  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.

Adding Library Print Copies

Adding a print book to a reading list

There are four steps to adding a print book to a Reading List:

  1. Pull the book from the stacks
  2. Create a Citation in the Reading List
  3. Move the item temporarily from the stacks to Reserves
  4. Label the book and place it on the Course Reserves shelf
Step 1: Pull the book
  1. Locate the book and pull it from the stacks.
  2. If the book is not in the stacks, recall or trace it (see Placing a Recall or Trace).
Step 2: Create a citation for the book
  • Open the reading list
  • Click + Add Citation

Screenshot of Alma to add Citation

There are three options to choose from:

  • Add Brief: use this to create a brief citation for an instructor’s personal copy (PRI).
  • Add Repository Citation: use this to add a title from the library collection.
  • Add Non-Repository Citation: do not use this option.

screenshot of add citation options window

Step 3: Change the book's location to Reserves

Note: If the item was recalled and you've retrieved it from the Reserves hold shelf in the sorting room, cancel the hold before placing it on a reading list. See Placing a Trace or Recall > Cancelling a Hold.

  1. Under Resource Requests, go to Fulfillment Scan in Items

Screenshot of Alma fulfilment menu

  1. Select the Change Item Information tab.

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 (see Getting Started > Term Start & End Dates)
  • Location: Choose Reserve
  • Item Policy: Select the item policy requested by the instructor. If not specified, 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: Check the box. 
  1. Scan in the item (or type in its barcode). The item should appear at the bottom of the window.
  2. Click Exit.
Step 4: Label and shelve the book
  • Cut a red Reserve sticker to the appropriate length to wrap around the book's spine and place it just above the call number sticker.
  • Add 1 Day or 3 Day sticker to the spine cover if needed.
  • Place the book on the Course Reserves shelf by the Ask Us desk, according to its call number.
    • Curriculum items have Dewey Decimal numbers: shelve them under C.

Adding fulfillment notes

Any special notes or restrictions about a book on Reserve can be added as a fulfillment note. These notes appear as pop-up messages to front desk staff when an item is charged and discharged.

  • 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

Editing an item's location

  • 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.
  • Check that the changes are now reflected in the citation by going to Fulfillment --> Scan in Items and scanning the barcode

Returning items to the stacks

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

Go to Fulfillment --> Scan in Items.

  • Select 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.

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

  • First, change the item's location from Reserves to Main (see Return Print Copies to the Stacks).
  • Open the reading list in Alma and confirm that the item's citation shows one holding and that the Location is listed as main

  • To remove only one citation, click 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.

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:
    • 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
    • Write the PRI number vertically on a white rectangular sticker. 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. Add 1 Day or 3 Day sticker to the spine if needed.
  5.  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. 
  6. Fill in the relevant info on the PRI takedowns sheet in Teams (Reserves > Files > PRIs > PRI master sheet)

Add a PRI (single copy)

  1. Open the reading list in Alma and click Add Citation --> Add Brief.
  2. Select Physical Book --> Choose

  1. Fill in the following fields to create a brief record for the PRI:
  • Title. Use full title in sentence case
  • Author. Use last name, comma, first name (e.g. Smith, John A.). Include only the first author.
  • Barcode. Scan or enter the barcode from the barcode sticker we added (see Prep the PRI).
  • ISBN. Include the ISBN if it is available
  • Edition - include the edition, if applicable
  • Publisher. Include the publisher if it is available
  • Call number. Enter the PRI call number that you assigned (see Prep the PRI).
  • Check the box Suppress from Discovery. This will prevent the PRI from showing up in Library search.

 

  1. In the Citation Parameters box, select Copyright Status --> Approved.

  1. In the Item Information box,
  • Tick the box labeled Personal copy
  • Under Personal copy of, search for the instructor's name
    • Alma will change the item's location to Instructor Personal Copy. The instructor's name will be associated with the item location. All PRIs belonging to that instructor will be created in this same location.
  • Scan or enter 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. Move the PRI from the Instructor Personal Copy location to Reserves. Follow the same steps as you would for Library print copies (see Adding Library Print Copies.

