Middlebury

Difference between revisions of "Reserves Procedures"

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=== Electronic Reserves Processing  ===
 
=== Electronic Reserves Processing  ===
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==== Restoring an ERes page ====
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*Log into ERes with manager credentials; in Main Menu click on "Course Reserves Page"
 +
*In "Instructor" field, type in faculty member's last name. You can also search by "Course Number" (i.e. HIST0101)
 +
*Click the small box next to the correct course, then click "Modify Selected"
 +
*In "Step 1" box: adjust the "Course Number," "Term," and "Year." If "Instructors" need to be added/removed, do that as well.
 +
FYI: I always confirm the Course Name and Course Number via the [http://catalog.middlebury.edu/catalogs/view/catalog/catalog%2FMCUG online catalog]
  
==== Receiving new materials for electronic reserve  ====
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*In "Step 2" box: adjust the "Password" and the "Visibility Date Range"
 +
*Double and triple check your work -- the adjustments of dates and the password are critical details and will cause a lot of confusion if incorrect
 +
*Click "Save" on bottom of page
 +
*Go back into the ERes page to grab the stable link for the [http://mediawiki.middlebury.edu/wiki/LIS/Reserves_Procedures#Email_confirmation_to_faculty Email confirmation to faculty]
 +
*You will also want to check on any links to online articles included in the ERes page. This is the time to test them and make sure they're still stable. To do this: search by "Instructor" last name, then click the "Course Number," then click "Course Reserves Page" tab
 +
*If there are folders, click "Open/Close All Folders" to reveal the contents
 +
*Links will have a blue globe icon. Click on each one and make sure it brings you to the proper article. If it doesn't, the link will need to be updated
  
Faculty should submit photocopies for ERes by completing Copyright Clearance Permission Form
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====  Creating a new ERes page ====
 +
*Log into ERes with manager credentials; in Main Menu click on "Course Reserves Page"
 +
*Before creating a new page, first search under the Instructor's last name to make sure the page doesn't already exist from a previous semester. If it does, it may be best to simply restore the page (ask the faculty member what they'd like us to do).
 +
*Also, searching under their name will reveal if they've used ERes before. If they haven't, we'll need to add their name to the system before creating a new page; it's the same for new academic departments, or departments that have changed their name -- these adjustment must be made first before creating a new ERes page (more on this [http://mediawiki.middlebury.edu/wiki/LIS/Reserves_Procedures#Create_a_new_instructor_or_department_in_ERes here])
 +
*Now: Click on "Add Course Page" and enter all info in "Step 1" -- and remember to make the formatting consistent with all other pages
 +
*In "Step 2": enter password, choose "Visibility Date Range" and disable the "Discussion Board" and "Chat Room." Leave the "Document Ordering" on "Alphabetic" unless the faculty member has requested otherwise
 +
*Click "Save" on bottom of page
  
Place incoming forms and photocopies on shelf in reserve area labeled "incoming"  
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===== Add a new instructor or department in ERes =====
 +
'''New instructor'''
 +
*From ERes "Main Menu," click "Accounts"
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*If you're not sure whether they're in the system, you can click "Show Search Options" then search under "Last Name" (not "username")
 +
*Once you've confirmed they're definitely not in the system, click "Add Account"
 +
*"Step 1": Look up their username in Mill, and enter it into "Username" box. Then enter a password and password confirmation. Finally, enter their First Name, Last Name, and choose the group (usually "Faculty" unless they've asked to be an administrator). Administrator instructions are [http://mediawiki.middlebury.edu/wiki/LIS/Reserves_Procedures#Administrator_privileges_in_ERes here]
 +
*Step 2: Paste in their email address (from Mill) and click "Save"
  
Reserves staff will review submissions, checking for copyright, hightlight author/title on the form, and organize articles in order as they appear on the ERes form.
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'''Instructor name change'''
 +
*When an instructor's name changes, and they're already in ERes -- From "Main Menu," click "Accounts" then search under "Last Name"
 +
*Click the box to the left of the name, then click "Modify Selected"
 +
*Adjust the username, first name, last name -- whatever needs to be changed, then click "Save"
  
Materials will next be placed on "to be scanned" shelf.  
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'''New department'''
 +
*Academic departments will change names (or brand new departments are created) occasionally
 +
*From "Main Menu," click "Departments"
 +
*The "Department Name" is the full name; the "Abbreviation" is the official College abbreviation. When in doubt, check the [http://catalog.middlebury.edu/offerings/search/catalog/catalog%2FMCUG/term/term%2F201390 course catalog]
 +
*Click "Add Department," fill in Name and Abbreviation, then click "Save"
  
Students will pick up materials and create the PDF files (see Scanning and Mark-up proceedures)
 
  
After creating scanned files, students will place hard copies on shelf labeled "scanning complete"
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==== Administrator privileges in ERes ====
  
Reserve staff will add documents to the Docutek ERes system, and hard copies will be placed on "to be checked" shelf
+
We encourage faculty members to become administrators of their own ERes pages. Administrator privileges allow faculty to:
  
Students will check documents on ERes pages.
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*Access all ERes pages and documents they've used in the past
 +
*Add/remove/adjust any readings needed for the current semester
  
==== Scanning Documents  ====
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'''To set up admin privileges for a faculty member:'''
  
*Type in the department ID (posted on wall behind photocopier)
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*From ERes "Main Menu," click "Accounts"
*Press "ID" on the photocopier control panel
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*Click "Show Search Options" and search by "Last Name"  
*On top of screen select/press "SEND"  
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*Click the box to the left of the name, then "Modify Selected"  
*On bottom of screen the "ONE TOUCH BUTTON" tab should be visible. If not select/press this tab.  
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*The username should match the faculty member's College username -- this can be found in Mill. Then pick a password. FYI, the password can be changed as soon as the faculty member logs into ERes for the first time
*Select/press "ERES"  
+
*For "Group" you need to select "Faculty Administrators"  
*Load paper on the top feeded of the photocopier. Insert copyright statement page as first page of document (choose copy with same orientation - horizontal vs. vertical - as the photocopies. Be sure the originals are FACE-UP and that any staples or paper clips have been removed
+
*Click "Save"
  
- If the original document is double sided, on the right hand side of the screen, select/press the 2-SIDED ORIGINALS button. Select "BOOK TYPE" and hit "OK".
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'''Email to faculty member re: admin privileges'''
  
*OPTIONAL: Name the document (if not: documents will be identified in Bearcat/manager server by a long series of numbers) select/press "SEND SETTINGS" on the bottom right hand corner of the screen. Select/press "SEND DOC NAME". Type in the author's last name_title of the article. Select/press "OK". Select/press "DONE"
+
The email will be the starter kit for administrators. An example is below:
*Now you are ready to begin the scanning. Click on the big GREEN circular "START" button on the photocopier control panel
 
*Once the document finishes scanning, it will automatically be sent to the "Bearcat" server.
 
  
==== Marking up with eCopy  ====
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Dear [faculty member]
  
*ERes computer station, log-in as "libres1" password is old circ password.  
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I've made you an administrator in the EReserves system. Here's how to get started:
*From "my computer", open "manager on bearcat" drive
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*Select eCopy file (unless files are named when scanned, they will be named by random numbers and will be in order of the time they were scanned)
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Click on this link: [http://eres.middlebury.edu/eres/login.aspx http://eres.middlebury.edu/eres/login.aspx]
*To rotate:
+
 
 +
And use the following log in credentials:
 +
 
 +
Username: xxxxxx
 +
 
 +
Password: xxxxxx (please feel free to change this password once you log in)
 +
 
 +
The following documentation will show you how to add/remove ERes readings:
 +
 
 +
[http://mediawiki.middlebury.edu/wiki/LIS/Reserves_Information_for_Faculty#Learn_to_manage_own_ERes_page http://mediawiki.middlebury.edu/wiki/LIS/Reserves_Information_for_Faculty#Learn_to_manage_own_ERes_page]
 +
 
 +
I'm also happy to offer a brief tutorial over the phone or in person if that would be helpful.
 +
 
 +
 
 +
 
 +
===== For Faculty: Permission to manage own ERes page =====
 +
 
 +
Contact [mailto:libres@middlebury.edu libres@middlebury.edu] to set up an ERes administrator account. We will create your ERes pages (or restore previously used coursepages), and show you the management functions of ERes. Administrative privileges allow you to view your previous ERes pages, restore your old documents to current pages, add new documents and links, and create folders to organize your pages. You will also have the ability to view statistics to see how frequently specific items are being accessed within your ERes pages.
 +
===== For Faculty: Learn to manage own ERes page =====
 +
 
 +
====== Add a new PDF to ERes ======
 +
 
 +
Go to [http://eres.middlebury.edu/eres/login.aspx this link] and log in with your personal admin credentials.
 +
 
 +
You should then see your ERes page listed. Click on that page, then click on “Documents and Copyright.”
  
Select View All from toolbar
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Then click “Add document” then “Add a new document.”
  
Select Rotate Left or Rotate Right from toolbar
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Then enter in the basic info about the reading (author/title) into the "Title" box ("Title" is in red). Go to the very bottom of the page and click "Apply." This simply saves your work so you can then navigate away from the page to grab the pdf and attach it.
  
*To mark-up:
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*You may also fill in "Step 2: Provide Optional Information" section before clicking "Apply," but it's not required. Please do NOT fill in "Step 3: Course Specific Settings" (it's unnecessary and will cause confusion when restoring the ERes page in a future semester)
  
Select first page and select lenght on toolbar to fit file on one page
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Next, click on "Attach Files" (found in the "Step 2: Provide optional information" box).
  
Select markups from toolbar
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This takes you to a page where you will click on "Transfer File(s) to Server" (top of the page) and then you can browse and select a file from anywhere on your computer.
  
Select whiteout (be sure to select the white one and not the black one)  
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*Please make sure your file follows proper naming conventions, e.g. does not contain "special characters" (commas, etc.)  
  
Draw a box around dark photos or black lines and cleanup document, please leave pencil drawings and light photos
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Once you've selected the file, click "upload" and then click "done." This will take you back one page, where you simply say "done" again. This will send you back to the page where you originally typed in the author/title info -- scroll to the bottom of the page and click "Save."
  
Hit Enter
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====== Add a new link to ERes ======
  
Select "next" and continue until all pages are clean (*HINT* be careful as mistakes cannot be undone)
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Go to [http://eres.middlebury.edu/eres/login.aspx this link] and log in with your personal admin credentials.
  
*To add bib information:
+
You should then see your ERes page listed. Click on that page, then click on “Documents and Copyright.”
  
If file does not contain bib information, using the markup tool, select text
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Then click “Add document” then “Add a new document.”
  
Cursor will change, and now you can enter text information on first page of document
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Then enter in the basic info about the reading (author/title) into the "Title" box ("Title" is in red).
  
*To export file
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Then, in "Step 2: Provide Optional Information" -- click on "Web Link" and paste the url into the box. There is a green button next to the box which will allow you to test the link.
  
Select "export"  
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*Please do NOT fill in "Step 3: Course Specific Settings" (it's unnecessary and will cause confusion when restoring the ERes page in a future semester)
  
Check box to create searchable text Make markups permanent by selecting "ALL" from pull down box
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Then, scroll to the bottom of the page and click "Save."
  
Name file authorlastname_onewordoftitle
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Please note that creating a persistent (unbreakable) link can be tricky, and will vary from one database to the next. Please see the [http://mediawiki.middlebury.edu/wiki/LIS/Reserves_Procedures#Creating_Persistent_Links Persistent Links] documentation for help.
  
Export file to manager drive
+
====== Add a previously used document to ERes ======
  
*Close eCopy document. Do not save changes. Delete eCopy file.
+
For a document that is already in the ERes system from a previous semester:
*File will now be in PDF format
 
  
==== Creating Persistent Links  ====
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Go to [http://eres.middlebury.edu/eres/login.aspx this link] and log in with your personal admin credentials.
  
===== Anthrosource  =====
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Click “Documents and Copyright.” Then click “Add document” then “Select existing document.” This will pull up all documents that are associated with your Eres pages. Simply search for the author/title, click the little box to the left of the title, then click “Save Selections.”
  
*Search for the desired article
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====== Remove a document from an ERes page ======
*In the search results page select the desired article
 
*Copy the DOI number (at the top of the page)
 
*Add the prefix: http://dx.doi.org/
 
*The link should look like: http://dx.doi.org/10.1525/aa.1997.99.2.394
 
  
===== Blackwell-Synergy / Wiley Inter Science  =====
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Go to [http://eres.middlebury.edu/eres/login.aspx this link] and log in with your personal admin credentials.
  
*Search for the desired article
+
Click “Documents and Copyright.” Then click the little box next to the reading you’d like to remove. Then click “Remove Selected.” Then confirm by clicking “remove” once again.
*Right click over full text PDF
 
*Copy link location in Firefox – (copy shortcut in IE)
 
*The link should look like this<br> http://www3.interscience.wiley.com/cgi-bin/fulltext/119000126/PDFSTART<br>'''OR '''
 
*Scroll down to the “Digital Object Identifier” (DOI)
 
*Copy the number provided
 
*Add the prefix: http://dx.doi.org/
 
*The link should look like: http://dx.doi.org/10.1002/jgt.20308
 
*Students will need to click on Full Text: PDF to view article
 
  
===== Cambridge Journals  =====
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The document will be removed from the ERes page but will still be available in the system (in case you need it again in a future semester).
  
*Right click over full text PDF
+
====== Create persistent links to electronic resources ======
*Copy link location in Firefox - (copy shortcut in IE)
 
*The link should look like this: http://journals.cambridge.org/action/displayFulltext?type=1&amp;fid=467986&amp;jid=&amp;volumeId=&amp;issueId=03&amp;aid=467985
 
  
'''OR'''
+
Linking to articles in electronic databases is not as simple as copying the URL. Most URLs are not persistent. For detailed linking instructions to specific databases, please visit&nbsp;[[Creating_Persistent_Links|Creating Persistent Links]]
  
*Scroll down to the “Digital Object Identifier” (DOI)
+
====== Copyright Questions ======
*Copy the number provided
 
*Add the prefix: http://dx.doi.org/
 
*The link should look like: http://dx.doi.org/10.1017/S0022050706000271
 
*Students will have to click on PDF on toolbar on right side of page
 
  
'''OR'''
+
Please refer to the [http://www.middlebury.edu/academics/lib/about/lib-policies/copyright-and-fair-use-guidelines Copyright and Fair Use Guidelines] in the Middlebury College Handbook for additional copyright information, or contact Library Reserves: [mailto:libres@middlebury.edu libres@middlebury.edu]
  
*Click on abstract
+
====== Change Administrator Password ======
*Click on “A Link to the Abstract/Details of This Article”
 
*Copy and paste link provided
 
*Students will have to click on PDF on toolbar at right side of page
 
  
===== Ebsco Research Databases  =====
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The Reserves Coordinator will give you a username and password in order to log into the system for the first time. If you'd like to change your password:
  
*From the main page select: EBSCOhost Web
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Go to [http://eres.middlebury.edu/eres/login.aspx this link] and log in with your personal admin credentials.
*Select the desired index or data base
 
*Enter the search terms
 
*Only articles that say: “pdf full text” in search results are available
 
*click the desired article’s link
 
*scroll down, copy the “persistent link to this record”
 
*the link should look like: http://search.ebscohost.com/login.aspx?direct=true&amp;db=eoh&amp;AN=0900852&amp;site=ehost-live
 
*Patron will need to “click on “full text PDF”
 
  
===== Gale - Academic OneFile - General OneFile – InfoTrac  =====
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On the left side of the page click on "My Account" (Change your personal account information). You will see your username. Type in a new password (and then type it again for Password Confirmation), and then click the "Save" button. That's it!
  
*Search for the desired article
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If you have any other username/password questions, please contact Library Reserves: [mailto:libres@middlebury.edu libres@middlebury.edu]
*Click the desired article
 
*Click the green “bookmark this”
 
*Copy the generated link
 
*The link should look like: http://find.galegroup.com/itx/infomark.do?contentSet=IAC-Documents&amp;docType=IAC&amp;type=retrieve&amp;tabID=T003&amp;prodId=ITOF&amp;docId=A61872574&amp;userGroupName=vol_m58c&amp;version=1.0&amp;source=gale
 
  
===== Informaworld  =====
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==== Email confirmation to faculty ====
 +
*A confirmation email is sent to both the faculty member and the libres mailbox with the link and password to the ERes page. The libres mailbox is copied for a few reasons, but the most helpful is that it serves as a reminder to place the ERes link in the Course Hub.
 +
*To find the stable link:
  
*Search for the desired article
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Search for Instructor
*On the top-middle right side of the page
 
*Click link
 
*Copy the open URL link to the article
 
*The link should look like:
 
*http://www.informaworld.com/openurl?genre=article&amp;issn=0141-9870&amp;volume=23&amp;issue=5&amp;spage=842
 
  
===== IngentaConnect  =====
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Click on "Course Number" link
  
*Locate desired article
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Click on "Course Reserves Page" tab
*Right click full text of full text pdf
 
*Select copy link location
 
*The link should look like: http://erae.oxfordjournals.org/cgi/reprint/33/3/269 <br>'''OR '''
 
*From the Abstract page, locate “Digital Object Identifier” (DOI)
 
*Copy the number provided
 
*Add the prefix: http://dx.doi.org/
 
*The link should look like this http://dx.doi.org/10.1093/erae/jbl014
 
*Patrons will need to click on “Full text” or “Full text (PDF)” to view full article
 
  
===== Jstor  =====
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Click "Accept"
  
*Search the desired article
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Click "Course Info"
*Click the “article information” link of the desired article
 
*Select and copy the stable URL
 
*The link should look like: http://www.jstor.org/stable/266153
 
  
<br>
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The "Persistent URL" will be listed below: http://eres.middlebury.edu/eres/coursepage.aspx?cid=2228
 +
*Here's the simple email that is sent:
  
===== LexisNexis Academic  =====
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Dear [faculty name]
  
*[http://wiki.lexisnexis.com/academic/index.php?title=LexisNexis_Academic_URL_API_Specification LexisNexis Academic URL API Specification<br>]
+
I've [restored/created] your ERes page for HIST0101. Here is the link: [paste in link]
  
===== OCLC First Search  =====
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And the password (to share with your students) is: [number/initials]
  
*Locate article
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Please be in touch with any questions
*Click on either full text or PDF format
 
*Select “link pickup”
 
*Cut and paste link address
 
*The link should look like this:http://firstsearch.oclc.org/FSIP?sici=0278-7393%28198601%2912%3A1%3C66%3AOCE%3E&amp;dbname=PsycARTICLES_FT <br>
 
  
===== Oxford Journals =====
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==== Receiving new materials for ERes ====
  
*Locate the desired article
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Faculty should submit photocopies for ERes by completing Copyright Clearance Permission Form. They can also email pdfs and send citations for online links to the libres mailbox.
*Right click the full text or the pdf link
 
*Select copy link location
 
*The link should look like: http://reep.oxfordjournals.org/cgi/reprint/1/1/66<br>'''OR'''
 
*From the Abstract page, locate “Digital Object Identifier” (DOI)
 
*Copy the number provided
 
*Add the prefix: http://dx.doi.org/
 
*The link should look like this http://dx.doi.org/10.1093/reep/rem003
 
*Patrons will need to click on “Full text” or “Full text (PDF)” to view full article
 
  
<br>
+
Reserves staff will review submissions -- check for copyright, staples, double-sided copies -- and organize readings in order as they appear on the ERes form.
  
===== Periodicals Archive Online (PAO) =====
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A staff member will pick up materials and create the PDF files (see Scanning and Mark-up procedures)
  
*Locate the desired article
+
After cleaning up the pdfs, reserve staff will add documents to the Docutek ERes system
*Click "bookmark this item" in the blue bar below the article
 
*Copy the generated link in the pop up window <br>
 
*The link should look like: http://gateway.proquest.com/openurl?url_ver=Z39.88-2004&amp;res_dat=xri:pao-us:&amp;rft_dat=xri:pao:article:6125-1978-025-04-000012
 
  
<br>
+
===== Scanning Photocopies =====
 +
*Type in six-digit ID number and press "ID" on the photocopier control panel
 +
*On top of screen select "SEND"
 +
*On bottom of screen the "ONE TOUCH BUTTON" tab should be visible. If not select this tab
 +
*Select "ERES"
 +
*Load paper on the top feed of the photocopier. Be sure the originals are face-up and that any staples or paper clips have been removed
 +
*If the original document is double-sided, on the right hand side of the screen, select/press the 2-sided original button. Select "Book Type" and hit "OK"
 +
*If the originals are too dark in places, or too light, you can adjust the scan settings: on right side of screen, in "scan settings" box, select "option" then select "option" again. On right side you can adjust the dark/light settings, then select "OK"
 +
*Now you are ready to begin the scanning. Press the big green circular "START" button on the photocopier control panel.
 +
*Once the document finishes scanning, it will automatically be sent to the "manager on Bearcat" server.
  
