Course Reserve Workflow

Setting up Course and Reading List

Add Course

Course Reserves →  Courses →  Add Course

Code: Course code (ex. MATH 244)

Name: Course name (ex. Linear Analysis)

Section: Course section (ex. 01) This is not a required field, but if different sections/instructors might have different reading lists, you will need a unique section for each so a good practice to always enter the section.                                                   

Processing Department: Select Access

Academic Department: Select appropriate college

Start Date: defaults to current date

End Date:  !!!DON’T FORGET TO ENTER THIS!!! Make this the date when you want all of the items to show up on the “pick from shelf” list and no longer be published to Primo.

Instructor: Search for instructor(s) from patron list and select. Then click “add instructor.”  If no specific instructor, can either leave that field blank. You CAN enter multiple instructors!

Save

Add Reading List

• Click on Actions next to the course and click on Reading List.
• Click on Add Reading List.
• Code: Use same as course code but it’s a good idea to append the section number to the course code as a general practice. This will be needed if you have different sections/instructors who will have different reading lists for the duplicate course), e.g. MATH 244-01
• Name: Use same as course name (ex. Linear Analysis)
• Status: Complete (Set it now so you don’t forget to change the status later.)
• Due Back Date: Leave blank. (It will be taken from the Course.)
• Add and Close
• Optionally: Click on Actions button and select “reassign." Chose your name and click ‘Assign To’ (This will make it easier to pull up on your reading lists.) 

Creating Brief Item Records for Personal Copies

If you want personal copies to show up on the “Pickup from shelf” list when the course is over, you will have to set them up in a permanent location and then “move” them to a temporary location in order for the due back date to trigger this move. The home location for the reserves can be a non-circulating, suppressed location as it will be used to keep inactive items that have been sent back to the instructor. This way you won’t have to create the item again the next time it is used. (But you’ll probably want to purge ones that haven’t been checked out.)

Course Reserves  →  Reading Lists

• Click on Actions button next to the reading list you want to add items to and click “work on.”
• Click on Add Brief.
• Default is Physical Book -- leave that alone and click “Choose”
  
  
• !!!Placement of new record: check INSTITUTION -- NEVER select Network!!!!!

Resource Information:

• Title: book title
• Author: book author
• Edition: book edition
• Call Number: use current call number structure for your intuition
• Do NOT enter barcode in this section! This is the bib level record. Barcode will go in at item level.
• Check Course restricted
• Suppress from Discovery should NOT be checked.

Item Information:

• Library: Select the appropriate library, e.g. Robert E. Kennedy Library
• Location: Select “Inactive”
• Public Note: Use this if the instructor asked to include note to students about the item
• Barcode: Scan in item barcode LAST because that will save the record or type in the barcode and click ‘save’

You should see the item in the reading list.

If you have multiple Copies of a Personal Item

Course Reserves  →  Reading Lists

On the Actions button, select “Work On”

Under the item you want to create a copy of, click on Items

On the Actions button, select Duplicate.

Assign Copy ID if desired.

Scan in barcode. DO THIS LAST because this will automatically save the item when you scan.

After you have all of the personal items created in the reading list, do the temporary move by using the Scan in Item funciton—just like you would do with Adding Library or  Created Personal Items

Adding Library or Created Personal Items to Reading List

• Resource Requests  →  Scan In Items  → Change Item Information
• Change Type: Temporary
• Location: Select checkout period (ex. 1 hour reserve)
• Reading List: Select reading list
• Place cursor in Scan Item Barcode and scan in the item.
• Due back date will default from Reading List

Exception Cases

Same Course Code—Different Instructor/Sections

As long as you are using section when creating course and appending the section to the reading list code, this should not be an issue.

Permanent Reserves

Note: Permanent reserves are not associated with any course. They are just moved to a temporary location which you will need to configure and set up TOU for. When doing the temp move, you can set a Due Back date if you know when it will come off Permanent Reserve. Otherwise, you can leave the Due Back field blank.

• Resource Requests  →  Scan In Items  → Change Item Information
• Change Type: Temporary (so they will revert to original location when off perm reserve)
• Location: Permanent Reserves
• Place cursor in Scan Item Barcode and scan in the item.