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

Adding multiple copies of a PRI

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

  1. Process the first copy according the steps for single copy PRIs: see Prep the PRI.
  2. Prep any additional copies following the steps in Prep the PRI. Each copy will have a different barcode, but the same PRI call number.
  3. Add a citation for the item in the reading list: see Add a Citation for a PRI (single copy).
  4. Assign the first copy Copy Id.
    1. On the PRI Citation you just created, click the breadcrumbs on the right and select Items from the menu.

  1. In the List of Items screen for the Citation, click the breadcrumbs on the right and select Edit

  1. In the General Information box,
  • Enter Copy 1 in the Copy ID field
  • Scan or enter the first copy's barcode in the Barcode field 
  • Click Save to return to the citation's List of Items page.

Note: Each copy of the text will have a unique barcode sticker and Copy ID. The PRI call number (e.g. pri 17534) is shared between all copies of the same text. 

  1. 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 the second copy's barcode in the Barcode field
    3. Click Save to return to the Citation's List of Items page

4. Repeat these steps for any additional copies.

Returning a PRI

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

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

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

Now that the session is over, we can

  • Return the [item/items] by campus mail to your office or department (please let us know which)
  • Hold [it/them] at the McPherson Library Ask Us desk for you to pick up
  • Hold on to [it/them] for use in a future course

Please let us know your preference.

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

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

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

Adding Law Library Print Copies

Law Library requests overview

The Diana M. Priestly Law Library has a reserves room for print reserve items on Law reading lists.

Previously, Law Library Course Reserve requests were processed by the Priestly library. Now, all Course Reserves requests are processed by the CSCO team, but print resources are held in the reserves room at the Law Library.

The Priestly team will cc 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 Law Library Print Copies

  1. In Alma, change the processing location to Law.
  2. Create or rollover the course and reading list, following the steps in Adding Course Information and Adding a Reading list.
  3. Follow the instructions for adding library print copies in Adding Library Print Copies, with the following changes:
  • In Alma, use Law - Reserve Room A116 for the temporary Location. This will add the book to Law staff's Pick From Shelf queue (Alma > Fulfilment > Scan in items). They retrieve items processed by Course Reserves staff from the stacks, add stickers, and place them on the shelf. 

  • If the item is held at the McPherson library, pull it from the shelf and place it in the 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.

At the Law Library

Once the item is received at the Law Library,

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

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

A screenshot of a citation in Alma showing that it is located in two places.

Add Law PRIs

Any PRIs received at the Priestly Law Library will be sent to the McPherson library. They will be placed in the lower sorting room on the Course Reserves shelf for processing

  1. Prepare and process the PRI following the instructions in Step 3C - Adding Private Copies (PRIs).
  2. Follow the instructions at Add Law Library Print Copies.
  3. When the item is ready to be placed on the Course Reserves shelf, place it in the runner box to be sent to the Law Library. Law staff will move it to its temporary location.

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). 

Adding Music & Media Resources

Media requests overview

Previously, Course Reserves requests for media when through libmedia@uvic.ca. They should now all come through Reserves. The Media team will 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 requests workflow

  1. If an item is available via the Libraries collection (e.g., Criterion, Kanopy) or accessible online (e.g., YouTube), add the link to the course reading list as usual (see Step 3A - Adding Online Resources > Add Items from the Library Collection).
    • If permissions for the item have expired, tag the request email in the Reserves inbox for Bill and Carol
    • For Kanopy items, tag the request email in the Reserves inbox for Bill and Carol so they can ensure the license does not expire before the end of the semester.
    • Note: When adding streaming media to reading lists, ensure that the citation includes an ezproxy URL.

  2. If the request is for an item in the physical collection, send an email to reserves@uvic.ca to ask if a digital version is an option and tag Bill and Carol. If not, move to Step 3.
  3. If the item is available in the physical collection that is not available digitally:
    • Send the info to libmedia@uvic.ca (and cc: reserves@uvic.ca)
    • Media staff will pull the items and place on the hold shelf for CSCO staff to pick up
    • Process the items (on 4 hour loan) and add the citation(s) to the reading list (See Add Physical Items)
    • Return the processed item to the Ask Us desk
    • Inform the instructor that the resource is available from the Ask Us desk

If an item is available in the physical collection but the instructor needs a digital copy, arrange to have it digitized (see Digitizing Media Materials).