===== Project Muse  =====
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===== Scanning from a book =====
 +
*Type in six-digit ID number and press "ID" on the photocopier control panel
 +
*On top of screen select "SEND"
 +
*On bottom of screen the "ONE TOUCH BUTTON" tab should be visible. If not select this tab.
 +
*Select "ERES"
 +
*Open photocopy lid, place book on scanner and press the big green circular "START" button on the photocopier control panel.
 +
*"Selecting the Original Size" screen will appear -- choose the top (default) option "LTR" and press "OK." The page will then scan.
 +
*To avoid having to select the original size for each page you scan, click "Document size" and click the top "LTR" button, then "Done"
 +
*Flip to the next page to be scanned and hit "Start"
 +
*Then the next page, etc., until you're finished
 +
*When done, click "Done" button and the document will be set to the manager file
  
*In the main page search for the desired article
+
===== Marking up with eCopy  =====
*In the search results page, right click “view pdf”
 
*Select “copy link location”
 
*The link should look like: http://muse.jhu.edu/journals/journal_of_narrative_theory/v034/34.3weiss.pdf
 
  
<br>
+
*Open "manager on bearcat" drive
 +
*Open an eCopy file (they will be in order of the time they were scanned)
 +
*To rotate:
  
===== ProQuest  =====
+
Select "View All" from toolbar
 +
Then from "Edit" dropdown -- choose "Select All"
  
*In the search page look for the desired article
+
Select Rotate Left or Rotate Right from toolbar
*Select either “full text” or “full text pdf” view
 
*At the top of the page click “copy link”
 
*Copy the generated link in the pop up window
 
*'''Prefix the original URL: http://ezproxy.middlebury.edu/login?url='''
 
*The link should look like this: http://ezproxy.middlebury.edu/login?url=http://proquest.umi.com/pqdweb?did=36528964&amp;sid=1&amp;Fmt=4&amp;clientId=28381&amp;RQT=309&amp;VName=PQD
 
  
===== Science Direct  =====
+
*To mark-up:
  
*Search for the desired article
+
Double-click first page and select "Fit Length" on toolbar to fit file on one page
*In the search results page select the desired article
 
*From the top of the page, copy the DOI number
 
*Add the prefix: http://dx.doi.org/
 
*The link should look like: http://dx.doi.org/10.1016/j.apgeochem.2008.02.014
 
*Students can click on “download PDF”<br>'''OR '''
 
*Right click over PDF
 
*Copy link location in Firefox - (copy shortcut in IE)
 
*The link should look like:
 
*http://www.sciencedirect.com/science?_ob=MImg&amp;_imagekey=B6VDG-4S02056-1-K&amp;_cdi=5982&amp;_user=880213&amp;_orig=search&amp;_coverDate=07%2F31%2F2008&amp;_sk=999769992&amp;view=c&amp;wchp=dGLbVlW-zSkzV&amp;md5=19c48619985c9d743cd5027292fede99&amp;ie=/sdarticle.pdf
 
  
<br>
+
Select "Markups" from toolbar
  
===== What is DOI?  =====
+
Select "whiteout" (be sure to select the white one and not the black one)
  
A DOI is a Digital Object Identifier, one of the standards for online content identification that allows for redirection in the face of changing, or less permanent, URLs. This is what a DOI looks like: (It is usually preceded by "doi:") 10.1000/123456 or 10.1016/S0006-8993(00)02382-8 <br>Here's an example DOI from Science Direct:<br> <br>If you enter the DOI into a browser all by itself, it won't work. To make it operational, remove the "doi:" and add the following to the front of the DOI: <br>http://dx.doi.org/ <br>When you construct a URL from a DOI, it will look like this: <br>http://dx.doi.org/10.1000/123456 <br>
+
Draw a box around dark photos or black lines and clean up document; please leave photos and illustrations intact
  
==== Statistics  ====
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Select "next" and continue until all pages are clean
  
===== Books/Media Statistics  =====
+
*To add bib information:
  
Semester stats are included in Circ Stats in Dec, Jan. May column (in statistics document in shared folder)
+
If file does not contain bib information, using the markup tool, select text
  
BL, LS and WC are included in Circ Stats in Aug. column
+
Cursor will change, and now you can enter text information on first page of document
  
===== ERes Statistics  =====
+
*To export file
 +
From "File" dropdown, select "Export"
  
Number of New and Restored Course Pages:
+
Make markups permanent by selecting "ALL" from pull down box
  
*Search coursepages with coursenumber containing F10 (for example) for total number of coursepages
+
Name file authorlastname_onewordoftitle
*Then, sort by "date created" and count created dates: recently created = new coursepage, older date = restored coursepage.
 
  
Number of Faculty Users:
+
Export file to manager drive
  
*Sort by "Instructor" and count the number of faculty
+
*Close eCopy document. Do not save changes. Delete eCopy file.
 +
*File will now be in PDF format
  
Number of New Documents:
+
===== Receiving pdfs for ERes =====
 +
*We will happily receive pdfs (via email, thumb drive, etc.) to clean up and place on ERes
 +
*Open pdf and determine if the material is a chapter from a book, or an article from a journal. If it's an article, we'll first want to see if we can link to the article electronically, rather than add the pdf. Our licenses with journal vendors stipulate that we must link, not post pdfs, to articles we subscribe to.
 +
*For chapters from a book, open the pdf. Under "File" select "Print"
 +
*From print drop-down menu, select "eCopy Desktop 9 Printer" then select "Print"
 +
*The document will now open in eCopy and will allow you to rotate pages and clean it up. Follow the eCopy directions [http://mediawiki.middlebury.edu/wiki/LIS/Reserves_Procedures#Marking_up_with_eCopy here]
  
*From Main Menu, under "System Tools & Settings," select "Reports"
+
===== Receiving article citations for ERes  =====
*From drop down menu select "Summary: System growth"
+
*Use [http://middlebury.summon.serialssolutions.com/ Summon] to search for articles online
*Choose date grouping:
+
*For example -- a faculty member emails a citation for a reading that's needed on ERes:
 +
Daniel J. Solove, “Five Myths About Privacy," ''Washington Post'', June 13, 2013.
 +
*Copy and paste the title into Summon's search box and click "Search"
 +
*The yellow "online" bubble will confirm which resources are available online. Click on the correct article and you should be taken directly to it. Then follow the [http://mediawiki.middlebury.edu/wiki/LIS/Reserves_Procedures#Creating_Persistent_Links Creating Persistent Links] instructions to copy/paste the stable link into Eres
 +
*For times when Summon isn't pulling up the article you need, you can always search for the article in [http://biblio.middlebury.edu/search~S2 MIDCAT] via the Journals A-Z tab.
 +
*Search for the journal by title; then select the online database needed. This will be dependent on the publication date of the article, and any personal preference you have for one database over another.
 +
*You will then be able to do a title search within the publication; or, you may have to select the year of the publication, then the specific date/issue, and then scroll for the article in the issue
  
- Fall term (Aug. 1 - Dec. 15)
+
==== Adding new materials to ERes ====
 +
'''Book chapters'''
 +
*Go to the [http://eres.middlebury.edu/eres/login.aspx "Admin Login"] page and log in with the ERes manager credentials
 +
*Click "Course Reserves Page"
 +
*Search by "Instructor" last name to find the ERes course you need. If a new course needs to be created, see the instructions [http://mediawiki.middlebury.edu/wiki/LIS/Reserves_Procedures#Creating_a_new_ERes_page here]
 +
*Click on the correct "Course Number" and then "Documents and Copyright"
 +
*Click "Add a Document" then "Add a New Document"
 +
*Let's pretend we're adding the following chapter from a book:
 +
''Elizabeth Bishop in Brazil and After'' by George Monteiro (Ch. 3: Driving to the Interior); McFarland & Company, Inc., 2012.
 +
*In the "Title" box, type Author last name/Chapter title (Monteiro/Driving to the Interior). This is our standard format, but faculty may ask for something different, which is fine. Also enter the "Page Range" (i.e. 30-45)
 +
*In "Step 2" click "Bibliographic Information." Enter the "'''Primary Title'''" (Elizabeth Bishop in Brazil and After), "'''Primary Author'''" Last name, First name (Monteiro, George), "'''Copyright Status'''" (usually "Copyright Registered"), "'''Publisher'''", "'''Number of Pages'''" (# in pdf), and "'''Date Published'''."
 +
*Scroll down to "Step 4" and click "Apply." This saves all of your work and enables you to navigate away from the page in order to grab the pdf
 +
*Return again to "Step 2" and click "Attach Files"
 +
*This page lists all of the files located in the "manager" (bearcat) folder. Click the green paperclip next to the correct file, then click "Done." The file is now attached to the page.
 +
*If you aren't using the manager file and need to grab a document from your desktop, click "Transfer File(s) to Server (on top of page), then browse, then upload, then done.
 +
*Finally in "Step 4" click "Save" -- and you're all set!
  
- Winter term (Dec. 15 - Jan. 15)
+
'''Article links'''
 +
*Go to the [http://eres.middlebury.edu/eres/login.aspx "Admin Login"] page and log in with the ERes manager credentials
 +
*Click "Course Reserves Page"
 +
*Search by "Instructor" last name to find the ERes course you need. If a new course needs to be created, see the instructions [http://mediawiki.middlebury.edu/wiki/LIS/Reserves_Procedures#Creating_a_new_ERes_page here]
 +
*Click on the correct "Course Number" and then "Documents and Copyright"
 +
*Click "Add a Document" then "Add a New Document"
 +
*Let's pretend we're adding the following article from a newspaper:
 +
David Sanger, “Obama Order Sped Up Wave of Cyberattacks Against Iran,” ''New York Times'', June 1, 2012
 +
*In the "Title" box, type Author last name/Article title (Sanger/Obama Order Sped Up Wave of Cyberattacks Against Iran). This is our standard format, but faculty may ask for something different, which is fine. Also enter the "Page Range" (i.e. 30-45)
 +
*In "Step 2" click "Bibliographic Information." Enter the "'''Journal'''" (New York Times), "'''Primary Author'''" Last name, First name (Sanger, David), "'''Copyright Status'''" (usually "Copyright Registered"), "'''Volume,'''" "'''Issue'''" (June 1) and "'''Date Published'''" (2012).
 +
*Then, click on "Web Link" and paste in the stable link. Instructions for stable links can be found [http://mediawiki.middlebury.edu/wiki/LIS/Reserves_Procedures#Creating_Persistent_Links here]. Click the green button next to the link to make sure it works.
 +
*Finally in "Step 4" click "Save" -- and you're all set!
 +
*PLEASE NOTE: Sometimes you'll receive a pdf of an article that we subscribe to electronically. We always need to post the link to the article, not the pdf, to the ERes page. This is a requirement of our agreement with the publishers/databases.
  
- Spring term (Jan. 15 - May 25)
+
==== Restoring old materials to ERes ====
 +
*Go to the [http://eres.middlebury.edu/eres/login.aspx "Admin Login"] page and log in with the ERes manager credentials
 +
*Click "Course Reserves Page"
 +
*Search by "Instructor" last name to find the ERes course you need. If a new course needs to be created, see the instructions [http://mediawiki.middlebury.edu/wiki/LIS/Reserves_Procedures#Creating_a_new_ERes_page here]
 +
*Click on the correct "Course Number" and then "Documents and Copyright"
 +
*Click "Add a Document" then "Select existing document"
 +
*Start by doing a "Title" search (this is the field typically populated with author last name/chapter title). So start your search with the author's last name or part/all of the chapter title. Depending on what turns up you may need to try searching with other keywords.
 +
*Once you've located the correct document, click the box to the left of the title and click "Save Selections"
 +
*If the document is an article link, please check to make sure the link is stable. Otherwise, you're all set.
 +
*PLEASE NOTE: Sometimes you might not be sure if you have the correct document. There's a way you can look at the "document history" to see which courses the document has been attached to in past semesters. After you've done a Title search for the item, you can click on the actual title -- this will take you to a page with three tabs. The first tab, "Document Info," contains the bib info and either the pdf or link. The second tab, "Document History," contains info about every time the document has been added or removed from a course page. "Current Associations" shows the course pages that the document is currently associated with (both past semesters as well as the current semester).
  
- Summer term (May 25 - Aug. 1)
+
==== Add ERes resource to Course Hub ====
 +
This is important to do for several reasons. First, of course, is to allow for easy access to ERes from the Hub. Also, the Curricular Technology workgroup collects stats each term on how many resources are added to the Hub, and we want to make sure that EReserves are accurately represented.
  
*View number for "documents"
+
*Go to Hub and log on: http://courses.middlebury.edu/
 +
*In the "Masquerade" box, type in first name of faculty member, followed by last name. You may need to double-check in Mill to confirm the person's exact (formal) first name (or if the person goes by their middle name etc.)
 +
*Click on the appropriate semester, then "Manage Resources"
 +
*Click "Add a Resource"
 +
*Click "ERES Resource" link
 +
*In the "ERES course id (cid):" field, follow the instructions for entering the number
 +
*Click "Save" and you're all set. After the link has saved, click "Switch back" (under Masquerade) to no longer be logged in as the faculty member
  
===== Oberlin Survey =====
+
==== Creating Persistent Links ====
  
Report requests: "Reserve transactions for electronic. Include both initial transactions and renewals." Stats reported have been of the total number of ERes document hits:
+
===== Anthrosource  =====
  
ERes Main Menu > Reports > Hits:Documents > select dates
+
*Search for the desired article
 +
*In the search results page select the desired article
 +
*Copy the DOI number (at the top of the page)
 +
*Add the prefix: http://dx.doi.org/
 +
*The link should look like: http://dx.doi.org/10.1525/aa.1997.99.2.394
  
=== Print Reserves (books, personal copies, photocopies) ===
+
===== Blackwell-Synergy / Wiley Inter Science =====
  
Receiving new materials for print reserve: please see on-line directions
+
*Search for the desired article
 +
*Right click over full text PDF
 +
*Copy link location in Firefox – (copy shortcut in IE)
 +
*The link should look like this<br> http://onlinelibrary.wiley.com/doi/10.1002/jgt.20308/pdf<br>'''OR '''
 +
*Find the “Digital Object Identifier” (DOI)
 +
*Copy the number provided
 +
*Add the prefix: http://dx.doi.org/
 +
*The link should look like: http://dx.doi.org/10.1002/jgt.20308
 +
*Students will need to click on Full Text: PDF to view article
  
==== Creating a new course ====
+
===== Cambridge Journals =====
 +
*Find the “Digital Object Identifier” (DOI)
 +
*Copy the number provided
 +
*Add the prefix: http://dx.doi.org/
 +
*The link should look like: http://dx.doi.org/10.1017/S0022050706000271
 +
*Students will have to click on PDF on toolbar on right side of page
  
*In course reserve mode in Millennium, select "new" icon on the top of the page
+
'''OR'''
  
*Type information as prompted: BEGINNING DATE ("t" for today), ENDING DATE (last day of semester exams), LOCATION (mmcs = Main, macs = Armstrong, mucs = Music, mds = Davison), FACULTY NAME (last name, first name), COURSE NAME/NUMBER (course abreviation, 4 digit number, semester abreviation, followed by faculty last name: HIST0372-F09 Ralph), COURSE NOTE (course name), save
+
*Right click over full text PDF
 +
*Copy link location in Firefox - (copy shortcut in IE)
 +
*The link should look like this: http://journals.cambridge.org/action/displayFulltext?type=1&amp;fid=467986&amp;jid=&amp;volumeId=&amp;issueId=03&amp;aid=467985
  
Adding items to reserve Course reserve settings
+
'''OR'''
  
When adding many books with the same system settings, set up system preferences first (you won't have to select the location and item type for each item). The selections will stay until you move out of the course reserve mode:
+
*Click on abstract
 +
*Click on “Link to this Abstract”
 +
*Copy and paste link provided
 +
*Students will have to click on PDF on toolbar at right side of page
  
*From the Options pull down menu, select "COURSE SETTINGS"
+
===== Ebsco Research Databases  =====
*Check box "USE THESE SETTINGS FOR ADDING ITEMS/BIB"
 
*Select location and item type
 
*Select OK
 
  
Library owned book
+
*Click the desired article’s link
 +
*On right side of page, click "Permalink" and copy the link that appears
 +
*the link should look like: http://search.ebscohost.com/login.aspx?direct=true&db=eoh&AN=0900852&site=ehost-live
 +
*Patron will need to click on “full text PDF”
  
In course reserves mode, locate course by faculty name or course number
+
===== Gale - Academic OneFile - General OneFile – InfoTrac  =====
  
Select "ADD ITEMS OR BIB" button in middle of screen
+
*Search for the desired article
 +
*Click the desired article
 +
*Click on "Bookmark this Document"
 +
*Copy the generated link
 +
*The link should look like: http://go.galegroup.com/ps/i.do?id=GALE%7CA61872574&v=2.1&u=vol_m58c&it=r&p=ITOF&sw=w&asid=47d0f906963d0b8639487ab48d1589af
  
From pop-up window, pull down arrow to select "BARCODE" and enter barcode
+
===== JSTOR  =====
  
From pop-up window, select "ADD SELECTED ITEM(S)" button
+
*Search the desired article
 +
*Copy the Stable URL
 +
*The link should look like: http://www.jstor.org/stable/266153
  
From pop-up window, pull down arrow to select "LOCATION" (mmcs=Main, macs=Armstrong, mucs=Music, mds=Davison)
+
===== LexisNexis Academic  =====
 +
*Once you've located the article, look for the clipboard icon in the upper right corner ("Copy Document Link")
 +
*Click the clipboard, then right click the bold text in the pop-up box and select "Copy Link Location"
 +
*The link should look like this: http://www.lexisnexis.com/lnacui2api/api/version1/getDocCui?lni=59YN-43S1-JBKG-V1T0&csi=8176&hl=t&hv=t&hnsd=f&hns=t&hgn=t&oc=00240&perma=true
  
Double click in "ITEM TYPE" box.
+
===== Oxford Journals  =====
  
From pop-up window, select item type (90: 1-day, 91: 2 hour, 92: 3 day, 93: 4 hour media, 94: 7-day)  
+
*Locate the desired article
 +
*Right click the full text or the pdf link
 +
*Select copy link location
 +
*The link should look like: http://reep.oxfordjournals.org/cgi/reprint/1/1/66<br>'''OR'''
 +
*From the Abstract page, locate “Digital Object Identifier” (DOI)
 +
*Copy the number provided
 +
*Add the prefix: http://dx.doi.org/
 +
*The link should look like this http://dx.doi.org/10.1093/reep/rem003
 +
*Patrons will need to click on “Full text” or “Full text (PDF)” to view full article
  
To complete, select OK, and OK again
+
===== Project Muse  =====
  
Add green dot to spine label
+
*In the main page search for the desired article
 +
*In the search results page, right click “view pdf”
 +
*Select “copy link location”
 +
*The link should look like: http://muse.jhu.edu/journals/journal_of_narrative_theory/v034/34.3weiss.pdf
  
Edit item message from "no message" to "reserve" or edit many records at once: globally adding and removing item message.
+
OR
  
Book from Branch Library
+
*Locate the “Digital Object Identifier” (DOI)
 +
*Copy the number provided
 +
*Add the prefix: http://dx.doi.org/
 +
*The link should look like this http://dx.doi.org/10.1353/jnt.2013.0002
 +
*Patrons will need to click on “Full text” or “Full text (PDF)” to view full article
  
Follow steps as outlined above
+
===== ProQuest  =====
  
NOTE: If item has HOLD placed by Reserve Office, when hold is canceled, item will go to "in transit" status. After adding item to course reserve, edit item record to "available" and remove message "in transit to branch library on date"
+
*In the search page look for the desired article
 +
*Select either “full text” or “full text pdf” view
 +
*At the top of the page click “Cite”
 +
*Copy the generated link in the pop up window
 +
*'''Prefix the original URL: http://ezproxy.middlebury.edu/login?url='''
 +
*The link should look like this: http://ezproxy.middlebury.edu/login?url=http://search.proquest.com/docview/214196415?accountid=12447
  
On spine label, cover name of branch library with yellow "reserve" sticker.
+
===== Science Direct  =====
  
==== Personal copies  ====
+
*Search for the desired article
 +
*In the search results page select the desired article
 +
*From the top of the page, copy the DOI number
 +
*Add the prefix: http://dx.doi.org/
 +
*The link should look like: http://dx.doi.org/10.1016/j.apgeochem.2008.02.014
 +
*Students can click on “download PDF”<br>'''OR '''
 +
*Right click over PDF
 +
*Copy link location in Firefox - (copy shortcut in IE)
 +
*The link should look like:
 +
http://www.sciencedirect.com/science/article/pii/S0883292708000747/pdfft?md5=473cade65ba10ea2ec311bc282f0d8b9&pid=1-s2.0-S0883292708000747-main.pdf
  
In the course reserve mode, select the course to which the item will be added
+
===== Springer =====
 +
*In the search results page select the desired article
 +
*Right click on "Download PDF"
 +
*The link should look like:
 +
http://link.springer.com/content/pdf/10.1007%2Fs10539-009-9191-9.pdf
  
Select ADD ITEM or BIB
+
===== What is DOI?  =====
  
Select NEW icon
+
A DOI is a Digital Object Identifier, one of the standards for online content identification that allows for redirection in the face of changing, or less permanent, URLs. This is what a DOI looks like: (It is usually preceded by "doi:") 10.1000/123456 or 10.1016/S0006-8993(00)02382-8
  
Choose either MAIN RES PERS COPY, MAIN RESERVE MEDIA, or MAIN RESERVE REPRINT template
+
==== "Forgot your ERes password?" Wordpress site ====
 +
This site is updated for each new semester (after the previous term has ended). Pick a new four digit number that will be added to the course number and then update the examples on the Wordpress site:
  
At prompt, enter author, title and call number (please see below for info re: call numbers)
+
http://sites.middlebury.edu/erespassword/
  
Choose MAIN RESERVE, hit select
+
The [http://eres.middlebury.edu/eres/default.aspx ERes homepage] also links to the Wordpress site.
  
