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.
Harvard Business Review (HBR) articles can be accessed online by current UVic students, faculty and staff via EBSCO’s Business Source Complete. Note: The license agreement for electronic copies of HBR articles prohibits their use "in electronic reserves, electronic course packs, persistent linking from syllabi or by any other means of incorporating the content into course resources."
Instructors have two alternative options:
Provide citations to assigned HBR readings and direct students to retrieve the articles in Business Source Complete.
Use the Library's print HBR holdings as a source for copying and distributing fair dealing amounts of HBR articles as course readings via secure online access on Brightspace. To request scans please e-mail citations to reserve@uvic.ca
Log into Alma here:
|
Link to Alma (Netlink Authentication): https://uvic.alma.exlibrisgroup.com/CAS Link to Library Search: |
In the top navigation bar, click the location tab 
These three parts must be completed to successfully put an item on reserve:
You manage Course Reserves information 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 Course Reserves Supervisor or Coordinator, Copyright & Publications will create the course.
| NOTE: Only the Course Reserves Supervisor or Coordinator, Copyright & Publications should create new courses in Alma. Please email reserves@uvic.ca to request that a course (or course section) be created. |
1. Select 
You will now see the Manage Course Information window
2. Add the following information:
| 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.
Find your course in the list and click on the menu button on the right-hand side.
Select Reading List from the menu.
Click 
and the Add Reading List window will open:
Next, add the following information:
| NOTE: Status does not have any function in Alma, but will be used once Leganto is implemented. |
| 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 |
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:
In the Reading List, Click on the Courses tab above the citations.
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.
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.
This will take you to a new window where you can edit the details of the newly created Reading List.
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. |
There are two parts to adding an item to a Reading List:
| 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. |
You have collected some books from the stacks. Now you need to add them to a reading list.
| 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 "Canceling a Hold" tab under Placing a Trace or Recall below. |
| 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 to the items as you add them. Just change the option before you scan in the related item. |
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.
| 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.
NOTE: Under Requests you can see if the book is out on loan or if someone has put a recall for the title.
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.
Go to Fulfillment > Scan in Items (Under Resource Requests)
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.
Resource Information:
| NOTE: You do not need to enter any further information. |
Item Information:
The item will now appear in the reading list.
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.
(instructors can also add their own tags)
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.
|
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." |
Law Course Reserves items
This will add the book to Law staff's Pick From Shelf queue.
Private copies for Law Course Reserves
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 Step 3- Adding PRIs), then process as usual for Law Reserves items.
Course Reserves staff will send the book back to Law when it's ready to place on the shelf.
|
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. The Music and Media Librarian and his team have access to this inbox and will approve licensing or due diligence clearance. "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." |
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.
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.
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.
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.
Ask us