Requests for New Media Titles

  1. If an instructor requests a title that we do not have in the collection,
    • Tag the email request for Bill and Carol in the Reserves inbox. 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.

Digitizing Media Materials

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

Digitizing VHS & DVDs
VHS Tapes
  1. VHS Tapes are digitized using the Elgato video capture card, for a step-by-step guide on using Elgato, please see the Elgato Capture guide in Connect.
  2. Once the VHS has been digitized, the raw video file will often need to be re-encoded depending on file size. Re-encoding of VHS video files is performed through Handbrake following the Handbrake guide (Steps 1, 3, 4, 5, 7 for VHS).
DVDs
  1. DVDs are ripped and re-encoded through Handbrake to produce a .mp4 video file suitable for streaming. Most DVDs can be ripped without issue; however, some will need to have copy protection cracked before ripping (see below). For settings and instructions on ripping a DVD using Handbrake, please see the Handbrake encoding guide.

Issues / breaking encryption

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

Once a film has been ripped, check the film will play to the ending credits. When using the digitization station, films digitized with Elgato and/or ripped and encoded with Handbrake will appear in the W:\DVD folder. Films for upload to the streaming server will be placed in W:\temp\JD BS Uploads, in a folder with the current date, and Ben Sheaff notified to upload. Current films on for reserve are uploaded and/or un-hidden on the video streaming server, accessible at: https://webapp.library.uvic.ca/videos/index.php.

Adding a physical media item to a reading list

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

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

  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 or enter the barcode of the item
  • Click Exit
  1. Mark the Citation as Complete.

When Course Reserves created the Reading List, the status was left as Being Prepared. In order to complete the course, we now need to change the status to Complete.

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

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

  • Click the Reading List:

  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.

Adding digitized materials to a reading list

After confirmation films have been uploaded, they will need to be added to Course Reserves. Retrieve the link from the streaming server and add it to Course Reserves using the Adding Items from the Library Collection section of this guide.

Once the citation has been added to Course Reserves, faculty can be sent the following Reserve request complete template, in the libmedia@uvic.ca templates folder:

Hello _____,

Your reserves request for course ____ is now complete.

Please note the following important information:

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

Thank you,


Rush DVDs Requests

DVDs acquired through cataloging rushes will need to be further processed before putting into the collection. For end processing of DVDs please see the Processing New/Rush DVDs and CDs procedures

 

Hiding & Un-hiding Films

Films are not removed from the streaming server, they are hidden or un-hidden. Requests to hide/un-hide films can be sent to ryang92@uvic.ca.

Adding ILL Items

ILL requests for reading list items

If an instructor wants to include an item on a reading list accessible via interlibrary loan (ILL), they must place the request. When they receive the item, they can share it with us to add to the reading list or add it themselves for the Course Reserves team to review. 

Completing a Course

Clearing copyright

Every item in a reading list has a Copyright Status:

  • Approved (print books, online library resources, links, open access journals)
  • Fair Use (PDFs of articles that meet fair dealing guidelines)
  • Approved - Legal Exception (PDFs of book chapters that meet fair dealing guidelines)
  • Self Declared (faculty created content)
  • Waiting for Approval (if you are still working on getting approvals).

By default, library materials and external links are marked as Approved. Citations that include PDFs must be reviewed.

If you need to change a citation's copyright status,

  • Click the checkbox next to the title.
  • Choose an appropriate option form the Copyright Status pull down menu. 

Clearing copyright for journal article PDFs

For journal article PDFs,

  • Assess whether the material falls under fair dealing guidelines.
  • If it does, set the Copyright Status to Fair Use (the US equivalent to fair dealing).
  • If it doesn't, or you're not sure, post a message to the Reserves team in the Teams channel or ask Inba.