At next screen, scan barcode number attached to personal copy, select NEXT
+
Dan, Nancy, and Kellam all have admin privileges to the site.
  
SAVE new item record
+
==== Troubleshooting user access issues ====
 +
Sometimes we'll hear from a user, either a faculty member or a student, who is having trouble accessing an ERes reading. Here's how to troubleshoot any issues, and the people in Library/ITS who can offer further assistance:
  
Select ADD ITEM to course reserve
+
=====Issue with a pdf=====
 +
*If a user is unable to open a pdf, first check to make sure that you can open it yourself. Assuming you can, then ask the user: have you installed all Adobe Acrobat updates on your computer? You can also find out which browser they're using (IE, FF, Chrome, Safari). Issues with pdfs almost always stem from the user's end -- usually they have something installed on their personal computer that is blocking the pdf from opening. If all else fails, you can email the pdf to the user so they can access it immediately while working with the Helpdesk for further troubleshooting, since it's likely a software issue and not something that can be resolved by the Reserves department.
  
Make sure that the location and item type are correct
+
=====Issue with a link=====
 +
*If a user is unable to access an article via a link, first check the link and make sure you can open it. If you can, then ask the following questions:
 +
*Are you on or off campus? Using a wired (Ethernet) or wireless connection? If wireless, are you on our secure network (MiddleburyCollege)? Also, find out which browser they're using (IE, FF, Chrome, Safari).
 +
*If the link still isn't working for the user, you should download the pdf and email it to them so they have immediate access to it while you troubleshoot further.
 +
*Other tips: paste the journal title into MIDCAT's "Journals A-Z" tab and see the databases that offer online access to the journal. If we have several options, you may want to swap out one link for another. For instance, you could link to the article via JSTOR instead of ProQuest.
 +
*If both you and the user are having trouble with the link, then it's either broken or the database is experiencing issues. For broken links, be sure to follow the [http://mediawiki.middlebury.edu/wiki/LIS/Reserves_Procedures#Creating_Persistent_Links stable link instructions ] and create a new link.
 +
*If the database is experiencing issues, email: eaccess-admin@middlebury.edu so the proper people in Library/ITS are informed
 +
*Finally, you may find it useful to loop in the [http://www.middlebury.edu/offices/technology/lis/lis_liaisons/liaisons_by_department department liaison] to have an extra pair of eyes on the issue, since the liaisons are well-versed on our databases
  
NOTE: Call number generally assigned by first letter of faculty's last name, followed by a number. It's very important to search for a call number before the item record is created.  
+
==== Docutek system configuration ====
 +
When you're logged in as the ERes manager, you can access the "System Tools & Settings" portion of the Docutek system (and feel very powerful while doing so)
 +
*"Homepage Item" and "News Announcement" are what a regular user sees when they go to [http://eres.middlebury.edu/eres/default.aspx go/eres]
 +
*"Reports" is how we gather statistics at the end of each term. More details on that [http://mediawiki.middlebury.edu/wiki/LIS/Reserves_Procedures#ERes_Statistics here]
 +
*"Language" -- just ignore this
 +
*"System Configuration" -- when you click on this and then select "Quick Dates" from the drop down menu, you can adjust the visibility dates for each semester. In the "System Settings" portion of this page, clicking the + sign next to "Settings" will allow you to adjust the years available on the drop downs.
 +
*For any other system needs or adjustments, please consult with Bryan Carson (Web Services & Systems Librarian)
  
Example for books:
+
==== Documenting Copyright and Fair Use in Docutek ====
  
S21Sommers
+
It's critical to make a Fair Use evaluation for each item placed on Electronic Reserves. The College Handbook's [http://www.middlebury.edu/academics/lib/about/lib-policies/copyright-and-fair-use-guidelines Copyright and Fair Use Guidelines] are clear and useful.
  
S22 Sommers
+
First, you'll need to determine the item's current copyright status. This [http://copyright.cornell.edu/resources/publicdomain.cfm chart] will help. The copyright status can be noted in the "Bibliographic Information" section in Docutek, under "Copyright Status." Please note that this is not a determination of Fair Use, simply a documentation of current copyright status.
  
S41 Saunders
+
Next, the Fair Use evaluation. Consider the Four Factors and complete a [http://librarycopyright.net/resources/fairuse/ Fair Use evaluator] and either print the document or save it electronically in the middfiles Reserves folder ("Fair Use evaluations for ERes").
  
S42 Saunders
+
Finally, it is time to record your determination in Docutek. In the "Copyright & Fees" tab, click "Modify Entry." Select one of the following options from the "Copyright Permissions" drop down menu:
  
Example for Media:
+
Not Specified = default setting
  
Media S45 Smith
+
Not Required / Public Domain = item has passed into PD and copyright permission is not needed
  
Media S46 Smith
+
Claim Fair Use = Signifies that a Fair Use evaluation has been completed.
  
==== Photocopies  ====
+
Permission Request Pending = waiting for permission from copyright holder
  
In the course reserve mode, select the course to which the item will be added
+
Permission Granted = received permission from copyright holder
  
Select ADD ITEM or BIB
+
The "Notes" area of this screen is where you should paste any qualifying language about the Fair Use evaluation or the permission granted.
  
Select NEW icon
+
=== Print Reserves (books)  ===
 +
==== Receiving lists for print reserves ====
 +
Requests for book reserves will arrive in the following ways:
 +
*Email generated by "Put on course reserve" button in MIDCAT and sent to libres mailbox
 +
*Email generated by shopping cart function in MIDCAT and sent to libres mailbox
 +
*Personal email sent by faculty member
 +
*Personal email sent by department coordinator
 +
*Email sent by someone in the Library (Lib Acq, liaison) with request attached
 +
*Stack of books received at Circ Desk with orange reserves slip attached
  
Choose DAVIS Res Reprint
+
==== Compiling/checking lists for print reserves ====
 +
Depending on how a list is received, it may or may not have the item's call number listed. Sometimes with lists generated by a person instead of MIDCAT, the call number will be incorrect. The best practice is to check ALL call numbers before printing the reserve lists and having the items retrieved by a student. This allows us to correct errors ahead of time, recall books that are checked out, and it saves time by not having students search the stacks for books that are already checked out. "An ounce of prevention" as they say.
  
At prompt, enter author and title
+
'''"Put on reserve" requests'''
  
Choose DAVIS RESERVE, hit select
+
Requests that are generated by MIDCAT will require some massaging. We usually receive many of these emails at once, each containing an individual request for a specific course. Here's how to compile them into one big document:
 +
*Open the first "Put on reserve" request and forward it so you have an open draft to work with. Then, open up each remaining request and copy/paste the contents into the new draft email
 +
*Arrange the requests by course
 +
*Now it's time to check the call number and place recalls when needed. However, the individual "Put on reserve" emails won't always have the call number listed. Please search by ISBN instead. Copy the ISBN, go into Search/Holds in Mill, and choose "i STANDARD NO" and paste it in the search box. Then copy/paste the call number into the email document
 +
*If the request is missing both the call number and the ISBN, you may search by the title. Often you will need to confirm you have the correct title by checking the publisher info included in the request, and comparing it to the info in Mill
 +
*Place any needed recalls. More on recalls [http://mediawiki.middlebury.edu/wiki/LIS/Reserves_Procedures#Recalling_items.2Fplacing_holds_for_reserves here].
 +
*Print the list (double-sided) and send the email to the libres mailbox
  
At next screen, scan barcode number attached to the reprint, select NEXT
+
'''III EXPORTER requests'''
  
Save new item record
+
These requests (generated by using the "shopping cart" feature in MIDCAT) will arrive via email and contain way too much information. Here's how to manually adjust these lists and make them shorter:
 +
*Forward the email so you have a draft that you can edit
 +
*Delete the lines from "NOTE" to "STANDARD #" for each item
 +
*Just the basic bib info will remain. If any record indicates that the item is checked out, please recall it for the course.
 +
*Print the list (double-sided) and send the email to the libres mailbox
  
From Bib tab (summary), select edit
+
'''Email requests from faculty, coordinators, etc.'''
  
Insert first word of document title in place of "Prof name": For example, "Reprint file (Wal-Mart)"
+
Sometimes these requests contain call numbers and sometimes they don't -- it's best to double-check each item
 +
*Forward the email so you have a draft that you can edit
 +
*If a call number is included, check to make sure it's correct. If not, search by title or author, and if publication info is included you'll want to make sure you're grabbing the correct edition
 +
*Print the list (double-sided) and send the email to the libres mailbox
  
Save
+
==== Recalling items/placing holds for reserves ====
 +
When you compile and check lists for reserves it's also the perfect time to recall items that are checked out. You will note that you've done so on the list (typing "recalled" next to the call number before you print it out) and this will indicate that the item does not need to be searched in the stacks. At the start of every term we recall anywhere from a few dozen to over 100 items for reserve -- from Midd borrowers, Nexpress, and ILL. Here's how to do it:
  
Select ADD ITEM to course reserve
+
*In the Search/Holds button, search by call number/ISBN etc.The "Due Date" column will indicate if the item is checked out. The "Checked out on ..." message on the bottom of the screen will indicate who has the item.
 +
*If it's a student, staff, or faculty member ''who isn't the requesting faculty member'':
 +
*Click "Hold Selected Item" button
 +
*Index: n NAME: type "office reserve" and then click "search"
 +
*Click "Place hold"
 +
*Select "Pickup Location" from drop-down menu
 +
*In "Hold Note" field, paste in the course info from the request and use the following format: HIST0101-F13 Smith
 +
*If the item is needed for two courses, here's what the "Hold Note" info should look like: 2 courses: HIST0101 & HIST0201-F13 Smith & Jones
 +
*If the item is a book and is needed for a 1-day or 3-day loan, here's what the "Hold Note" should say: 3-day loan HIST0101-F13 Smith
 +
*The aim is to keep the Hold Note as streamlined and informative as possible.
  
NOTE: Reprint will be filed by first word of document title: "Reprint file (Wal-mart)" is filed under "W"
+
=====Recalling from NExpress=====
 +
*Place a recall as you normally would, and then send an email to the appropriate "returnables" person at the NExpress library. Include the following information in your email: the borrower's name and the item's bib information
  
 +
=====Recalling from ILL=====
 +
*Place a recall as you normally would, and then email Rachel Manning (ILL) with the item's bib information. She will follow up with the borrowing library and expedite the return of the item.
  
 +
=====Placing hold on Armstrong item=====
 +
Dozens of Armstrong items are placed on reserve at Davis each semester. Here's how to get the items from there to here:
 +
*First, place a hold on the item in Mill -- indicate that the item is needed at Davis (in dropdown menu), and note the reserves info in the "Hold Note" (HIST0101-S14 Smith)
 +
*Email Nancy Reynolds at Armstrong and paste the bib info for each item into the email. Make sure she knows that you've already placed holds on the items.
 +
*Armstrong staff will search for the books, and then set them in-transit and send to Davis in the bin
 +
*When they arrive, please follow these [http://mediawiki.middlebury.edu/wiki/LIS/Reserves_Procedures#Adding_a_book_from_Armstrong instructions] as these items will need special processing
  
Search title in Millennium
+
==== Creating a new course ====
 +
*Pull up the course in the [http://catalog.middlebury.edu/offerings/search/catalog/catalog%2FMCUG/term/term%2F201390 online catalog] and confirm that the course number and name matches the reserves list you were given.
 +
*Also, search in "Course Reserves" mode in Mill to make sure the course hasn't already been created:
  
Select HOLD SELECTED ITEM
+
Index: p PROF/TA and type in faculty last name
 +
*If the course doesn't exist, In "Course Reserves" mode in Mill, select "New" at top of the page
 +
*Type information as prompted: FACULTY NAME (Last name, First name), COURSE NAME/NUMBER (course abbreviation, 4 digit number, semester abbreviation, followed by faculty last name: HIST0101-F13 Smith), COURSE NOTE (course name), save. Please note that this format needs to be followed exactly. We use these details to create lists in future semester of the items a faculty member previously used.
 +
*If there are two faculty members associated with the course, please add both names. You will need to "insert" an additional Professor/Instructor field (follow the same format as above), AND include both faculty member names in the "Course Name/Number" field (i.e. HIST0101-F13 Jones and Smith).
 +
*Please note that at the beginning of every term we create a template to take care of the following fields: BEGINNING DATE ("t" for today), ENDING DATE (last day of semester exams), LOCATION (mmcs = Davis, macs = Armstrong, mds = Davison) -- so you should not have to enter these for each new course created)
  
Pull down pop-up menu to select NAME: type in OFFICE, RESERVE
+
==== Adding books to a course ====
 +
*in "Course Reserves" button, search for the instructor's last name, then pick the correct course
 +
*Click "Add Items or Bib" and then scan in the barcode
 +
*Click "Add Selected Item(s)"
 +
*Change the "Location" to "mmcs" and the "Item type" to either 91 (2-hour), 90 (1-day), 92 (3-day), or 93 (4-hour media only).
 +
*Click "OK" and the item will now be on reserve for the course
 +
*Add a green dot to the spine label
  
Select PLACE HOLD
+
If you have a whole pile of books to place on reserve for a course, and they will all have the same item type (loan period), there's a way to adjust the settings so you don't have to enter the location and item type for each book (this is a real time-saver):
  
From pull down menu:
+
*From the "Options" pull down menu (top of page), select "Course Settings"
 +
*Check box "Use these settings for adding items/bibs"
 +
*Select location and item type (i.e. mmcs and 91)
 +
*Select OK
 +
*Then click "Add Items or Bib" and scan the barcode, then click "Add Selected Item(s)" and the item will then appear on the course page with the proper location and loan period
 +
*Add a green dot to the spine label
 +
*It's important to note that the Course Settings will stay in effect until you navigate away from the Course Reserves button. In other words, don't forget to adjust the settings before moving on to another stack of reserves with different loan periods.
  
*select DAVIS FAMILY LIBRARY CIRCULATION DESK
+
====  Adding a book from Armstrong ====
  
*NOT WANTED BEFORE: type t (for today's date)
+
*IMPORTANT: If the item has a HOLD placed by the Reserve Office, when the hold is canceled the item will change to "in transit" status. Please delete the in transit message ("in transit to branch library on date") AND change the item status to "Available."
 +
*Then, follow steps as outlined above
 +
*On spine label, cover up the Armstrong name with yellow "reserve" sticker (use tape) and add a green dot to spine
  
*NOT WANTED AFTER: type end of semester date
+
====  Adding an Ebook ====
 +
*To start, the ebook will need to be one that we own (it will have item record info in Mill). If it doesn't have item record info, send an email to Lib Acq asking for the ebook to be purchased. Acq will usually have the item purchased, and the item record info entered, in a few days.
 +
*In Course Reserve button, pull up the course as usual. Instead of scanning in a barcode to add an ebook, simply paste in the title or call number.
 +
*Leave the location as "meb" (E-book) and the item type as "51" (E-book).
  
*HOLD NOTE: type RESERVE, course number and year, faculty name. All loans considered either 2 hour (book) or 4 hour (media) unless noted otherwise.
+
==== Staying Organized ====
 +
Kellam's tips for keeping hundreds of lists organized:
 +
*Use the red "Pulling Reserves" folder -- it has Do and Don't reminders for pulling materials. Keep all lists that need to be actively searched in this folder
 +
*Maintain a separate folder for lists that have items we're waiting on -- recalls to be returned, or new books to be purchased
 +
*A "To be booked" folder can be useful if you have a bunch of media lists that need bookings for screenings. Tackle in order of screening dates and as time allows
 +
*Finally, the very best folder of all -- the Done folder. Lists go here once every item has been located and added to reserve. We need to occasionally refer back to these lists throughout the semester, especially if a question or discrepancy arises. Otherwise we just tuck them away and keep them on file for about four years.
  
Photocopies
+
==== Personal copies  ====
 +
=====Creating a new personal copy=====
 +
Before you begin to process personal copies, you'll want to remove any book jackets (if they were given to you), and place DVDs in standard size DVD cases (if the DVD was given to you in a small CD case or a paper sleeve). Set these items aside with notes re: what they belong to. At the end of the term you'll reunite the items with their materials and return them to faculty.
  
*Complete bibliographic information must be written on the photocopy (journal article: title, publisher, volume number and year; book: author (or editor, title, publisher and year)
+
Next, call numbers are assigned by the first letter of faculty's last name, followed by a number:
*Single copy: use the single copy stamp and have faculty member sign their name
 
*Multiple copies: Use multiple copy stamp and have faculty member sign their name
 
*Get a copy of letter faculty member will send to publisher asking for multiple copy permission. Permission letters are kept on file in reserve office.
 
  
=== Media Reserves  ===
+
Example for books:
  
==== Adding Browsing DVDs to reserve  ====
+
S21 Sommers
  
Use same procedure as adding books to reserve
+
S22 Sommers
  
Locate item record in search/hold mode In item record tab, switch call number field with note field:
+
S41 Saunders
  
*Click on "Edit"
+
S42 Saunders
*Move cursor to turquoise box (099 call number field)
 
*Selecting "shift" and "tab" keys will cause cursor to jump and highlight "call no" (you many have to hit the tab key more than once to move cursor to correct location)
 
*Type "x" in the newly highlighted field (call number field will become internal note field)
 
*Save the record (changes will not immediately appear, but if closing the record and going back in, the changes will take effect
 
  
If an internal note already exists in the item record (not in all records):  
+
Example for Media:
  
*Repeat steps above, typing "c" when the "internal note" field is highlighted (internal note field will become call number field)
+
Media S45 Smith
*Insert message to record: "browsing media on reserve S09"
 
  
Add yellow reserve sticker to spine
+
Media S46 Smith
  
A list can be created in Millennium to capture the browsing DVDs with locations that you may have forgotten to change from "Shelved alphabetically by container title" to LC call number:
+
It's very important to search for a call number ''before'' the item record is created:
 +
*In Search / Holds, search by "h LOCAL CALL NO" then type in first initial of faculty member's last name (if searching for books), or Media and first initial of last name (for media items). You can then pick out a number that hasn't been used previously.
 +
* Go to middfiles -> orgs -> LIS -> Circulation Services -> Reserves folder -> Forms Labels Signs folder -> "Personal copy labels-do not change" Word doc
 +
*Enter the call number into one of the label areas. Remember that the top of the Word doc equals the top of the label sheet equals the part of the sheet that's fed into the Circ printer first
 +
*Then, "Print" and go to "Printer Properties," then "Paper" and select Tray 1 and click OK
 +
*Open up Tray 1 and place the label sheet with the labels up
 +
*Now you can print
 +
*Put the new spine label on the item and put a barcode on it as well (back lower corner for books; inside DVD case for media)
  
*Select ITEM record type
+
Now, in the course reserve mode, select the course to which the item will be added
 +
*Select ADD ITEM or BIB
 +
*Select NEW icon
 +
*Choose either DAVIS RES PERS COPY [for books], DAVIS RESERVE MEDIA [for media], or DAVIS RESERVE REPRINT [rarely used] template
 +
*At prompt, enter author, title and call number
 +
*Choose DAVIS RESERVE, hit select
 +
*At next screen, scan barcode number attached to personal copy, select NEXT
 +
*SAVE new item record
 +
*Select ADD ITEM to course reserve
 +
*Make sure that the location and item type are correct
  
*ITEM Location = mmcs
+
=====Restoring an old personal copy=====
 +
The following steps need to be taken before an old personal copy can be placed on reserve for a course
 +
*in "Search/Holds" button, scan in the barcode
 +
*You'll notice the red "Suppressed" on the bottom left corner of the page
 +
*Click the "edit" button on top of the page
 +
*In "Bib Code 3" box you'll see that it says "n SUPPRESS" -- simply click on the box and select the "---" dashes option to clear the suppression, and click "Save"
 +
*The item is now ready to be processed for reserves in Mill, just like any other book or media item
 +
FYI, at the end of each semester we pull all personal copies and suppress them in Mill, more on that [http://mediawiki.middlebury.edu/wiki/LIS/Reserves_Procedures#End-of-Term_Procedures here]
  
ITEM Call No has (or =) Shelved alphabetically by container title
+
==== Photocopies  ====
 +
Photocopies are rarely placed on reserve, since almost all readings can be placed on EReserves. However, occasionally a faculty member doesn't want the material available electronically (i.e. sample student papers; exam answers). In these cases, please place the photocopies in a three-ring binder and process the binder as you would a personal copy of a book. Add a barcode and spine label to the binder, process as a personal copy, and shelve with the reserve books.
  
Run list, edit each call number as above
+
=== Media Reserves  ===
  
==== Removing from reserve ====
+
Use the same procedures for adding print items to reserve: more [http://mediawiki.middlebury.edu/wiki/LIS/Reserves_Procedures#Print_Reserves_.28books.29 here]
  
After deactivating records from course reserve, there is an extra step prior to returning browsing DVDs to their location
+
'''Special tips'''
 +
*It's critical to pull the exact call number for each media item, just as it is for print reserves. If a faculty member asks for the 2011 edition of ''Citizen Kane'', you need to put that edition on reserve, not the 2005 edition.
  
*In search/holds, scan barcode and click on "record" tab
+
=====Film Screenings=====
*Highlight "internal note" (which will say "Shelved alphabetically by container title") and make it the call number by typing "c" in the highlighted area
+
When we receive a list of media items for reserve, and the items need to be booked for screenings, it's helpful to write "Need to book" on the top corner of the page. Once the list has been searched and you've placed the items on reserve, this note is a helpful reminder that you're not finished with the list yet. Go through the list and book each item as needed, and write a little "B" next to each screening date to indicate you've taken care of it.
*Remove DVD from case, and return item to browsing collection
 
  
=== Missing books  ===
+
More on film screenings [http://www.middlebury.edu/offices/technology/help/mediaserv/film_screening here]
  
Send request to Library Acquisitions with faculty and course information for replacement consideration after thoroughly searching the stacks.  
+
=== Bookmark these pages!  ===
 +
You'll use these pages a zillion times a day. Make your life easier and bookmark them ASAP:
 +
*Naturally, the [http://mediawiki.middlebury.edu/wiki/LIS/Reserves_Procedures Reserves procedures wiki]
 +
*[http://biblio.middlebury.edu/search~S2 MIDCAT]
 +
*[http://middlebury.summon.serialssolutions.com/ Summon]
 +
*[http://eres.middlebury.edu/eres/default.aspx ERES]
 +
*[http://courses.middlebury.edu/ Course Hub]
 +
*[https://web.middlebury.edu/database/directory/ College Directory]
 +
*[http://catalog.middlebury.edu/offerings/search/catalog/catalog%2FMCUG/term/term%2F201390 Course catalog]
 +
*[http://www.middlebury.edu/academics/lib/depts/main/collection_management/forms/node/51631 Suggest a library purchase]
 +
*[http://www.middlebury.edu/offices/technology/help/mediaserv/film_screening Film screening information]
 +
*[http://www.copyright.com/ Copyright Clearance Center]
 +
*[http://copyright.cornell.edu/resources/publicdomain.cfm Copyright Term and PD in the United States]
 +
*[http://librarycopyright.net/resources/fairuse/ Fair Use evaluator]
  
For items missing while on reserve:  
+
===Who to Contact===
 +
*Acquisitions: [http://www.middlebury.edu/academics/lib/depts/main/collection_management/forms/node/51631 Library Purchase form] or acquisitions@middlebury.edu
 +
*BLSE (Vermont and New Mexico): Karen Browne
 +
*BLWC: Noreen Cargill and Jason Lamb
 +
*Copyright & Fair Use: Terry Simpkins
 +
*E-journals, regular journals: eaccess-admin@middlebury.edu
 +
*Intercampus envelopes: Mailing Services
 +
*Office supplies (reserve stickers): Doreen Bernier
 +
*Reprographics (reserve slips): Valerie Costello
 +
*Special Collections: SpecialCollections@middlebury.edu
 +
*VHS to DVD conversions: Sue Driscoll & Petar Mitrevski
  
*Search for misplaced item in reserve stacks, reshelving area and stacks.
+
=== Missing books/media needed for reserve  ===
*Mark as missing  
+
Inevitably, reserve lists will be searched by students and some items won't be found. Here's what to do:
*Notify faculty
+
*First, look up the item in MIDCAT. Check to see if it's checked out, on the holdshelf, or recently returned. Also check on its location -- maybe it lives in Oversize and this detail wasn't noted on the reserve list
 +
*Send a different student out to look for it -- often this will resolve the issue and the item will be found
 +
*If it's still missing and you have time, look for the item yourself. If not, skip ahead and pass the item along to the Stacks Coordinator (Todd) for a thorough search
 +
*If it's still missing, we'll need to order a replacement. Please note that this usually only has to happen with a half-dozen items each term, so we usually find almost everything that was originally noted as missing
 +
*Send single replacement requests to Library Acquisitions via the online [http://www.middlebury.edu/academics/lib/depts/main/collection_management/forms/node/51631 Purchase Request Form]. If you have multiple requests to make, send an email to Lib Acq (libacqreq@middlebury.edu) with faculty and course information for each item needed.
  
NOTE: be sure to remind student assistants to notify a supervisor when a reserve item is missing. Students should not mark it MISSING. It is not treated like a normal book.
+
'''For items missing while on reserve:'''
  
 +
*Search for misplaced item in reserve stacks, reshelving area, and stacks
 +
*Mark as missing
 +
*Notify faculty
 +
*Order replacement via Lib Acq
  
 +
NOTE: be sure to remind student assistants to notify a supervisor when a reserve item is missing. Students should not mark it MISSING. It is not treated like a normal book.
  
=== Creating Batch "Reserve" Note  ===
+
=== Creating Batch "Reserve" Item Message ===
  
 
*Create Lists button: select empty file (with 5000 max records)
 
*Create Lists button: select empty file (with 5000 max records)
  
 
*Click Search Records
 
*Click Search Records
*Title it "Reserves"
+
*Title it, for example, "Fall Term Reserves 2013"
 
*Store record type: i (item)
 
*Store record type: i (item)
*Then: i (type), 79 (field: location), = (condition), mmcs (value a) then "search"
+
*Then: i (type), 79 (field: location), = (condition), mmcs (value a). You may also want to include Armstrong reserves as well -- just add a second line with macs (value a). Make sure the "operator" is "OR." Click "search"
 +
*Next, enter circczar initials (Admin - set initials)
 +
*Click "Rapid Update" button: "select record type to modify": i (item)
 +
*Review file: select the Reserves list
 +
*Select: 97 (field), r (value), then "Start"
  
Next, enter circczar initials (Admin - set initials)
+
To clear the reserves note at the end of term, follow the same process except:
  
Rapid Update button: "select record type to modify": i (item)
+
*Under "Rapid Update" button, replace with "No message": 97 (field), - (value)
  
*Review file: select the Reserves list
+
=== Overdue reserve items  ===
*Select: 97 (field), r (value), then "Start"
 
 
 
OR ...
 
*Create Lists
 
*Search records
 
*Retrieve saved query
 
*Query name: reserves note list
 
*Search
 
  
To undo, follow the same process except:
+
*Email the patron with a "high importance" email and let them know that the item is overdue, accruing penalty points, and that the person is preventing his/her fellow students from completing their work
 +
*If we're having a tough time getting a response from the delinquent borrower, and/or multiple students in the class haven't been able to access the material in a timely fashion, then you should email the faculty member and let them know the situation and that we're doing everything we can to have the book returned promptly.
  
*Replace with "No message": 97 (field), - (value)
+
=== Reserve training for Circ Desk students ===
  
=== Overdue reserve items  ===
+
'''Finding reserves in MIDCAT'''
  
Click "Create Lists" button
+
*books/media
 +
*ERes & forgot your password
 +
*differentiate between D, V, B, eb suffixes
  
*Select an empty file. Click "Search Records" button. Name file "Reserve Overdue_date_initials"
+
'''Finding reserves on shelves'''
*Select "retrieve saved query"
+
*books, media, and print reserves
*Select list "Reserve Overdue - DAVIS"
 
*Click "select" then "search"
 
*When overdue list is complete, click "list records" and make the following selections:
 
*b: c (call number); b: t (title); i: 73 (overdue date); i: b (barcode); then # of blank lines: 1; click "number records in list"; then click "OK"
 
*Print list, search for items (check in when located) or email patron when not located
 
  
In patron's record:
+
'''Checking reserve items in and out'''
 +
*note the pop up message
 +
*state the due date to borrower
 +
*in-house only (unless 1 or 3 day loan)
 +
*checking out to faculty: show Mill tab (to determine which course it's on reserve for)
  
*Insert into note field "reserve book (media item) taken out of the building, date, intital." Watch for multiple notes (only most recent note will appear on top section on Millennium)
+
'''Receiving reserves from faculty'''
*Edit patron record in "manual block," select "overdue reserve"
+
*orange slip
 +
*ERes copyright form
 +
*reserves processing shelf
 +
*use rubber bands, paper clips, or binder clips to keep things together
  
 +
'''Office reserves hold slip'''
 +
*print, reserves processing shelf
  
 +
'''Problems'''
 +
*If you can't find a reserves item
 +
*reports of damage
  
 
=== Reserve loan break policy  ===
 
=== Reserve loan break policy  ===
  
Library reserve books may be taken out for extended loan over break - IF:  
+
Library reserve books may be taken out for extended loan over break - IF:
  
 
*There is more than one copy of the book on reserve (one copy should remain).
 
*There is more than one copy of the book on reserve (one copy should remain).
  
or  
+
or
  
*The patron has permission from faculty member for an extended loan (email: libres@middlebury.edu).
+
*The patron has permission from their faculty member for an extended loan (email: libres@middlebury.edu).
  
Up to three books may be taken out over break. Does not apply to media items.  
+
Up to three books may be taken out over break. Does not apply to media items.
  
These materials may be checked out on the last day of classes. Change date due to 9am on the first day of classes  
+
These materials may be checked out on the last day of classes before the break. Change date due to 9:00am on the first day that classes resume.
  
=== End-of-Term Procedures ===
+
 
 +
=== End of Term Procedures ===
  
 
'''1) Take Stats'''
 
'''1) Take Stats'''
  
*Both ERes and hard copy reserves
+
*Both ERes and hard copy reserves  
*Break out media reserves from book reserves
+
*Break out media reserves from book reserves  
*More on stats [https://mediawiki.middlebury.edu/mediawiki/index.php/LIS/?title=Circulation_Services_Workgroup&action=edit&section=66 here]
+
*Run a list of ebooks on reserve (item type 51 with S20&nbsp;in reserves note, for example)
 +
*Run a list of streaming media (item type 50)
 +
*For SENV items, search by "-SE20" in reserves note
 +
*More on stats [http://mediawiki.middlebury.edu/wiki/LIS/Reserves_Procedures#Statistics here]  
 +
*If you'd like to create a list of the items on reserve and the number of circs they had (while on reserve), you should do so now before removing the items from reserve. (For example, running a list of all media items and how many times each film was borrowed.)
  
'''2) Remove reserve note'''
+
'''2) Remove reserve item message'''
  
*The opposite of [https://mediawiki.middlebury.edu/mediawiki/index.php/LIS/?title=Circulation_Services_Workgroup&action=edit&section=79 creating the reserve note]
+
*The opposite of [http://mediawiki.middlebury.edu/wiki/LIS/Reserves_Procedures#Creating_Batch_.22Reserve.22_Note creating the reserve note]  
First: i, m, =, r  
+
 
Then: 97 and "--" (dash)
+
First: i, m, =, r Then: 97 and "--" (dash)
  
 
'''3) Deactivate courses'''
 
'''3) Deactivate courses'''
  
*In course reserves button -&gt; Options -&gt; Records whose status should change
+
*In course reserves button -> Options -> Records whose status should change  
*After: pick a date long in the past; Before: pick a date far in the future
+
*After: pick a date long in the past; Before: pick a date far in the future  
*Search
+
*Search  
*Check list to make sure it contains items from current term and not from other terms
+
*Check list to make sure it contains items from current term and not from other terms  
*"Select all" then "change status." Use date currently set? Yes. System will then freeze while we contemplate how we might have just broken Millennium.
+
*"Select all" then "change status." Use date currently set? Yes. System will then freeze while we contemplate how we might have just broken Millennium.  
  
Note: if we decide to delete courses from Mill (instead of deactivating them), here's how:
+
After the courses are deactivated they can be deleted as time allows:
  
*In course reserve mode: Search for courses to delete (organize search alphabetically by either faculty name or course number). If Millennium indicates a personal copy is on a course, check to be sure it's physically on the cart before deleting it from the course
+
*In course reserve mode: Search for courses to delete (organize search alphabetically by either faculty name or course number).  
*From course list, select "all"
+
*From course list, select "all"  
*Select "Remove items and bib"
+
*Select "Remove items and bib"  
*Click OK Select delete course
+
*Click OK Select delete course  
 +
 
 +
Special Note! Before you delete the items, quickly look at their locations on the right-hand side. If you see any that are still listed as mmcs/macs/mds, you'll want to select them and click "Change Status" to make them inactive. Strangely, they will already have inactive status, but making them inactive again will clear the reserves location for good. These items were usually on reserve for multiple courses, Who knows why this happens.
  
 
'''4) Suppress courses'''
 
'''4) Suppress courses'''
  
*Create a list of courses ("course name" has W11, for example), OR using dates (1/10/10-12/31/10)
+
*Use the list of courses you've already created ("course name" has W13, for example), OR using dates (1/10/12-12/31/12)  
*Rapid update, course code 3, value "n"
+
*Rapid update, course code 3, value "n"  
*Suppress courses
+
*Suppress courses  
  
 
'''5) Change dates in reserve template'''
 
'''5) Change dates in reserve template'''
  
*In course reserve button: Admin -&gt; Settings -&gt; New Records -&gt; Course
+
*In course reserve button: Admin -> Settings -> New Records -> Course  
*Adjust for each branch
+
*Adjust for each branch  
  
'''6) Pull and suppress personal copies and photocopies in file cabinet'''
+
'''6) Pull and suppress personal copies''' (automate this in Mill)
  
*Scan personal copy barcode
+
*Scan personal copy barcode  
*Click "edit" button
+
*Click "edit" button  
*In "Bib Code 3" box, select "n" for Suppress and save
+
*In "Bib Code 3" box, select "n" for Suppress and save  
*Make sure that the location reverts back to "m" and not a reserve location (so our stats aren't affected)
+
*Make sure that the location reverts back to "m" (for Davis items) or "ma" (for Arm items) and not a reserve location (so our stats aren't affected)  
 +
*Leave the dots and yellow stickers on all personal copies; this saves us a step when the item is reused in a future semester
  
 
Note: if we decide to delete personal copies (instead of suppressing them), here's how:
 
Note: if we decide to delete personal copies (instead of suppressing them), here's how:
Line 591: Line 856:
 
Bibliographic records (for items we created call numbers)
 
Bibliographic records (for items we created call numbers)
  
*In search/hold mode: Search by barcode to locate record
+
*In search/hold mode: Search by barcode to locate record  
*Select "edit" button on Millennium toolbar
+
*Select "edit" button on Millennium toolbar  
*Select "delete bibliographic record" on File pull-down menu
+
*Select "delete bibliographic record" on File pull-down menu  
*Enter username and password
+
*Enter username and password  
  
 
Item records (for items attached to LC call numbers)
 
Item records (for items attached to LC call numbers)
  
*In search/hold mode: Search by barcode to locate record Select item record of personal copy item Select "delete item record" on File pull-down menu (no password needed) Remove labels and dots from items, box items and return to faculty via campus mail
+
*In search/hold mode: Search by barcode to locate record; Select item record of personal copy item; Select "delete item record" on File pull-down menu (no password needed)  
  
'''7) Pull browsing DVDs and change call number'''
+
*Finally, send a group email to faculty with personal copies (bcc each faculty member) with the following text:
  
*Instructions are [https://mediawiki.middlebury.edu/mediawiki/index.php/LIS/?title=Circulation_Services_Workgroup&action=edit&section=76 here]
+
"All items have been removed from Library Reserves, and your personal copies of books and media are ready for pick up at the Davis Family Library Circulation Desk. Please stop by to retrieve your personal copies (or have someone pick them up on your behalf) as soon as possible. You can find the Library's intersession hours here [link to hours]. If you have a large number of items to pick up, we're happy to bring them to the rear of the building and help you load them into your car."
 +
 
 +
'''7) Pull restricted and oversize DVDs'''
 +
 
 +
*Run list and add restricted DVD message back into records (internal message, item message, #9 item type)
  
 
'''8) Pull items from branches, oversize, VT Coll etc. and return to proper home'''
 
'''8) Pull items from branches, oversize, VT Coll etc. and return to proper home'''
 +
 +
'''9) Run list of items still on reserve; investigate why and deal with them'''
 +
 +
'''10) Return ERes photocopies via intercampus mail'''
 +
 +
*Detach the Copyright form from the ERes submission and file away
 +
*Attach a "Thanks for using ERes this semester" slip of paper to the photocopies
 +
*Write the faculty member's name on a sticky note and place on photocopies
 +
*Place the photocopies in an intercampus envelope (get them through Mailing Services) and address to faculty member (find the office location in online Directory)
  
 
=== Creating a list of items on past course reserve  ===
 
=== Creating a list of items on past course reserve  ===
  
1) Name the list: PSCI0103-S08 Bleich
+
1) Name the list (example: PSCI0103-S13 Bleich)
  
 
Select: ITEM as record type
 
Select: ITEM as record type
  
Select: ITEM (i), RESERVE NOTE (r), HAS (h) "PSCI0103-S08 Bleich"
+
Select: ITEM (i), RESERVE NOTE (r), HAS (h) "PSCI0103-S13 Bleich"
  
 
Click: SEARCH
 
Click: SEARCH
Line 656: Line 934:
 
=== Weekly procedures  ===
 
=== Weekly procedures  ===
  
*Adding "reserve" to note field
+
*Create list to add "reserve" to note field (this should really be a daily task)
*Searching for overdue items
 
 
*Check outstanding holds on Office Reserve record
 
*Check outstanding holds on Office Reserve record
 +
*Quality control inspection of reserve shelves: check for mishelved items, overstuffed or messy shelves, loose green dots or yellow stickers
 +
*Review your folder of missing/recalled/newly ordered items and follow up as needed
 +
 +
=== Annual procedures  ===
 +
 +
'''Communicating reserve information to Faculty'''
 +
 +
*Mid June/early July: email reserve information to new Fall and Spring faculty. This is timed to go out after the Dean's letter, and prior to the Liaison's letter.
 +
*End of July, early August: create blog post re: submitting Fall reserve requests
 +
*Mid Oct: send reserves information to Winter faculty once you receive the list from Janis Audet; copy the Head of Reference & Instruction. The liaisons will follow up a little later with their own personal message to their faculty
 +
*Late Nov - early Dec: create blog post re: submitting Winter and Spring term requests
 +
*Dec: email reserve info to any late-addition Spring Term faculty
 +
 +
Here is the text of the email -- hyperlinks should be placed throughout the message. Copies of this message can be found in the Outlook reserve mailbox folders for each term.
 +
 +
Welcome to Middlebury!
 +
 +
We're pleased that you'll be joining us here. As you prepare for your [Winter Term] course, here's some information re: requesting materials for course reserves. Please email us with any questions, and thank you for submitting your requests early.
 +
 +
Book and Media Reserves
 +
 +
To submit book requests:
  
=== During the semester procedures  ===
+
Detailed instructions can be found here. Reserve books may be borrowed by students for 2-hour (in house use), 1-day, or 3-day loan (as specified by the faculty member). If the Library doesn't own a book that you need, please complete a purchase request form.
  
*Searching and correcting browsing media to be sure item record has an LC call number
+
To submit media requests:
*Identifying media items that are needed for 2 courses
 
  
=== Annual procedures  ===
+
Submit reserve requests as you would for books (details here). Reserve media may be borrowed by students for 4 hour (in house use) only. Items being screened do not circulate on the day of screening. If the Library doesn't own a media item that you need, please complete a purchase request form.
  
Sending reserve information to Faculty
+
For film screenings:
  
*Mid June: send out reserve information to new fall and spring faculty. This is timed to go out after the Dean's letter, and prior to the Liaison's letter.
+
Media Services will provide Film Screening support only for 35mm and 16mm films, and for all formats screening in Dana Auditorium, Twilight Auditorium, and Axinn 232. All other film screenings are the responsibility of the faculty or sponsor of the screening. More details regarding screenings, scheduling rooms, and film rentals can be found here.
*End of July, early August: send reserves information to All Faculty. Add cc to liaisons (LIS Academic Consulting Services list)
 
*Mid Oct: send reserves information to WT faculty once you receive the list from Janis Audet and cc liaisons (LIS Academic Consulting Services list). The liaisons will follow-up a little later with their own general message
 
*Late Nov - early Dec: email reminder to Spring term faculty
 
  
Bread Loaf - see calendar
+
Electronic reserves
  
=== Fall Term set up  ===
+
Digital copies of articles/chapters and links to web resources may be posted for student access via the password-protected EReserve web site. Each course has a separate password that you can share with your students. More details can be found here.
  
'''Books''': Number of shelves needed by call number
+
To submit requests:
 +
• Copies of articles/chapters: complete the Eres Copyright Clearance Form, attach photocopies of the materials, and deliver to the Davis Family Library. Pdfs can be emailed to Library Reserve.
 +
• Articles from online databases and journals: email the complete bibliographic information to Library Reserve. There is no need to submit photocopies for scanning.
 +
Faculty Administrators:
  
A: .5 (includes Browsing/Arbc/Chns/etc.)
+
Interested in maintaining your own ERes coursepage? Permission can be obtained by contacting Library Reserve.
  