Clearing copyright for book chapter PDFs

To determine whether a book chapter or excerpt falls under fair dealing guidelines,

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

  • If the chapter does fall under fair dealing, click Save and Manage Approval.
    • From the Approval Requests List, click More Actions --> Work On.
    • Click Approve.
    • From the Approve the Request window, select Reason --> Legal Exception.
      • In Note, enter Fair Dealing.
      • Click Submit.
  • If the chapter does not fall under fair dealing, or if you're not sure, post a message to the Reserves team in the Teams channel or ask Inba.

Note: Entering the reason as Legal Exception indicates that the materials has been reviewed and falls under the fair dealing exception in the Copyright Act.

Setting citation status

Completing one citation at a time

The Request Status of each citation will default to Being Prepared. To change it to Complete for a specific citation, click Set Complete on the right-hand side of the citation box.

Completing citations in bulk

To change the Request Status for all citations in a list, on the left-hand side of the Citation list, click Select All. Click Change Status, then select Complete.

 

Completing the list

To complete a list, mark the list as complete in Alma and check that all the links are working in Leganto.

Set the list as complete in Alma

In Alma, reading lists that are being developed have the status Being Prepared. To complete a list, set all citations to complete, clearing copyright as necessary (see Clearing Copyright and Completing Citations). 

When all citations are set as Complete, set the entire reading list as Complete as well:

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

After completing a reading list, email the course instructor/administrator informing them that the task is complete and advising that they direct their students to use Brightspace to access the list: Course Tools --> Course Reserves.

Check the list in Leganto

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

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

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

  • From the top navigation bar, click Publish. This makes the list visible to students.

Placing a Recall or Trace

Place a recall

If an item that needs to be placed on Reserve has been checked out of the library by a patron, place a recall on the book. The patron will be asked to return the item.

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

  • Click on the menu button on the right-hand side of the record and select Request.

  • For Request Type, select Patron physical item request

  • For Requester, scan one of the Recall badges enter its barcode. This identifies  you as a member of the Reserves team.

Use the Recall badge for recalling books and the Trace badge for lost books.

  • For Note, include the following information:
    • course number and section
    • instructor name
    • any scanning details
    • name of staff member requesting the item

  • For Pick-up, enter McPherson or Law, as applicable
  • Click Submit.

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

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.

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

Note: The system will cancel requests if they exceed the request expiry date (30 days). If this happens, the system will send a Request Cancel Letter with details about the cancellation.

Pick up the item

When an item put on hold is ready to pick up, the system will send an On Hold Shelf Letter with details about the item. The staff member who placed the hold is responsible for picking up and processing the item.

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

Cancel a recall

Sometimes we will try to recall a book that already has a recall request on it. You will see this when you search for the title:

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

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

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

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

  • For the Cancellation note, enter the following:

This item is temporarily unavailable for regular loan as it is being put on Course Reserves. The item will be available on the Reserves shelf. Please check with the Ask Us Desk.

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

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

Place a trace

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

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

Pick up the item

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

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

Cancel a hold

Once a recalled item has been returned, it remains on hold for 7 days until whoever placed the recall comes to collect it. As our items are returned for Course Reserves, we need to cancel the hold.

  • Go to Fulfillment -> Scan in Items
  • Under the Scan it items tab, scan the item barcode
  • In the righthand menu select Cancel Request

Overdue Course Reserves items

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

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

Loan desk procedures (for reference) 

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

Ordering a Book via GOBI

Ordering books

When an instructor wants to place a book on Course Reserves that is not in the library's collection, we can request that Acquisitions order it through GOBI. Requests that come into the Reserves inbox are processed by the Course Reserves Supervisor.

Workflow:

  • The item is requested via the Reserves inbox.
  • The Course Reserves Supervisor finds the item in GOBI
  • The Course Reserves Supervisor adds the item to our Select Cart, enters details, then sends the item to Acquisitions for review.
  • Acquisitions reviews the selected item and decides whether to order the item and which edition to order.
To order a book (supervisors only)

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

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

     
  • 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. The numbers in parentheses show how many editions there are (e.g., (2P/2E) means there are 2 print and 2 electronic editions).