B: 7
+
Copyright and Best Practices:
  
C: .5
+
Faculty must verify that each work copied to EReserve or a course web site falls within the scope of the U.S. Copyright law (Title 17).  Refer to Middlebury College Copyright and Fair Use Guidelines.
  
D: 4
+
Please don't hesitate to contact us with questions or concerns. We're here to help!
  
E: 3
+
=== Fall and Spring Term set up (shelving)  ===
  
F: 1
+
'''Books''': Number of shelves needed by call number (reflects Spring 2019 shelving needs)
 +
*Use this list as a guide for spacing out the reserve books at the beginning of the term. Use small stickies to indicate how many shelves each call number needs.
  
G: 3
+
A: .5
  
H: 4
+
B: 3
  
J: 2.5  
+
C: .5
  
K, L, M: .5 (more after Music move)
+
D: 3
  
N: 3
+
E: 2
  
NA: 2
+
F: 1
  
NB-NX: 2
+
G: 1
  
P: 1.5 (depending on personal copies)
+
H: 2
  
PA: 2.5
+
J: 1
  
PE-PL: 1  
+
K, L: 1
  
PN: 4.5
+
M: 1
  
PQ: 2  
+
N: 2
  
PR: 1.5
+
NA: 1
  
PS-PT: 2  
+
NB-NX: 2
  
Q: 2
+
P: 1.5 (depending on personal copies)
  
R-S: 1  
+
PA-PC: 1
  
T-Z: 1  
+
PE-PK: 1
  
Summary: use 4 shelves per section = 52 shelves; try to not use lower shelves
+
PL: 3
  
'''Media''': Number of shelves needed by accession/call number
+
PN: 2
  
1-8000: 10
+
PQ: 1
  
A-L: 3
+
PR: 1
  
M:&nbsp;? (Music move)
+
PS-PT: 2
  
N-PG: .5
+
Q: 1
  
PN1992.77: 2
+
R: 1
  
PN 1997: 5
+
S: 1
  
PN1997.2: 2.5
+
T-Z: 1
  
PN1998-Z: 2 (depending on personal copies)
+
Summary: need 38 shelves total; use 3 shelves per section; don't use upper or lower shelves
  
Summary: use 4 shelves per section = 22 shelves; try not to use lower shelves  
+
'''Media''': Number of shelves needed by accession/call number
  
=== Winter Term set up  ===
+
MCTR: 1
  
Books: 7 shelves total (A-Z)
+
A B C: 1
  
Media: 3 shelves total
+
D-G: 1
  
=== Spring Term set up  ===
+
H-L: 1
  
'''Books''' (number of shelves needed by call number)
+
M: 1
  
A: none
+
N-PM: 1
  
B: 6
+
PN 1992.77: 1
  
C: .5
+
PN 1997 A1: .5
  
D: 4
+
PN 1997: 3
  
E: 1.5
+
PN 1997.2: 3
  
F: 1
+
PN 1998-Z: 1
  
G: 1.5
+
Summary: need 15 shelves total; use 3 shelves per section = 22 shelves; don't use upper or lower shelves
  
H: 5
+
=== Winter Term set up (shelving) ===
  
J: 2.5
+
Books: 7-10 shelves total (A-Z)
  
K L M: 1
+
Media: 3-6 shelves total
  
N: 2
+
=== Summer Programs  ===
  
P: 1
+
These include the Bread Loaf School of English (VT and NM campuses), the Language Schools, the School of the Environment, the Bread Loaf Writers' Conference (August session), along with the Bread Loaf Orion Environmental Writers' Conference and the Bread Loaf Translators' Conference (held concurrently in June).
  
PA: 1
+
Procedures for reserve submissions vary for our summer programs. Please see information under each specific program
  
PC-PL: 2
+
==== BLVT and BLNM ====
  
PN: 2
+
===== January - February - March =====
  
PQ: 3
+
*Grab several copies of the new BLSE course catalog (in Jan.) -- use it to keep track of the lists that faculty send and to follow up on faculty/courses we haven't heard from yet
 +
*Obtain email addresses of BLVT and BLNM faculty. Often BL Staff like to be the contact for BL faculty, but it is helpful to have when questions arise.
 +
*Touch base with faculty (or BL Office) to remind them of deadline for reserve list submissions (April 15th). Email BL staff to be sure all BL faculty who would like to submit lists, have indeed submitted lists. The deadline date is needed to be sure there is time to order and process new books. Many faculty like to reuse their past lists; feel free to email their lists to them. See: [http://mediawiki.middlebury.edu/wiki/LIS/Reserves_Procedures#Creating_a_list_of_items_on_past_course_reserve Creating a list of items on past course reserves]
 +
*Sometimes you're not able to easily reconstruct an old reserve list using "create lists" in Mill. Here are three places to look for old BL reserve lists & correspondence: Library Reserves Mailbox (under "Past Years" and choose the year in question, then the appropriate BL folder), OR
 +
*middfiles -> orgs -> LIS -> Circulation Services -> Reserves -> BLSE -> assorted folders of old BLVT and BLNM Word doc lists, OR
 +
*Paper copies in Reserves file drawers, sorted by semester and year
  
PR: 1
+
====== Search BL lists  ======
  
PS-PT: 1
+
*Check lists to make sure we own the items needed. If not, submit order requests to Lib Acq. Orders of multiple items can be emailed to Lib Acq. Orders of just one item should be submitted via the [http://www.middlebury.edu/academics/lib/depts/main/collection_management/forms/node/51631 online purchase request form.]
 +
*Some lists require a lot of editing and manipulation, and you may need to work on them over the course of several days; feel free to safe them in the Reserves folder: orgs - LIS - Circulation Services - Reserves - BLSE - BLSE 2014 folder
  
Q: 1
+
===== Spring  =====
  
R S T: 2
+
*Submit [http://www.middlebury.edu/offices/business/facilities/forms/maintreq/node/284407 Facilities Service Request form] to request date for books to be moved to Davison (sometimes the Monday before the first day of class, or the week prior) – and date for books to return to Davis Family (typically the Friday before graduation). FYI: Facilities usually tries to coordinate the Library move with the Bookstore move (so they can do it all at once).
 +
*Set date for staff to put books on shelves at Davison (the Monday before class or earlier) and take books off the shelf (Thursday before graduation)
 +
*Large Blackwell boxes are held in LIB storage closet (near LIB 142) (60 - 70 boxes needed).
  
U-Z: 1
 
  
'''Media''':
+
===== Spring: BLNM processing (Reserves and ILL) =====
  
15 full shelves
+
Contact: Karen Browne in the BL office
  
=== Summer Programs  ===
+
*Reserves department receives lists, enters call numbers, places purchase orders for new items
 +
*Pull items and create reserve courses in Mill
 +
*After processing books, attach numbered stickers (1, 2, 3, etc.) to the spine to indicate which course it belongs to (give a number to each course that needs reserves)
 +
*Print copy of each course list to use as packing slips in boxes, put numbered sticker on each course list
 +
*Check out items to "nill bread" in iii. Set dues date for August 15th
 +
*Remove items from reserve after all items have been processed for all courses
 +
*Books should arrive in New Mexico before classes begin (usually mid-June)
 +
*Coordinate with ILL to pack up books and ship via trackable method (UPS 3-day)
 +
*Ask for number of boxes and tracking numbers from ILL staff and share this info with Karen Browne (BLSE office)
  
Bread Loaf School of English (VT and NM), Language Schools and Bread Loaf Writers' Conference
+
*The mailing address for 2019:
  
Procedures for reserve submissions vary for our summer programs. Please see information under specific school
+
Maura Mathieu
  
==== BLVT and BLNM Late Winter/Early Spring  ====
+
Bread Loaf School of English
  
*Create and print out BLVT and BLNM course list to keep track of submissions. Include columns to insert the following information: course name and number, faculty name, date submitted, date to Acquisitions, date returned, date lists printed, date lists picked up and processed
+
c/o St. John's College
*Create electronic folders in manager file for both BLVT and BLNM. Suggested folders for each: lists to search, lists to Acquisitions, lists complete
 
*Touch base with faculty (or BL Office) to remind them of deadline for reserve list submissions (April 15th). Email BL staff to be sure all BL faculty who would like to submit lists, have indeed submitted lists. The deadline date is needed to be sure there is time to order and process new books. Many faculty like to reuse their past lists; feel free to email their lists to them (LIB_RES mailbox: see end of semester Millennium generated reserve lists for each faculty)
 
*Obtain email addresses of BLVT and BLNM faculty. Often BL Staff like to be the contact for BL faculty, but it is helpful to have when questions arise.
 
  
===== Search BL lists  =====
+
1160 Camino Cruz Blanca
  
*For list submitted from previous semester, no need to search list. Edit course information and save electronic copy.
+
Santa Fe, NM 87505
*Utilizing Create List function in III, search for books on course reserve from previous year (SEARCH: "item type" HAS "7212-06"). Compare lists received from faculty with past lists – excel sheet can be alphabetized.
 
*Utilizing Create List function in III, search for missing books on reserve for and "item status" not equal to "available" identifying any titles that need to be searched or reordered. Order replacement books as necessary
 
  
*Check lists to be sure they were from a previous year. If course appears to be a new course, be sure to check books and call numbers (sometimes faculty list call numbers from other libraries and we do not own the books)
+
===== May - June: Retrieving books =====
*New titles submitted: search by author/title and publisher information; cut and paste exact call number into reserve list. If book needs to be ordered, type “to be ordered” in call number column. Email list to Library Acquisitions and save a copy in “lists to Acquisitions” file. Acquisitions will return list after orders are placed. Review and edit list as necessary
 
*Sort lists by call number - make sure DAV and ARM books are prefixed with these letters
 
*Save lists in appropriate folder
 
  
===== Spring  =====
+
*Sort reserve lists by call number and print out each list
 +
*Pick up books (indicate with a check next to the call number when an item is located, a dot when it is missing).
 +
*Processing: Create courses in Millennium: BLVT7182-BL14 Armstrong; Loan Period: 90 (1 day loan), location: mds (Davison Reserve)
 +
*Shelve processed books in separate area in reserve area: spread out all over the shelves for reserve books; leave one shelf for LS reserve items
 +
*Add colored dot to spine label to distinguish reserve books from Davison books
 +
*Organize books by call number at Davis Family
 +
*Send requests to Acquisitions for missing titles
 +
*Place books in boxes (being systematic about keeping them in call number order is very helpful)
 +
*Label boxes with call numbers and number the boxes in order of call numbers
 +
*Tally total number of boxes of books and send email to facilities (summer of 2010: 1,300 books/60 boxes; summer of 2011: 950 books, 42 boxes; summer of 2012: 611 books, 32 boxes; summer of 2013: 723 books, 36 boxes). These numbers only reflect the items on reserve prior to the start of the term.
 +
*Inform Davison staff and faculty of policy of requesting reserve materials while Davison is in session (see Print Reserves FAQ's)
 +
*FYI: Summer 2011: 32 out of 36 courses used reserves; Summer 2013: 31 of 35 courses
  
*Contact facilities to request date for books to be moved to Davison (normally the Monday before the first day of class) – and date for books to return to Davis Family (normally the Monday after graduation. NOTE: request BLWC books to be picked up from Davis Family and delivered to Davison on the same day BLVT books are returned to Davis Family)
+
===== June: create display of BLVT guest speakers  =====
*Set date for staff to put books on shelves at Davison (the Monday before class) and take books off the shelf (Thursday or Friday before graduation)
 
*Ask Acquisitions Office to start saving large Blackwell boxes for shipping books to NM and VT (60 - 70 needed).
 
  
===== Spring: special BLNM processing  =====
+
Ask Elaine Lathrop for the summer's calendar of events that are open to the public. There are usually about a dozen guest speakers/readers. Search their names in Mill, pull books that they've authored, and create a small display in Davison,
  
Contact: Laura Cooley Email: Laura.Cooley@sjcsf.edu Charge to: nill bread Books due: August 21st Ship Via: UPS to
+
Professor/Instructor: BLVT Guest Speakers 2016
  
Saint John's College Library C/o Laura Cooley 1160 Camino Cruz Blanca Santa Fe, NM 87505
+
Course Name/Number: BLVT Guest Speakers 2016
  
'''After Lists have been Prepared by Reserves department'''
+
Course Note: BLVT Guest Speakers-BL16
  
*Items are ready to be picked up in stacks. Pay special attention to the desired year and # of copies needed
+
Location: mds
*Missing items need to be searched for extensively; if not found, alert Reserve and they will place order through Lib Acq
 
*Checked out items need to be recalled
 
*Order items we don't own, and items that need updated editions
 
*Check out items to "nill bread" in iii. Set dues date for August 21st
 
*Include pink slip in front cover of each book that indicates which course the book belongs to, and the number of books there are for that particular course [might eliminate this step in '10?]
 
*Make copies of each course list to use as packing slips in boxes. Write down the number of books on the top of each packing list
 
*Include an additional sheet in each box that indicates the box # (ex: Box #7), what course(s) the books in each box are for (ex: this box contains books for course 7740 and 7360), and also note whether or not a packing slip is included for the course in that particular box
 
*Books should arrive in New Mexico as early as two weeks before classes begin. Books need to arrive between May 30th and June 6th.
 
*Email Laura to let her know when boxes were sent, how many to expect, and what items (if any) are still pending (ex: books still checked out, or on order, etc.)
 
*Send pdf file of course lists to Laura via email
 
  
===== June: Retrieving books  =====
+
Item type: 90
  
*Sort reserve lists by call number and print out each list
+
Please choose a different color dot from the regular BLVT reserves. Format the calendar of events into an attractive and readable Word doc, print on a piece of colored paper, and put in clear display stand next to books. (FYI, extra clear stands can be found in supply closet in Davis Family Library.) Depending on space constraints, the display can either live on the table behind the blue couch, or on an empty shelf near the start of the reserves stacks.
*Pick up books (indicate with a check to the left of the call number when an item is located, a dot when it is missing).  
 
*Processing: Create courses in Millennium: BLVT7182-BL10 Armstrong; Loan Period: 90 (1 day loan), location: mds (Davison Reserve)
 
*Shelve processed books in separate area in reserve area: spread out all over the shelves for reserve books; leave one shelf for LS reserve items
 
*Add colored dot to spine label to distinguish reserve books from Davison books
 
*Organize books by call number at Davis Family  
 
*Send requests to Acquisitions for missing titles
 
*Place books in boxes (being systematic about keeping them in call number order is very helpful)  
 
*Label boxes with call numbers and number the boxes in order of call numbers
 
*Tally total number of boxes of books and send email to facilities (summer of 2010: 1,300 books/60 boxes)
 
*Inform Davison staff and faculty of policy of requesting reserve materials while Davison is in session (see Print Reserves FAQ's)
 
*Obtain faculty breadnet email address from BL Office. Send email to each BL faculty with link to their reserve list and information on how to request additional titles for reserve.
 
  
 
===== Set Up at Davison  =====
 
===== Set Up at Davison  =====
  
*Facilities will pick boxes up from Lee Kennedy room early (before 8am) on the day requested  
+
*Facilities will pick boxes up from designated spot in Davis Family Library early (often before 8am) on the day requested
*Plan to meet at Davis at 9:00 and arrive at Davison by 9:30am with set up crew: Reserve Coordinator and other res/circ/ILL staff (2) and student workers (2) – along with BLSE liaison and Davison Librarian (summer 2010: 4 staff, 3 students)  
+
*Plan to meet at Davis at 9:00 and arrive at Davison by 9:30am with set up crew: Reserve Coordinator and other res/circ/ILL staff (2) and student workers (2) – along with BLSE liaison and Davison Librarian (summer 2010: 4 staff, 3 students; summer 2011: 5 staff, 1 or 2 students; summer 2012: 4 staff (one couldn't be there at last minute). Would have gone faster with 5 staffers.
*Items to bring to Davison: training binder, reserve lists, extra dots, pens, pencils, scissors, utility knife, and any special project or searching to be done while at Davison  
+
*In 2011, unpacking took about 60 min. Pulling Davison reserves and straightening took another 60 min. Training took 90 min. So it's possible to meet at Davison at 8:00am and be finished by noon (and then have lunch on the mountain then head back to the Main campus). In 2012 we didn't hold training at Davison because everyone was already familiar with procedures; Reserves Coordinator trained BL evening/weekends employee before classes started.
*At Davison, shift numbered boxes to approximate shelving location  
+
*Items to bring to Davison: training binder, reserve lists, extra dots, pens, pencils, scissors, utility knife, any special project or searching to be done while at Davison, and any books on the "to Davison" shelf at Davis
*Each "smaller" reserve shelf holds approx. four Blackwell boxes of books; "larger" shelves (around the corner) hold about twice that amount (6 1/2 smaller shelves, 4 larger shelves)  
+
*At Davison, shift numbered boxes to approximate shelving location
*Leave first two shelves (near librarian's desk) empty. Reserve media and specially labeled class shelves will live there.  
+
*Each "smaller" shelving unit holds approx. four Blackwell boxes of books; "larger" shelves (around the corner) hold about twice that amount (there's a total of 6 1/2 smaller shelves, and 4 larger shelves). Once you know the total number of boxes that are being shipped to Davison, you can divvy up the boxes so the books are spread out evenly across the shelves.
*Place books on shelf in LC call number order, leaving shelves at least one quarter empty.  
+
*Leave first two shelves (near librarian's desk) empty. Reserve media and specially labeled class shelves will live there.
*Pick up and process books from Davison collection, add colored dot to spine, and place item on reserve shelves  
+
*Place books on shelf in LC call number order, leaving shelves at least one quarter empty.
*Flatten boxes and store for returning books to Davis Family (summer 2010: placed in copy room at Davison)
+
*Pick up and process books from Davison collection, add colored dot to spine, and place item on reserve shelves
 +
*Flatten boxes and return to Davis Family Library storage room on lower level (next to 142)
 +
*Have student assistants label the shelves with call numbers while the staff are in Davison training.
  
===== Daily processing of Davison requests =====
+
====== LC arrangement (from 2015) ======
 +
Follow these general guidelines to avoid lots of shifting after the books are placed on the shelves
  
===== End of BL term  =====
+
Media
  
Before the end of term at Bread Loaf:
+
A-BX
  
*Create lists in Millennium for each Bread Loaf faculty's reserve reading. Save list in two ways:
+
C-GV
  
1. export data to excel sheet and save in BLVT-09 file (helpful if course is taught again) 2. send data to your email address; forward to individual faculty at end of BL term, and include as hard copy with letter below
+
H-N6512
  
*Cut and paste and create informal letter (hard copy) to be delivered to each BL faculty member's before the last week of term
+
N6513-PK
*Give letters to Bread Loaf staff to drop in faculty's mailbox.
+
 
 +
PL-PN
 +
 
 +
PQ1-PQ9999
 +
 
 +
"More reserves around the corner ->"
 +
 
 +
PR1-PR3599
 +
 
 +
PR4000-PR9999
 +
 
 +
PS1-PS3565
 +
 
 +
PS3566-Z
  
 
===== Tear Down at Davison  =====
 
===== Tear Down at Davison  =====
  
*Scan shelves for DAV books, ARMS, and Music. Remove and reshelve or put in designated box. Label boxes with call numbers.  
+
*Bring extra boxes and bins: we always need extras, especially with last-minute returns after we pack up
 +
*Bring packing tape dispenser and extra tape
 +
*Scan shelves for DAVISON books, ARM, and Oversize, etc. Remove and reshelve or put in designated box.
 
*Pack up boxes on Thurs. or Friday before graduation. Arrange transportation of books back to Davis Family on Monday following graduation
 
*Pack up boxes on Thurs. or Friday before graduation. Arrange transportation of books back to Davis Family on Monday following graduation
 +
*Summer 2011: 5 staff completed all packing and reshelving in 2 hours; Summer 2012: 4 staff in 1.5 hrs.
 +
*Even though classes are over, many books will be returned in the days before graduation. Schedule someone to work at Davison at least a few hours each day to process returns and pack bins/bring bins back to Davis.
 +
 +
===== August - BLNM processing (Reserves/ILL) =====
 +
 +
*Reserves Department will check in books returned from BLNM; check lists/ILL patron record for missing items and follow up with Karen Browne
 +
*Please note the total number of items sent to BLNM for reserves. (This info goes in the Circ statistics spreadsheet and the BL Annual Report)
 +
 +
===== September - October - November =====
 +
 +
*Begin work on the BL Annual Report, which includes feedback solicited from many across Library/ITS, and also includes BLSE student feedback (gathered by BL office), as well as BLWC feedback. The 2013 Annual Report is [https://docs.google.com/a/middlebury.edu/document/d/1R0KdKTmMvI_KNWultoT8pwDRCp7xrGS_TpU_KhPdBdw/edit here.]
 +
*Once the report is complete, work with BL office to schedule a meeting with the BL Director when they are on campus. Usually in late Fall.
 +
*Incorporate additional feedback from meeting into the report and then share the final report widely. 2013 report was posted on Google docs and shared via the Library/ITS Private blog. A Word doc was emailed to the BL Director.
 +
 +
==== BL Orion and BL Translators' ====
 +
*These conferences are held concurrently during the first week of June
 +
*Connect with BL staff in April re: reserve requests; send purchase requests to ACQ; remember that an assortment of dictionaries will be needed for BLT
 +
*Have Circ manager contact Banner staff and others re: patron load into system (ptype 155)
 +
*Plan Davison staff schedule, and connect with Helpdesk re: Apple Cellar support during conferences
 +
*Connect with Helpdesk re: Davison computer set up; generic username/password
 +
*Contact Facilities with set-up day and make sure there are no conflicts
 +
*Update Davison binder and signage
 +
*Order box of paper for printer/copier
 +
 +
==== BLWC ====
 +
=====Winter/Spring=====
 +
*Grab BLWC brochures from Info Desk (or requests copies from BLWC office). The brochures contain names/photos of all faculty and special guests. Nice to have as a personal reference and to place in BLWC binder. Names can also be found on the [http://www.middlebury.edu/blwc/faculty_guests_staff Faculty and Guests] section of the BLWC site.
 +
 +
=====July - August =====
 +
*BLWC staff (either Noreen Cargill or Jason Lamb) will email all bookstore orders (books authored by Faculty and Fellows) to the Reserves Office. They will also send along any special reserves requests for teaching/lecture needs.
 +
*Search lists, indicate call number for items owned by Midd. Forward book order requests to Acquisitions Department.
 +
*Also search MIDCAT for books authored by special guests at the Conference (editors, literary agents, etc.). Do not place requests for books we do not already own, but pull what we do own. Names of special guests can be found in the [http://www.middlebury.edu/bread-loaf-conferences/bl_writers/2015_faculty Faculty and Guests] section of the BLWC site.
 +
*Pick up library-owned books and reserve requests
 +
*Processing: Create course in Millennium: Bread Loaf Writers' Conference, BLWC 2016; Loan Period: 90 (1 day loan), location: mds (Davison Reserve)
 +
*Add items to reserve course
 +
*Add colored dots to spine label to distinguish reserve books from Davison books
 +
*Shelve processed books in temporary "staging area" (at Davis), organized by author last name (not call number). Books will be packed and brought to Davison by the Reserves Coordinator and/or other Circ staff (not Facilities). Expect to have 200-300 reserve books (6 boxes). Set-up occurs on Tuesday before the Conference starts. Only need one person for set-up.
 +
*Reserve books are arranged A-Z by author last name; use small white display stands (located in Davison librarian's closet) to display some books face-out. The bottom two shelves, spanning the length of the shelving units, are used to house the workshop packets.
 +
*BLWC staff manage an ERes page for BLWC and add the workshop pdfs themselves (all participants need to access and print these packets before arriving on campus). BLWC staff will only need us to set up the new ERes page (already set up for 2016).
 +
*Connect with Helpdesk re: public computer access and also Apple Cellar staffing during the conference
 +
*BLWC staff will usually need to borrow assorted pieces of equipment (dongles, powerpoint remotes); please extend the due date as needed
 +
*Get list of all faculty/participants with Banner IDs from BLWC staff and print for BLWC binder; have Circ manager contact Banner staff and others re: patron load into system (ptype 155);
 +
*See all other BLWC Circ procedures [[BLWC|here]]
 +
 +
==== Language Schools  ====
 +
 +
=====Print materials=====
 +
 +
*Language School Department Chairs order books for all courses in their department. Therefore, new books often come through with course number for reserve, and no faculty name (or NOT the faculty teaching the course). Consult on-line course catalog for correct faculty/course number.
  
===== Late Fall  =====
+
=====Media and screenings=====
  
*Schedule meeting with BLSE Office
+
*Same as print materials. Have LS faculty/staff follow the screening procedures that are used during the AY
*Set deadline for BL faculty to submit reserve lists in the spring
 
*Review reserve list submission procedure to have direct contact with BL faculty (not accomplished yet, but hopefully in the works)
 
*Create letter for faculty to be included with appointment packet
 
  
- Include printout of faculty’s recent course list; ask faculty to mark up list, and mail back to Library Reserve (include self addressed envelope to Library Reserve). A list can be emailed to them as well, but stress the returning of one paper copy.
+
==== School of the Environment ====
 +
*Connect with School coordinator in early Spring to determine best way to communicate with SENV faculty about their reserve needs. Email Brenda & Wendy afterward so they can follow up with liaison message
  
- Include directions on submitting requests for the following year’s reserve items. For new reserve submissions, email faculty reserve form (be sure to edit form every year so it looks different each year). Ask this list be returned via email. Bread Loaf New Mexico Late Winter/Early Spring
+
=== Library Reserves Mailbox  ===
  
*Touch base with BL Office to remind faculty of reserve list submissions
+
Similar to the Library Circulation Mailbox procedures:
*Seaching lists (same proceedure as BLVT)
 
*NOTE: Check for similar courses being taught in VT. Second copy of titles maybe needed if courses in VT is similar
 
  
===== Spring =====
+
Two minute rule: If you can deal with it in two minutes, do so. Otherwise, mark it unread and deal with it when you can
 +
 
 +
Copy the libres mailbox on all email replies -- it's very useful to have both the original email and the reply accessible in the appropriate reserves folder. Makes it easy to search by faculty name and pull up all related correspondence, particularly when an issue arises.
 +
 
 +
For multiple requests (emails) generated from "Put on reserve" icon: forward the first email, and then copy/paste the other requests into that first email -- adding the call number when needed, and adding any special notes (recalled, etc.). Then print out the email (double-sided, please) and send the email to the libres mailbox so you have a copy.
 +
 
 +
Take every opportunity to educate faculty when replying to email
 +
 
 +
Move read mail into appropriate folder
 +
 
 +
====Auto Reply email message ====
 +
*During the busiest weeks of the year (end of term, intersession, and beginning of term), we alert faculty to the Reserve SLAs (service level agreements) via auto reply responses sent from the Library Reserves mailbox (as well as the Reserves Coordinator's personal mailbox)
 +
*The auto reply simply states that the sender's email has been received, and then lists the current response times for reserve requests
 +
*During certain times of year we need to list multiple response times. For example, BL & LS requests: 1 business day; BLWC requests: 2 business days; Fall Term requests: 3-5 business days, etc.
 +
*Once the crunch time has passed and you're able to respond to all requests within 1 or 2 business days, the auto reply can be turned off
 +
 
 +
=== Library Reserves Phone Line ===
 +
The extension is x5495 and rings to the Reserves Coordinator's desk. Voicemails are sent via email to the Library Reserves Outlook mailbox through CallXpress. CallXpress instructions can be found in the shared Reserves folder (Word doc: "Unified Messaging Guide")
 +
 
 +
===Statistics ===
 +
 
 +
==== Books/Media Statistics  ====
  
*Check with BL Office for date to ship out BLNM items
+
Semester stats are included in Circ Stats in Dec, Jan, and May columns (in [https://docs.google.com/spreadsheets/d/1IuDOd8sGTQtI5iHOFAYEeAZLxUY3W6ceFJIv-EtBXDA/edit#gid=1827114240 Google doc])
*Coordinate with ILL to pick up books
 
*ILL will process books, checking out to ILL-NEWM
 
*After processing books, attach small dots to spine label before shipping to NM (color of dots indicate course number – 7 courses, 7 colors of dots or stars). NOTE: contact BL Office for email address for staff in NM to contact with questions
 
*Coordinate with ILL to box books (be sure to include course list in boxes).  
 
*Alert mail services to pick up boxes in mail room.  
 
*Plan to mail out to the NM Library the Friday around the end of May or first of June. Need to arrive in NM on the Friday before the beginning of term.
 
*Mail to:
 
  
Meem Library St. John's College 1160 Camino de ls Cruz Blanca Santa Fe, NM 87505
+
BLVT, BLNM, LS, SOE, and BLWC are included in Circ Stats in the Aug. column. BLT and BLO stats are included in the June column.
  
===== August =====
+
==== ERes Statistics ====
  
*ILL Department will check in and process books being returned; check lists for missing items and follow up
+
'''Number of New and Restored Course Pages:'''
  
===== Mid Summer  =====
+
*Search coursepages for Term "Fall" and Year "2015" (for example) for total number of coursepages
 +
*Then, sort by "date created" and count created dates: recently created = new coursepage, older date = restored coursepage.
  
*Obtain list of BLWC faculty. Create list of faculty authored books by searching Millennium (include title and call number)
+
'''Number of Faculty Users:'''
*Pick up faculty authored books and reserve requests
 
*Processing: Create course in Millennium: Bread Loaf Writers' Conference, BLWC-09; Loan Period: 90 (1 day loan), location: mds (Davison Reserve)
 
*Add items to reserve course
 
*Add colored dots to spine label to distinguish reserve books from Davison books
 
*Shelve processed books in separate marked area in reserve area, organized by call number
 
  
==== BLWC Spring/Early Summer  ====
+
*Sort by "Instructor" and count the number of faculty
  
*Contact BLWC Administrative Manager to set date for reserve submissions (normally date coincides with the deadline set for bookstore orders)
+
'''Number of New Documents:'''
*Search lists, indicate call number for items owned by Midd. Forward book order requests to Acquisitions Department
 
  
==== Language Schools  ====
+
*From Main Menu, under "System Tools & Settings," select "Reports"
 +
*From drop down menu select "Summary: System growth"
 +
*Choose date grouping:
  
Language School Department Chair order books for all courses in their department. Therefore, new books often come through with course number for reserve, and no faculty name (or NOT the faculty teaching the course). Definitely needs some work; consult on-line course listing for faculty/course. It was decided to put all books for 600 level courses on reserve.  
+
- Fall term (Aug. 1 - Dec. 15)
  
Media: another work in progress!
+
- Winter term (Dec. 15 - Jan. 15)
  
Language School faculty drop off many personal copies for screening. The example that works the best: Drop off clearly marked item 1 week in advance of screening. Item should be marked with English title, faculty name, course number, date of screening. Catalog the item and check filemaker for the title. If title exists, replace "faculty will bring/faculty will drop off at Circ Desk/or anything else" with personal copy call number.  
+
- Spring term (Jan. 15 - May 25)
  
=== Library Reserves Mailbox  ===
+
- Summer term (May 25 - Aug. 1)
 +
 
 +
*View number for "documents"
  
Follow general procedure as in Library Circulation Mailbox
+
'''Number of Document Hits'''
 +
*From Main Menu, under "System Tools & Settings," select "Reports"
 +
*From drop down menu select "Hits: Documents"
 +
*Date grouping: none; Item Grouping: none; Display format: numbers
 +
*Choose date grouping:
  
Two minute rule: If you can deal with it in two minutes, DO IT! Otherwise, mark it unread and deal with it when you can
+
- Fall term (Aug. 1 - Dec. 15)
  
Move read mail into appropriate folder
+
- Winter term (Dec. 15 - Jan. 15)
  
For multiple requests (emails) generated from "put on reserve" icon, create a word document with multiple requests. Email document to Lib Res mailbox, print out one sheet with multiple requests
+
- Spring term (Jan. 15 - May 25)
  
Take every opportunity to educate faculty when replying to email. Some common replies:
+
- Summer term (May 25 - Aug. 1)
  
*To request a title for purchase, please complete purchase request form
+
*The total hit count will be displayed
*To schedule screening assistance, please contact the Help Desk
 
  
Sample messages are found in the "Draft messages" folder:
+
==== Oberlin Survey  ====
  
*ERes Faculty Administrator password
+
Report requests: "Reserve transactions for electronic. Include both initial transactions and renewals." Stats reported have been of the total number of ERes document hits:
*ERes inquiry
 
*How to use MIDCAT "shopping cart" function instead of clicking "put on reserve" button multiple times
 
  
[[Category:Circulation_procedures]]
+
ERes Main Menu > Reports > Hits:Documents > select dates (fiscal year: July 1-June 30)
  
 +
[[Category:Circulation procedures]]
 
[[Category:Reserves]]
 
[[Category:Reserves]]

Latest revision as of 10:27, 7 April 2020

Contents

Electronic Reserves Processing

Restoring an ERes page

  • Log into ERes with manager credentials; in Main Menu click on "Course Reserves Page"
  • In "Instructor" field, type in faculty member's last name. You can also search by "Course Number" (i.e. HIST0101)
  • Click the small box next to the correct course, then click "Modify Selected"
  • In "Step 1" box: adjust the "Course Number," "Term," and "Year." If "Instructors" need to be added/removed, do that as well.

FYI: I always confirm the Course Name and Course Number via the online catalog

  • In "Step 2" box: adjust the "Password" and the "Visibility Date Range"
  • Double and triple check your work -- the adjustments of dates and the password are critical details and will cause a lot of confusion if incorrect
  • Click "Save" on bottom of page
  • Go back into the ERes page to grab the stable link for the Email confirmation to faculty
  • You will also want to check on any links to online articles included in the ERes page. This is the time to test them and make sure they're still stable. To do this: search by "Instructor" last name, then click the "Course Number," then click "Course Reserves Page" tab
  • If there are folders, click "Open/Close All Folders" to reveal the contents
  • Links will have a blue globe icon. Click on each one and make sure it brings you to the proper article. If it doesn't, the link will need to be updated

Creating a new ERes page

  • Log into ERes with manager credentials; in Main Menu click on "Course Reserves Page"
  • Before creating a new page, first search under the Instructor's last name to make sure the page doesn't already exist from a previous semester. If it does, it may be best to simply restore the page (ask the faculty member what they'd like us to do).
  • Also, searching under their name will reveal if they've used ERes before. If they haven't, we'll need to add their name to the system before creating a new page; it's the same for new academic departments, or departments that have changed their name -- these adjustment must be made first before creating a new ERes page (more on this here)
  • Now: Click on "Add Course Page" and enter all info in "Step 1" -- and remember to make the formatting consistent with all other pages
  • In "Step 2": enter password, choose "Visibility Date Range" and disable the "Discussion Board" and "Chat Room." Leave the "Document Ordering" on "Alphabetic" unless the faculty member has requested otherwise
  • Click "Save" on bottom of page
Add a new instructor or department in ERes

New instructor

  • From ERes "Main Menu," click "Accounts"
  • If you're not sure whether they're in the system, you can click "Show Search Options" then search under "Last Name" (not "username")
  • Once you've confirmed they're definitely not in the system, click "Add Account"
  • "Step 1": Look up their username in Mill, and enter it into "Username" box. Then enter a password and password confirmation. Finally, enter their First Name, Last Name, and choose the group (usually "Faculty" unless they've asked to be an administrator). Administrator instructions are here
  • Step 2: Paste in their email address (from Mill) and click "Save"

Instructor name change

  • When an instructor's name changes, and they're already in ERes -- From "Main Menu," click "Accounts" then search under "Last Name"
  • Click the box to the left of the name, then click "Modify Selected"
  • Adjust the username, first name, last name -- whatever needs to be changed, then click "Save"

New department

  • Academic departments will change names (or brand new departments are created) occasionally
  • From "Main Menu," click "Departments"
  • The "Department Name" is the full name; the "Abbreviation" is the official College abbreviation. When in doubt, check the course catalog
  • Click "Add Department," fill in Name and Abbreviation, then click "Save"


Administrator privileges in ERes

We encourage faculty members to become administrators of their own ERes pages. Administrator privileges allow faculty to:

  • Access all ERes pages and documents they've used in the past
  • Add/remove/adjust any readings needed for the current semester

To set up admin privileges for a faculty member:

  • From ERes "Main Menu," click "Accounts"
  • Click "Show Search Options" and search by "Last Name"
  • Click the box to the left of the name, then "Modify Selected"
  • The username should match the faculty member's College username -- this can be found in Mill. Then pick a password. FYI, the password can be changed as soon as the faculty member logs into ERes for the first time
  • For "Group" you need to select "Faculty Administrators"
  • Click "Save"

Email to faculty member re: admin privileges

The email will be the starter kit for administrators. An example is below:

Dear [faculty member]

I've made you an administrator in the EReserves system. Here's how to get started:

Click on this link: http://eres.middlebury.edu/eres/login.aspx

And use the following log in credentials:

Username: xxxxxx

Password: xxxxxx (please feel free to change this password once you log in)

The following documentation will show you how to add/remove ERes readings:

http://mediawiki.middlebury.edu/wiki/LIS/Reserves_Information_for_Faculty#Learn_to_manage_own_ERes_page

I'm also happy to offer a brief tutorial over the phone or in person if that would be helpful.


For Faculty: Permission to manage own ERes page

Contact libres@middlebury.edu to set up an ERes administrator account. We will create your ERes pages (or restore previously used coursepages), and show you the management functions of ERes. Administrative privileges allow you to view your previous ERes pages, restore your old documents to current pages, add new documents and links, and create folders to organize your pages. You will also have the ability to view statistics to see how frequently specific items are being accessed within your ERes pages.

For Faculty: Learn to manage own ERes page
Add a new PDF to ERes

Go to this link and log in with your personal admin credentials.

You should then see your ERes page listed. Click on that page, then click on “Documents and Copyright.”

Then click “Add document” then “Add a new document.”

Then enter in the basic info about the reading (author/title) into the "Title" box ("Title" is in red). Go to the very bottom of the page and click "Apply." This simply saves your work so you can then navigate away from the page to grab the pdf and attach it.

  • You may also fill in "Step 2: Provide Optional Information" section before clicking "Apply," but it's not required. Please do NOT fill in "Step 3: Course Specific Settings" (it's unnecessary and will cause confusion when restoring the ERes page in a future semester)

Next, click on "Attach Files" (found in the "Step 2: Provide optional information" box).

This takes you to a page where you will click on "Transfer File(s) to Server" (top of the page) and then you can browse and select a file from anywhere on your computer.

  • Please make sure your file follows proper naming conventions, e.g. does not contain "special characters" (commas, etc.)

Once you've selected the file, click "upload" and then click "done." This will take you back one page, where you simply say "done" again. This will send you back to the page where you originally typed in the author/title info -- scroll to the bottom of the page and click "Save."

Add a new link to ERes

Go to this link and log in with your personal admin credentials.

You should then see your ERes page listed. Click on that page, then click on “Documents and Copyright.”

Then click “Add document” then “Add a new document.”

Then enter in the basic info about the reading (author/title) into the "Title" box ("Title" is in red).

Then, in "Step 2: Provide Optional Information" -- click on "Web Link" and paste the url into the box. There is a green button next to the box which will allow you to test the link.

  • Please do NOT fill in "Step 3: Course Specific Settings" (it's unnecessary and will cause confusion when restoring the ERes page in a future semester)

Then, scroll to the bottom of the page and click "Save."

Please note that creating a persistent (unbreakable) link can be tricky, and will vary from one database to the next. Please see the Persistent Links documentation for help.

Add a previously used document to ERes

For a document that is already in the ERes system from a previous semester:

Go to this link and log in with your personal admin credentials.

Click “Documents and Copyright.” Then click “Add document” then “Select existing document.” This will pull up all documents that are associated with your Eres pages. Simply search for the author/title, click the little box to the left of the title, then click “Save Selections.”

Remove a document from an ERes page

Go to this link and log in with your personal admin credentials.

Click “Documents and Copyright.” Then click the little box next to the reading you’d like to remove. Then click “Remove Selected.” Then confirm by clicking “remove” once again.

The document will be removed from the ERes page but will still be available in the system (in case you need it again in a future semester).

Create persistent links to electronic resources

Linking to articles in electronic databases is not as simple as copying the URL. Most URLs are not persistent. For detailed linking instructions to specific databases, please visit Creating Persistent Links

Copyright Questions

Please refer to the Copyright and Fair Use Guidelines in the Middlebury College Handbook for additional copyright information, or contact Library Reserves: libres@middlebury.edu

Change Administrator Password

The Reserves Coordinator will give you a username and password in order to log into the system for the first time. If you'd like to change your password:

Go to this link and log in with your personal admin credentials.

On the left side of the page click on "My Account" (Change your personal account information). You will see your username. Type in a new password (and then type it again for Password Confirmation), and then click the "Save" button. That's it!

If you have any other username/password questions, please contact Library Reserves: libres@middlebury.edu

Email confirmation to faculty

  • A confirmation email is sent to both the faculty member and the libres mailbox with the link and password to the ERes page. The libres mailbox is copied for a few reasons, but the most helpful is that it serves as a reminder to place the ERes link in the Course Hub.
  • To find the stable link:

Search for Instructor

Click on "Course Number" link

Click on "Course Reserves Page" tab

Click "Accept"

Click "Course Info"

The "Persistent URL" will be listed below: http://eres.middlebury.edu/eres/coursepage.aspx?cid=2228

  • Here's the simple email that is sent:

Dear [faculty name]

I've [restored/created] your ERes page for HIST0101. Here is the link: [paste in link]

And the password (to share with your students) is: [number/initials]

Please be in touch with any questions

Receiving new materials for ERes

Faculty should submit photocopies for ERes by completing Copyright Clearance Permission Form. They can also email pdfs and send citations for online links to the libres mailbox.