 

  • Select the book you want by right-clicking the vertical bar on the left side of the listing. Click Add to Select Cart to save the title in our Reserves Select Cart, visible only to Reserves staff. 
  • To view the items in this cart, click Select Cart.

Note: The Select Cart acts as a wish list of items that we are interested in ordering. 


 

  • When you are ready to proceed with the order, click the Select Cart tab.

     
  • Select your item by clicking the vertical bar again, then click Enter Order Details.​​​​​

  • 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. You can also enter the course name here for reference.
     

  • 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.

Selection criteria for book orders

Here are some tips and guidelines for determining which title to order:

  • Don’t be too concerned when choosing a print or electronic book option. Acquisitions will review our selections and choose the best access possible. If there are specific things they should be aware of in making these decisions—e.g., that this book is a duplicate copy, that there are x number of students in the course, that this title must be ordered as print, etc.—note them in the Library Note section of the Order Details screen.
  • Always order eBook over print if it suits the courses’ needs, even if the eBook is more expensive. 
  • Order eBook titles directly through the publisher (more stable) than ordering through an aggregator like ProQuest or EBSCOhost. 
  • When ordering print, choose paper over cloth option.

Resolving Access Issues

Troubleshooting steps

Point students to the Student Tips in the Course Reserves LibGuide: https://libguides.uvic.ca/c.php?g=734983&p=5333418

  • If student can't access course reserves list at all
    • Is the student present in the course shell? If not, add them.  
    • Does the list exist, and is it set to Published in Leganto? If not, publish the list.
    • Is the student accessing the list through Brightspace (Course Tools -> Course Reserves)?
    • Is the student using Safari? There is a known issue with Safari--direct them to use Chrome, Firefox, or Edge instead. 
    • Is the student's browser blocking third-party cookies? If so, they may need to adjust their browser settings.
    • Is the student enrolled in a Continuing Education course? If so, check whether their address is missing in Oasys.

Note: There have been instances of instructors sharing old links that point students towards the previous course reserves platform ARES. If this is the case, let the instructor know that students should access current lists through Brightspace.

  • If student can't access specific items (also see Investigating Broken Links) 
    • Is the item available in the list using Student View?
    • Is the library catalogue link broken? If so, contact esourcehelp@uvic.libranswers.com.
    • Is the link landing on the correct page (e.g., a journal index v. the intended article)? If not, rebuild the link/hide bad link
    • Is the item a PDF in a cross listed course? Copyright audit dates may be preventing access. Confirm correct dates for course shell and audit clearance 
    • Does the item have the necessary proxy? Items streamed via Kanopy and the UVic Webapp need proxied links. Use the ezproxy generator: https://www.uvic.ca/library/research-teaching/copyright/faculty/coursematerials/linking/index.php  
    • Is the student accessing the list through Brightspace (Course Tools -> Course Reserves)? If not, ask them to do so
    • Is the student receiving a 413 or 431 error or a "Request Header Fields Too Large" error? Direct them to clear their browser cache. 
    • Is the student's browser blocking third-party cookies? If so, they may need to adjust their browser settings.

Note: You can add DOIs as additional URLs in a citation, but do not replace the system-generated catalogue links with DOIs.

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

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

Investigating broken links

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

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

To investigate a broken link,

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


 

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


 

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

A screenshot of a popup box saying "Are you sure you want to remove this alert?"
 

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

A screenshot of an email a user receives after reporting a broken link that states the issue has been resolved.

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

Managing Collaborators

Managing Collaborators

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

There are two privilege levels available:

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

Collaborators can be added in Leganto or in Alma. The Leganto option is preferred because it allows you to change the Collaborator's permissions.

Adding Collaborators in Leganto
  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 person 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 using the drop-down menu next to the person's name.
Adding Collaborators in Alma
  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.

Note: Alma adds Collaborators as Editors. To give Collaborators Manager permissions, open the reading list in Leganto and edit their permissions (see Step 5 above).

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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.