Reserves staff will review submissions -- check for copyright, staples, double-sided copies -- and organize readings in order as they appear on the ERes form.

A staff member will pick up materials and create the PDF files (see Scanning and Mark-up procedures)

After cleaning up the pdfs, reserve staff will add documents to the Docutek ERes system

Scanning Photocopies
  • Type in six-digit ID number and press "ID" on the photocopier control panel
  • On top of screen select "SEND"
  • On bottom of screen the "ONE TOUCH BUTTON" tab should be visible. If not select this tab
  • Select "ERES"
  • Load paper on the top feed of the photocopier. Be sure the originals are face-up and that any staples or paper clips have been removed
  • If the original document is double-sided, on the right hand side of the screen, select/press the 2-sided original button. Select "Book Type" and hit "OK"
  • If the originals are too dark in places, or too light, you can adjust the scan settings: on right side of screen, in "scan settings" box, select "option" then select "option" again. On right side you can adjust the dark/light settings, then select "OK"
  • Now you are ready to begin the scanning. Press the big green circular "START" button on the photocopier control panel.
  • Once the document finishes scanning, it will automatically be sent to the "manager on Bearcat" server.
Scanning from a book
  • Type in six-digit ID number and press "ID" on the photocopier control panel
  • On top of screen select "SEND"
  • On bottom of screen the "ONE TOUCH BUTTON" tab should be visible. If not select this tab.
  • Select "ERES"
  • Open photocopy lid, place book on scanner and press the big green circular "START" button on the photocopier control panel.
  • "Selecting the Original Size" screen will appear -- choose the top (default) option "LTR" and press "OK." The page will then scan.
  • To avoid having to select the original size for each page you scan, click "Document size" and click the top "LTR" button, then "Done"
  • Flip to the next page to be scanned and hit "Start"
  • Then the next page, etc., until you're finished
  • When done, click "Done" button and the document will be set to the manager file
Marking up with eCopy
  • Open "manager on bearcat" drive
  • Open an eCopy file (they will be in order of the time they were scanned)
  • To rotate:

Select "View All" from toolbar Then from "Edit" dropdown -- choose "Select All"

Select Rotate Left or Rotate Right from toolbar

  • To mark-up:

Double-click first page and select "Fit Length" on toolbar to fit file on one page

Select "Markups" from toolbar

Select "whiteout" (be sure to select the white one and not the black one)

Draw a box around dark photos or black lines and clean up document; please leave photos and illustrations intact

Select "next" and continue until all pages are clean

  • To add bib information:

If file does not contain bib information, using the markup tool, select text

Cursor will change, and now you can enter text information on first page of document

  • To export file

From "File" dropdown, select "Export"

Make markups permanent by selecting "ALL" from pull down box

Name file authorlastname_onewordoftitle

Export file to manager drive

  • Close eCopy document. Do not save changes. Delete eCopy file.
  • File will now be in PDF format
Receiving pdfs for ERes
  • We will happily receive pdfs (via email, thumb drive, etc.) to clean up and place on ERes
  • Open pdf and determine if the material is a chapter from a book, or an article from a journal. If it's an article, we'll first want to see if we can link to the article electronically, rather than add the pdf. Our licenses with journal vendors stipulate that we must link, not post pdfs, to articles we subscribe to.
  • For chapters from a book, open the pdf. Under "File" select "Print"
  • From print drop-down menu, select "eCopy Desktop 9 Printer" then select "Print"
  • The document will now open in eCopy and will allow you to rotate pages and clean it up. Follow the eCopy directions here
Receiving article citations for ERes
  • Use Summon to search for articles online
  • For example -- a faculty member emails a citation for a reading that's needed on ERes:

Daniel J. Solove, “Five Myths About Privacy," Washington Post, June 13, 2013.

  • Copy and paste the title into Summon's search box and click "Search"
  • The yellow "online" bubble will confirm which resources are available online. Click on the correct article and you should be taken directly to it. Then follow the Creating Persistent Links instructions to copy/paste the stable link into Eres
  • For times when Summon isn't pulling up the article you need, you can always search for the article in MIDCAT via the Journals A-Z tab.
  • Search for the journal by title; then select the online database needed. This will be dependent on the publication date of the article, and any personal preference you have for one database over another.
  • You will then be able to do a title search within the publication; or, you may have to select the year of the publication, then the specific date/issue, and then scroll for the article in the issue

Adding new materials to ERes

Book chapters

  • Go to the "Admin Login" page and log in with the ERes manager credentials
  • Click "Course Reserves Page"
  • Search by "Instructor" last name to find the ERes course you need. If a new course needs to be created, see the instructions here
  • Click on the correct "Course Number" and then "Documents and Copyright"
  • Click "Add a Document" then "Add a New Document"
  • Let's pretend we're adding the following chapter from a book:

Elizabeth Bishop in Brazil and After by George Monteiro (Ch. 3: Driving to the Interior); McFarland & Company, Inc., 2012.

  • In the "Title" box, type Author last name/Chapter title (Monteiro/Driving to the Interior). This is our standard format, but faculty may ask for something different, which is fine. Also enter the "Page Range" (i.e. 30-45)
  • In "Step 2" click "Bibliographic Information." Enter the "Primary Title" (Elizabeth Bishop in Brazil and After), "Primary Author" Last name, First name (Monteiro, George), "Copyright Status" (usually "Copyright Registered"), "Publisher", "Number of Pages" (# in pdf), and "Date Published."
  • Scroll down to "Step 4" and click "Apply." This saves all of your work and enables you to navigate away from the page in order to grab the pdf
  • Return again to "Step 2" and click "Attach Files"
  • This page lists all of the files located in the "manager" (bearcat) folder. Click the green paperclip next to the correct file, then click "Done." The file is now attached to the page.
  • If you aren't using the manager file and need to grab a document from your desktop, click "Transfer File(s) to Server (on top of page), then browse, then upload, then done.
  • Finally in "Step 4" click "Save" -- and you're all set!

Article links

  • Go to the "Admin Login" page and log in with the ERes manager credentials
  • Click "Course Reserves Page"
  • Search by "Instructor" last name to find the ERes course you need. If a new course needs to be created, see the instructions here
  • Click on the correct "Course Number" and then "Documents and Copyright"
  • Click "Add a Document" then "Add a New Document"
  • Let's pretend we're adding the following article from a newspaper:

David Sanger, “Obama Order Sped Up Wave of Cyberattacks Against Iran,” New York Times, June 1, 2012

  • In the "Title" box, type Author last name/Article title (Sanger/Obama Order Sped Up Wave of Cyberattacks Against Iran). This is our standard format, but faculty may ask for something different, which is fine. Also enter the "Page Range" (i.e. 30-45)
  • In "Step 2" click "Bibliographic Information." Enter the "Journal" (New York Times), "Primary Author" Last name, First name (Sanger, David), "Copyright Status" (usually "Copyright Registered"), "Volume," "Issue" (June 1) and "Date Published" (2012).
  • Then, click on "Web Link" and paste in the stable link. Instructions for stable links can be found here. Click the green button next to the link to make sure it works.
  • Finally in "Step 4" click "Save" -- and you're all set!
  • PLEASE NOTE: Sometimes you'll receive a pdf of an article that we subscribe to electronically. We always need to post the link to the article, not the pdf, to the ERes page. This is a requirement of our agreement with the publishers/databases.

Restoring old materials to ERes

  • Go to the "Admin Login" page and log in with the ERes manager credentials
  • Click "Course Reserves Page"
  • Search by "Instructor" last name to find the ERes course you need. If a new course needs to be created, see the instructions here
  • Click on the correct "Course Number" and then "Documents and Copyright"
  • Click "Add a Document" then "Select existing document"
  • Start by doing a "Title" search (this is the field typically populated with author last name/chapter title). So start your search with the author's last name or part/all of the chapter title. Depending on what turns up you may need to try searching with other keywords.
  • Once you've located the correct document, click the box to the left of the title and click "Save Selections"
  • If the document is an article link, please check to make sure the link is stable. Otherwise, you're all set.
  • PLEASE NOTE: Sometimes you might not be sure if you have the correct document. There's a way you can look at the "document history" to see which courses the document has been attached to in past semesters. After you've done a Title search for the item, you can click on the actual title -- this will take you to a page with three tabs. The first tab, "Document Info," contains the bib info and either the pdf or link. The second tab, "Document History," contains info about every time the document has been added or removed from a course page. "Current Associations" shows the course pages that the document is currently associated with (both past semesters as well as the current semester).

Add ERes resource to Course Hub

This is important to do for several reasons. First, of course, is to allow for easy access to ERes from the Hub. Also, the Curricular Technology workgroup collects stats each term on how many resources are added to the Hub, and we want to make sure that EReserves are accurately represented.

  • Go to Hub and log on: http://courses.middlebury.edu/
  • In the "Masquerade" box, type in first name of faculty member, followed by last name. You may need to double-check in Mill to confirm the person's exact (formal) first name (or if the person goes by their middle name etc.)
  • Click on the appropriate semester, then "Manage Resources"
  • Click "Add a Resource"
  • Click "ERES Resource" link
  • In the "ERES course id (cid):" field, follow the instructions for entering the number
  • Click "Save" and you're all set. After the link has saved, click "Switch back" (under Masquerade) to no longer be logged in as the faculty member

Creating Persistent Links

Anthrosource
Blackwell-Synergy / Wiley Inter Science
Cambridge Journals

OR

OR

  • Click on abstract
  • Click on “Link to this Abstract”
  • Copy and paste link provided
  • Students will have to click on PDF on toolbar at right side of page
Ebsco Research Databases
Gale - Academic OneFile - General OneFile – InfoTrac
JSTOR
LexisNexis Academic
Oxford Journals
Project Muse

OR

ProQuest
Science Direct
  • Search for the desired article
  • In the search results page select the desired article
  • From the top of the page, copy the DOI number
  • Add the prefix: http://dx.doi.org/
  • The link should look like: http://dx.doi.org/10.1016/j.apgeochem.2008.02.014
  • Students can click on “download PDF”
    OR
  • Right click over PDF
  • Copy link location in Firefox - (copy shortcut in IE)
  • The link should look like:

http://www.sciencedirect.com/science/article/pii/S0883292708000747/pdfft?md5=473cade65ba10ea2ec311bc282f0d8b9&pid=1-s2.0-S0883292708000747-main.pdf

Springer
  • In the search results page select the desired article
  • Right click on "Download PDF"
  • The link should look like:

http://link.springer.com/content/pdf/10.1007%2Fs10539-009-9191-9.pdf

What is DOI?

A DOI is a Digital Object Identifier, one of the standards for online content identification that allows for redirection in the face of changing, or less permanent, URLs. This is what a DOI looks like: (It is usually preceded by "doi:") 10.1000/123456 or 10.1016/S0006-8993(00)02382-8

"Forgot your ERes password?" Wordpress site

This site is updated for each new semester (after the previous term has ended). Pick a new four digit number that will be added to the course number and then update the examples on the Wordpress site:

http://sites.middlebury.edu/erespassword/

The ERes homepage also links to the Wordpress site.

Dan, Nancy, and Kellam all have admin privileges to the site.

Troubleshooting user access issues

Sometimes we'll hear from a user, either a faculty member or a student, who is having trouble accessing an ERes reading. Here's how to troubleshoot any issues, and the people in Library/ITS who can offer further assistance:

Issue with a pdf
  • If a user is unable to open a pdf, first check to make sure that you can open it yourself. Assuming you can, then ask the user: have you installed all Adobe Acrobat updates on your computer? You can also find out which browser they're using (IE, FF, Chrome, Safari). Issues with pdfs almost always stem from the user's end -- usually they have something installed on their personal computer that is blocking the pdf from opening. If all else fails, you can email the pdf to the user so they can access it immediately while working with the Helpdesk for further troubleshooting, since it's likely a software issue and not something that can be resolved by the Reserves department.
Issue with a link
  • If a user is unable to access an article via a link, first check the link and make sure you can open it. If you can, then ask the following questions:
  • Are you on or off campus? Using a wired (Ethernet) or wireless connection? If wireless, are you on our secure network (MiddleburyCollege)? Also, find out which browser they're using (IE, FF, Chrome, Safari).
  • If the link still isn't working for the user, you should download the pdf and email it to them so they have immediate access to it while you troubleshoot further.
  • Other tips: paste the journal title into MIDCAT's "Journals A-Z" tab and see the databases that offer online access to the journal. If we have several options, you may want to swap out one link for another. For instance, you could link to the article via JSTOR instead of ProQuest.
  • If both you and the user are having trouble with the link, then it's either broken or the database is experiencing issues. For broken links, be sure to follow the stable link instructions and create a new link.
  • If the database is experiencing issues, email: eaccess-admin@middlebury.edu so the proper people in Library/ITS are informed
  • Finally, you may find it useful to loop in the department liaison to have an extra pair of eyes on the issue, since the liaisons are well-versed on our databases

Docutek system configuration

When you're logged in as the ERes manager, you can access the "System Tools & Settings" portion of the Docutek system (and feel very powerful while doing so)

  • "Homepage Item" and "News Announcement" are what a regular user sees when they go to go/eres
  • "Reports" is how we gather statistics at the end of each term. More details on that here
  • "Language" -- just ignore this
  • "System Configuration" -- when you click on this and then select "Quick Dates" from the drop down menu, you can adjust the visibility dates for each semester. In the "System Settings" portion of this page, clicking the + sign next to "Settings" will allow you to adjust the years available on the drop downs.
  • For any other system needs or adjustments, please consult with Bryan Carson (Web Services & Systems Librarian)

Documenting Copyright and Fair Use in Docutek

It's critical to make a Fair Use evaluation for each item placed on Electronic Reserves. The College Handbook's Copyright and Fair Use Guidelines are clear and useful.

First, you'll need to determine the item's current copyright status. This chart will help. The copyright status can be noted in the "Bibliographic Information" section in Docutek, under "Copyright Status." Please note that this is not a determination of Fair Use, simply a documentation of current copyright status.

Next, the Fair Use evaluation. Consider the Four Factors and complete a Fair Use evaluator and either print the document or save it electronically in the middfiles Reserves folder ("Fair Use evaluations for ERes").

Finally, it is time to record your determination in Docutek. In the "Copyright & Fees" tab, click "Modify Entry." Select one of the following options from the "Copyright Permissions" drop down menu:

Not Specified = default setting

Not Required / Public Domain = item has passed into PD and copyright permission is not needed

Claim Fair Use = Signifies that a Fair Use evaluation has been completed.

Permission Request Pending = waiting for permission from copyright holder

Permission Granted = received permission from copyright holder

The "Notes" area of this screen is where you should paste any qualifying language about the Fair Use evaluation or the permission granted.

Print Reserves (books)

Receiving lists for print reserves

Requests for book reserves will arrive in the following ways:

  • Email generated by "Put on course reserve" button in MIDCAT and sent to libres mailbox
  • Email generated by shopping cart function in MIDCAT and sent to libres mailbox
  • Personal email sent by faculty member
  • Personal email sent by department coordinator
  • Email sent by someone in the Library (Lib Acq, liaison) with request attached
  • Stack of books received at Circ Desk with orange reserves slip attached

Compiling/checking lists for print reserves

Depending on how a list is received, it may or may not have the item's call number listed. Sometimes with lists generated by a person instead of MIDCAT, the call number will be incorrect. The best practice is to check ALL call numbers before printing the reserve lists and having the items retrieved by a student. This allows us to correct errors ahead of time, recall books that are checked out, and it saves time by not having students search the stacks for books that are already checked out. "An ounce of prevention" as they say.

"Put on reserve" requests

Requests that are generated by MIDCAT will require some massaging. We usually receive many of these emails at once, each containing an individual request for a specific course. Here's how to compile them into one big document:

  • Open the first "Put on reserve" request and forward it so you have an open draft to work with. Then, open up each remaining request and copy/paste the contents into the new draft email
  • Arrange the requests by course
  • Now it's time to check the call number and place recalls when needed. However, the individual "Put on reserve" emails won't always have the call number listed. Please search by ISBN instead. Copy the ISBN, go into Search/Holds in Mill, and choose "i STANDARD NO" and paste it in the search box. Then copy/paste the call number into the email document
  • If the request is missing both the call number and the ISBN, you may search by the title. Often you will need to confirm you have the correct title by checking the publisher info included in the request, and comparing it to the info in Mill
  • Place any needed recalls. More on recalls here.
  • Print the list (double-sided) and send the email to the libres mailbox

III EXPORTER requests

These requests (generated by using the "shopping cart" feature in MIDCAT) will arrive via email and contain way too much information. Here's how to manually adjust these lists and make them shorter:

  • Forward the email so you have a draft that you can edit
  • Delete the lines from "NOTE" to "STANDARD #" for each item
  • Just the basic bib info will remain. If any record indicates that the item is checked out, please recall it for the course.
  • Print the list (double-sided) and send the email to the libres mailbox

Email requests from faculty, coordinators, etc.

Sometimes these requests contain call numbers and sometimes they don't -- it's best to double-check each item

  • Forward the email so you have a draft that you can edit
  • If a call number is included, check to make sure it's correct. If not, search by title or author, and if publication info is included you'll want to make sure you're grabbing the correct edition
  • Print the list (double-sided) and send the email to the libres mailbox

Recalling items/placing holds for reserves

When you compile and check lists for reserves it's also the perfect time to recall items that are checked out. You will note that you've done so on the list (typing "recalled" next to the call number before you print it out) and this will indicate that the item does not need to be searched in the stacks. At the start of every term we recall anywhere from a few dozen to over 100 items for reserve -- from Midd borrowers, Nexpress, and ILL. Here's how to do it:

  • In the Search/Holds button, search by call number/ISBN etc.The "Due Date" column will indicate if the item is checked out. The "Checked out on ..." message on the bottom of the screen will indicate who has the item.
  • If it's a student, staff, or faculty member who isn't the requesting faculty member:
  • Click "Hold Selected Item" button
  • Index: n NAME: type "office reserve" and then click "search"
  • Click "Place hold"
  • Select "Pickup Location" from drop-down menu
  • In "Hold Note" field, paste in the course info from the request and use the following format: HIST0101-F13 Smith
  • If the item is needed for two courses, here's what the "Hold Note" info should look like: 2 courses: HIST0101 & HIST0201-F13 Smith & Jones
  • If the item is a book and is needed for a 1-day or 3-day loan, here's what the "Hold Note" should say: 3-day loan HIST0101-F13 Smith
  • The aim is to keep the Hold Note as streamlined and informative as possible.
Recalling from NExpress
  • Place a recall as you normally would, and then send an email to the appropriate "returnables" person at the NExpress library. Include the following information in your email: the borrower's name and the item's bib information
Recalling from ILL
  • Place a recall as you normally would, and then email Rachel Manning (ILL) with the item's bib information. She will follow up with the borrowing library and expedite the return of the item.
Placing hold on Armstrong item

Dozens of Armstrong items are placed on reserve at Davis each semester. Here's how to get the items from there to here:

  • First, place a hold on the item in Mill -- indicate that the item is needed at Davis (in dropdown menu), and note the reserves info in the "Hold Note" (HIST0101-S14 Smith)
  • Email Nancy Reynolds at Armstrong and paste the bib info for each item into the email. Make sure she knows that you've already placed holds on the items.
  • Armstrong staff will search for the books, and then set them in-transit and send to Davis in the bin
  • When they arrive, please follow these instructions as these items will need special processing

Creating a new course

  • Pull up the course in the online catalog and confirm that the course number and name matches the reserves list you were given.
  • Also, search in "Course Reserves" mode in Mill to make sure the course hasn't already been created:

Index: p PROF/TA and type in faculty last name

  • If the course doesn't exist, In "Course Reserves" mode in Mill, select "New" at top of the page
  • Type information as prompted: FACULTY NAME (Last name, First name), COURSE NAME/NUMBER (course abbreviation, 4 digit number, semester abbreviation, followed by faculty last name: HIST0101-F13 Smith), COURSE NOTE (course name), save. Please note that this format needs to be followed exactly. We use these details to create lists in future semester of the items a faculty member previously used.
  • If there are two faculty members associated with the course, please add both names. You will need to "insert" an additional Professor/Instructor field (follow the same format as above), AND include both faculty member names in the "Course Name/Number" field (i.e. HIST0101-F13 Jones and Smith).
  • Please note that at the beginning of every term we create a template to take care of the following fields: BEGINNING DATE ("t" for today), ENDING DATE (last day of semester exams), LOCATION (mmcs = Davis, macs = Armstrong, mds = Davison) -- so you should not have to enter these for each new course created)

Adding books to a course

  • in "Course Reserves" button, search for the instructor's last name, then pick the correct course
  • Click "Add Items or Bib" and then scan in the barcode
  • Click "Add Selected Item(s)"
  • Change the "Location" to "mmcs" and the "Item type" to either 91 (2-hour), 90 (1-day), 92 (3-day), or 93 (4-hour media only).
  • Click "OK" and the item will now be on reserve for the course
  • Add a green dot to the spine label

If you have a whole pile of books to place on reserve for a course, and they will all have the same item type (loan period), there's a way to adjust the settings so you don't have to enter the location and item type for each book (this is a real time-saver):

  • From the "Options" pull down menu (top of page), select "Course Settings"
  • Check box "Use these settings for adding items/bibs"
  • Select location and item type (i.e. mmcs and 91)
  • Select OK
  • Then click "Add Items or Bib" and scan the barcode, then click "Add Selected Item(s)" and the item will then appear on the course page with the proper location and loan period
  • Add a green dot to the spine label
  • It's important to note that the Course Settings will stay in effect until you navigate away from the Course Reserves button. In other words, don't forget to adjust the settings before moving on to another stack of reserves with different loan periods.

Adding a book from Armstrong

  • IMPORTANT: If the item has a HOLD placed by the Reserve Office, when the hold is canceled the item will change to "in transit" status. Please delete the in transit message ("in transit to branch library on date") AND change the item status to "Available."
  • Then, follow steps as outlined above
  • On spine label, cover up the Armstrong name with yellow "reserve" sticker (use tape) and add a green dot to spine

Adding an Ebook

  • To start, the ebook will need to be one that we own (it will have item record info in Mill). If it doesn't have item record info, send an email to Lib Acq asking for the ebook to be purchased. Acq will usually have the item purchased, and the item record info entered, in a few days.
  • In Course Reserve button, pull up the course as usual. Instead of scanning in a barcode to add an ebook, simply paste in the title or call number.
  • Leave the location as "meb" (E-book) and the item type as "51" (E-book).

Staying Organized

Kellam's tips for keeping hundreds of lists organized:

  • Use the red "Pulling Reserves" folder -- it has Do and Don't reminders for pulling materials. Keep all lists that need to be actively searched in this folder
  • Maintain a separate folder for lists that have items we're waiting on -- recalls to be returned, or new books to be purchased
  • A "To be booked" folder can be useful if you have a bunch of media lists that need bookings for screenings. Tackle in order of screening dates and as time allows
  • Finally, the very best folder of all -- the Done folder. Lists go here once every item has been located and added to reserve. We need to occasionally refer back to these lists throughout the semester, especially if a question or discrepancy arises. Otherwise we just tuck them away and keep them on file for about four years.

Personal copies

Creating a new personal copy

Before you begin to process personal copies, you'll want to remove any book jackets (if they were given to you), and place DVDs in standard size DVD cases (if the DVD was given to you in a small CD case or a paper sleeve). Set these items aside with notes re: what they belong to. At the end of the term you'll reunite the items with their materials and return them to faculty.

Next, call numbers are assigned by the first letter of faculty's last name, followed by a number:

Example for books:

S21 Sommers

S22 Sommers

S41 Saunders

S42 Saunders

Example for Media:

Media S45 Smith

Media S46 Smith

It's very important to search for a call number before the item record is created:

  • In Search / Holds, search by "h LOCAL CALL NO" then type in first initial of faculty member's last name (if searching for books), or Media and first initial of last name (for media items). You can then pick out a number that hasn't been used previously.
  • Go to middfiles -> orgs -> LIS -> Circulation Services -> Reserves folder -> Forms Labels Signs folder -> "Personal copy labels-do not change" Word doc
  • Enter the call number into one of the label areas. Remember that the top of the Word doc equals the top of the label sheet equals the part of the sheet that's fed into the Circ printer first
  • Then, "Print" and go to "Printer Properties," then "Paper" and select Tray 1 and click OK
  • Open up Tray 1 and place the label sheet with the labels up
  • Now you can print
  • Put the new spine label on the item and put a barcode on it as well (back lower corner for books; inside DVD case for media)

Now, in the course reserve mode, select the course to which the item will be added

  • Select ADD ITEM or BIB
  • Select NEW icon
  • Choose either DAVIS RES PERS COPY [for books], DAVIS RESERVE MEDIA [for media], or DAVIS RESERVE REPRINT [rarely used] template
  • At prompt, enter author, title and call number
  • Choose DAVIS RESERVE, hit select
  • At next screen, scan barcode number attached to personal copy, select NEXT
  • SAVE new item record
  • Select ADD ITEM to course reserve
  • Make sure that the location and item type are correct
Restoring an old personal copy

The following steps need to be taken before an old personal copy can be placed on reserve for a course

  • in "Search/Holds" button, scan in the barcode
  • You'll notice the red "Suppressed" on the bottom left corner of the page
  • Click the "edit" button on top of the page
  • In "Bib Code 3" box you'll see that it says "n SUPPRESS" -- simply click on the box and select the "---" dashes option to clear the suppression, and click "Save"
  • The item is now ready to be processed for reserves in Mill, just like any other book or media item

FYI, at the end of each semester we pull all personal copies and suppress them in Mill, more on that here

Photocopies

Photocopies are rarely placed on reserve, since almost all readings can be placed on EReserves. However, occasionally a faculty member doesn't want the material available electronically (i.e. sample student papers; exam answers). In these cases, please place the photocopies in a three-ring binder and process the binder as you would a personal copy of a book. Add a barcode and spine label to the binder, process as a personal copy, and shelve with the reserve books.

Media Reserves

Use the same procedures for adding print items to reserve: more here

Special tips

  • It's critical to pull the exact call number for each media item, just as it is for print reserves. If a faculty member asks for the 2011 edition of Citizen Kane, you need to put that edition on reserve, not the 2005 edition.
Film Screenings

When we receive a list of media items for reserve, and the items need to be booked for screenings, it's helpful to write "Need to book" on the top corner of the page. Once the list has been searched and you've placed the items on reserve, this note is a helpful reminder that you're not finished with the list yet. Go through the list and book each item as needed, and write a little "B" next to each screening date to indicate you've taken care of it.

More on film screenings here

Bookmark these pages!

You'll use these pages a zillion times a day. Make your life easier and bookmark them ASAP:

Who to Contact

  • Acquisitions: Library Purchase form or acquisitions@middlebury.edu
  • BLSE (Vermont and New Mexico): Karen Browne
  • BLWC: Noreen Cargill and Jason Lamb
  • Copyright & Fair Use: Terry Simpkins
  • E-journals, regular journals: eaccess-admin@middlebury.edu
  • Intercampus envelopes: Mailing Services
  • Office supplies (reserve stickers): Doreen Bernier
  • Reprographics (reserve slips): Valerie Costello
  • Special Collections: SpecialCollections@middlebury.edu
  • VHS to DVD conversions: Sue Driscoll & Petar Mitrevski

Missing books/media needed for reserve

Inevitably, reserve lists will be searched by students and some items won't be found. Here's what to do:

  • First, look up the item in MIDCAT. Check to see if it's checked out, on the holdshelf, or recently returned. Also check on its location -- maybe it lives in Oversize and this detail wasn't noted on the reserve list
  • Send a different student out to look for it -- often this will resolve the issue and the item will be found
  • If it's still missing and you have time, look for the item yourself. If not, skip ahead and pass the item along to the Stacks Coordinator (Todd) for a thorough search
  • If it's still missing, we'll need to order a replacement. Please note that this usually only has to happen with a half-dozen items each term, so we usually find almost everything that was originally noted as missing
  • Send single replacement requests to Library Acquisitions via the online Purchase Request Form. If you have multiple requests to make, send an email to Lib Acq (libacqreq@middlebury.edu) with faculty and course information for each item needed.

For items missing while on reserve:

  • Search for misplaced item in reserve stacks, reshelving area, and stacks
  • Mark as missing
  • Notify faculty
  • Order replacement via Lib Acq

NOTE: be sure to remind student assistants to notify a supervisor when a reserve item is missing. Students should not mark it MISSING. It is not treated like a normal book.

Creating Batch "Reserve" Item Message

  • Create Lists button: select empty file (with 5000 max records)
  • Click Search Records
  • Title it, for example, "Fall Term Reserves 2013"
  • Store record type: i (item)
  • Then: i (type), 79 (field: location), = (condition), mmcs (value a). You may also want to include Armstrong reserves as well -- just add a second line with macs (value a). Make sure the "operator" is "OR." Click "search"
  • Next, enter circczar initials (Admin - set initials)
  • Click "Rapid Update" button: "select record type to modify": i (item)
  • Review file: select the Reserves list
  • Select: 97 (field), r (value), then "Start"

To clear the reserves note at the end of term, follow the same process except:

  • Under "Rapid Update" button, replace with "No message": 97 (field), - (value)

Overdue reserve items

  • Email the patron with a "high importance" email and let them know that the item is overdue, accruing penalty points, and that the person is preventing his/her fellow students from completing their work
  • If we're having a tough time getting a response from the delinquent borrower, and/or multiple students in the class haven't been able to access the material in a timely fashion, then you should email the faculty member and let them know the situation and that we're doing everything we can to have the book returned promptly.

Reserve training for Circ Desk students

Finding reserves in MIDCAT

  • books/media
  • ERes & forgot your password
  • differentiate between D, V, B, eb suffixes

Finding reserves on shelves

  • books, media, and print reserves

Checking reserve items in and out

  • note the pop up message
  • state the due date to borrower
  • in-house only (unless 1 or 3 day loan)
  • checking out to faculty: show Mill tab (to determine which course it's on reserve for)

Receiving reserves from faculty

  • orange slip
  • ERes copyright form
  • reserves processing shelf
  • use rubber bands, paper clips, or binder clips to keep things together

Office reserves hold slip

  • print, reserves processing shelf

Problems

  • If you can't find a reserves item
  • reports of damage

Reserve loan break policy

Library reserve books may be taken out for extended loan over break - IF:

  • There is more than one copy of the book on reserve (one copy should remain).

or

  • The patron has permission from their faculty member for an extended loan (email: libres@middlebury.edu).

Up to three books may be taken out over break. Does not apply to media items.

These materials may be checked out on the last day of classes before the break. Change date due to 9:00am on the first day that classes resume.


End of Term Procedures

1) Take Stats

  • Both ERes and hard copy reserves
  • Break out media reserves from book reserves
  • Run a list of ebooks on reserve (item type 51 with S20 in reserves note, for example)
  • Run a list of streaming media (item type 50)
  • For SENV items, search by "-SE20" in reserves note
  • More on stats here
  • If you'd like to create a list of the items on reserve and the number of circs they had (while on reserve), you should do so now before removing the items from reserve. (For example, running a list of all media items and how many times each film was borrowed.)

2) Remove reserve item message

First: i, m, =, r Then: 97 and "--" (dash)

3) Deactivate courses

  • In course reserves button -> Options -> Records whose status should change
  • After: pick a date long in the past; Before: pick a date far in the future
  • Search
  • Check list to make sure it contains items from current term and not from other terms
  • "Select all" then "change status." Use date currently set? Yes. System will then freeze while we contemplate how we might have just broken Millennium.

After the courses are deactivated they can be deleted as time allows:

  • In course reserve mode: Search for courses to delete (organize search alphabetically by either faculty name or course number).
  • From course list, select "all"
  • Select "Remove items and bib"
  • Click OK Select delete course

Special Note! Before you delete the items, quickly look at their locations on the right-hand side. If you see any that are still listed as mmcs/macs/mds, you'll want to select them and click "Change Status" to make them inactive. Strangely, they will already have inactive status, but making them inactive again will clear the reserves location for good. These items were usually on reserve for multiple courses, Who knows why this happens.

4) Suppress courses

  • Use the list of courses you've already created ("course name" has W13, for example), OR using dates (1/10/12-12/31/12)
  • Rapid update, course code 3, value "n"
  • Suppress courses

5) Change dates in reserve template

  • In course reserve button: Admin -> Settings -> New Records -> Course
  • Adjust for each branch

6) Pull and suppress personal copies (automate this in Mill)

  • Scan personal copy barcode
  • Click "edit" button
  • In "Bib Code 3" box, select "n" for Suppress and save
  • Make sure that the location reverts back to "m" (for Davis items) or "ma" (for Arm items) and not a reserve location (so our stats aren't affected)
  • Leave the dots and yellow stickers on all personal copies; this saves us a step when the item is reused in a future semester

Note: if we decide to delete personal copies (instead of suppressing them), here's how:

Bibliographic records (for items we created call numbers)

  • In search/hold mode: Search by barcode to locate record
  • Select "edit" button on Millennium toolbar
  • Select "delete bibliographic record" on File pull-down menu
  • Enter username and password

Item records (for items attached to LC call numbers)

  • In search/hold mode: Search by barcode to locate record; Select item record of personal copy item; Select "delete item record" on File pull-down menu (no password needed)
  • Finally, send a group email to faculty with personal copies (bcc each faculty member) with the following text:

"All items have been removed from Library Reserves, and your personal copies of books and media are ready for pick up at the Davis Family Library Circulation Desk. Please stop by to retrieve your personal copies (or have someone pick them up on your behalf) as soon as possible. You can find the Library's intersession hours here [link to hours]. If you have a large number of items to pick up, we're happy to bring them to the rear of the building and help you load them into your car."

7) Pull restricted and oversize DVDs

  • Run list and add restricted DVD message back into records (internal message, item message, #9 item type)

8) Pull items from branches, oversize, VT Coll etc. and return to proper home

9) Run list of items still on reserve; investigate why and deal with them

10) Return ERes photocopies via intercampus mail

  • Detach the Copyright form from the ERes submission and file away
  • Attach a "Thanks for using ERes this semester" slip of paper to the photocopies
  • Write the faculty member's name on a sticky note and place on photocopies
  • Place the photocopies in an intercampus envelope (get them through Mailing Services) and address to faculty member (find the office location in online Directory)

Creating a list of items on past course reserve

1) Name the list (example: PSCI0103-S13 Bleich)

Select: ITEM as record type

Select: ITEM (i), RESERVE NOTE (r), HAS (h) "PSCI0103-S13 Bleich"

Click: SEARCH

2) Exporting records to email

From file menu > select printer > standard printer > send to email address

Enter email address: libres@middlebury.edu

3) Sort records (there should be a saved "sort," but if not ...) i - 79 b - c i - c sort

4) In create lists, select LIST RECORDS (there should be a saved "list," but if not ...)

List item information in fields:

Item (i): location (79)

Bib (b): title (t)

Bib (b): author (a)

Bib (b): call number (c)

Item (i): call number (c)

Item (i): barcode (b)

Bib (b): pub info (p)

PAGE HEADING: name the page

NUMBER OF BLANK LINES BETWEEN ITEMS: select 1

Select: NUMBER RECORDS IN THE LIST

Select: OK, select send to email list

Weekly procedures

  • Create list to add "reserve" to note field (this should really be a daily task)
  • Check outstanding holds on Office Reserve record
  • Quality control inspection of reserve shelves: check for mishelved items, overstuffed or messy shelves, loose green dots or yellow stickers
  • Review your folder of missing/recalled/newly ordered items and follow up as needed

Annual procedures

Communicating reserve information to Faculty

  • Mid June/early July: email reserve information to new Fall and Spring faculty. This is timed to go out after the Dean's letter, and prior to the Liaison's letter.
  • End of July, early August: create blog post re: submitting Fall reserve requests
  • Mid Oct: send reserves information to Winter faculty once you receive the list from Janis Audet; copy the Head of Reference & Instruction. The liaisons will follow up a little later with their own personal message to their faculty
  • Late Nov - early Dec: create blog post re: submitting Winter and Spring term requests
  • Dec: email reserve info to any late-addition Spring Term faculty

Here is the text of the email -- hyperlinks should be placed throughout the message. Copies of this message can be found in the Outlook reserve mailbox folders for each term.

Welcome to Middlebury!

We're pleased that you'll be joining us here. As you prepare for your [Winter Term] course, here's some information re: requesting materials for course reserves. Please email us with any questions, and thank you for submitting your requests early.

Book and Media Reserves

To submit book requests:

Detailed instructions can be found here. Reserve books may be borrowed by students for 2-hour (in house use), 1-day, or 3-day loan (as specified by the faculty member). If the Library doesn't own a book that you need, please complete a purchase request form.

To submit media requests:

Submit reserve requests as you would for books (details here). Reserve media may be borrowed by students for 4 hour (in house use) only. Items being screened do not circulate on the day of screening. If the Library doesn't own a media item that you need, please complete a purchase request form.

For film screenings:

Media Services will provide Film Screening support only for 35mm and 16mm films, and for all formats screening in Dana Auditorium, Twilight Auditorium, and Axinn 232. All other film screenings are the responsibility of the faculty or sponsor of the screening. More details regarding screenings, scheduling rooms, and film rentals can be found here.

Electronic reserves

Digital copies of articles/chapters and links to web resources may be posted for student access via the password-protected EReserve web site. Each course has a separate password that you can share with your students. More details can be found here.

To submit requests: • Copies of articles/chapters: complete the Eres Copyright Clearance Form, attach photocopies of the materials, and deliver to the Davis Family Library. Pdfs can be emailed to Library Reserve. • Articles from online databases and journals: email the complete bibliographic information to Library Reserve. There is no need to submit photocopies for scanning. Faculty Administrators:

Interested in maintaining your own ERes coursepage? Permission can be obtained by contacting Library Reserve.

Copyright and Best Practices:

Faculty must verify that each work copied to EReserve or a course web site falls within the scope of the U.S. Copyright law (Title 17). Refer to Middlebury College Copyright and Fair Use Guidelines.

Please don't hesitate to contact us with questions or concerns. We're here to help!

Fall and Spring Term set up (shelving)

Books: Number of shelves needed by call number (reflects Spring 2019 shelving needs)

  • Use this list as a guide for spacing out the reserve books at the beginning of the term. Use small stickies to indicate how many shelves each call number needs.

A: .5

B: 3

C: .5

D: 3

E: 2

F: 1

G: 1

H: 2

J: 1

K, L: 1

M: 1

N: 2

NA: 1

NB-NX: 2

P: 1.5 (depending on personal copies)

PA-PC: 1

PE-PK: 1

PL: 3

PN: 2

PQ: 1

PR: 1

PS-PT: 2

Q: 1

R: 1

S: 1

T-Z: 1

Summary: need 38 shelves total; use 3 shelves per section; don't use upper or lower shelves

Media: Number of shelves needed by accession/call number

MCTR: 1

A B C: 1

D-G: 1

H-L: 1

M: 1

N-PM: 1

PN 1992.77: 1

PN 1997 A1: .5

PN 1997: 3

PN 1997.2: 3

PN 1998-Z: 1

Summary: need 15 shelves total; use 3 shelves per section = 22 shelves; don't use upper or lower shelves

Winter Term set up (shelving)

Books: 7-10 shelves total (A-Z)

Media: 3-6 shelves total

Summer Programs

These include the Bread Loaf School of English (VT and NM campuses), the Language Schools, the School of the Environment, the Bread Loaf Writers' Conference (August session), along with the Bread Loaf Orion Environmental Writers' Conference and the Bread Loaf Translators' Conference (held concurrently in June).

Procedures for reserve submissions vary for our summer programs. Please see information under each specific program

BLVT and BLNM

January - February - March
  • Grab several copies of the new BLSE course catalog (in Jan.) -- use it to keep track of the lists that faculty send and to follow up on faculty/courses we haven't heard from yet
  • Obtain email addresses of BLVT and BLNM faculty. Often BL Staff like to be the contact for BL faculty, but it is helpful to have when questions arise.
  • Touch base with faculty (or BL Office) to remind them of deadline for reserve list submissions (April 15th). Email BL staff to be sure all BL faculty who would like to submit lists, have indeed submitted lists. The deadline date is needed to be sure there is time to order and process new books. Many faculty like to reuse their past lists; feel free to email their lists to them. See: Creating a list of items on past course reserves
  • Sometimes you're not able to easily reconstruct an old reserve list using "create lists" in Mill. Here are three places to look for old BL reserve lists & correspondence: Library Reserves Mailbox (under "Past Years" and choose the year in question, then the appropriate BL folder), OR
  • middfiles -> orgs -> LIS -> Circulation Services -> Reserves -> BLSE -> assorted folders of old BLVT and BLNM Word doc lists, OR
  • Paper copies in Reserves file drawers, sorted by semester and year
Search BL lists
  • Check lists to make sure we own the items needed. If not, submit order requests to Lib Acq. Orders of multiple items can be emailed to Lib Acq. Orders of just one item should be submitted via the online purchase request form.
  • Some lists require a lot of editing and manipulation, and you may need to work on them over the course of several days; feel free to safe them in the Reserves folder: orgs - LIS - Circulation Services - Reserves - BLSE - BLSE 2014 folder
Spring
  • Submit Facilities Service Request form to request date for books to be moved to Davison (sometimes the Monday before the first day of class, or the week prior) – and date for books to return to Davis Family (typically the Friday before graduation). FYI: Facilities usually tries to coordinate the Library move with the Bookstore move (so they can do it all at once).
  • Set date for staff to put books on shelves at Davison (the Monday before class or earlier) and take books off the shelf (Thursday before graduation)
  • Large Blackwell boxes are held in LIB storage closet (near LIB 142) (60 - 70 boxes needed).


Spring: BLNM processing (Reserves and ILL)

Contact: Karen Browne in the BL office

  • Reserves department receives lists, enters call numbers, places purchase orders for new items
  • Pull items and create reserve courses in Mill
  • After processing books, attach numbered stickers (1, 2, 3, etc.) to the spine to indicate which course it belongs to (give a number to each course that needs reserves)
  • Print copy of each course list to use as packing slips in boxes, put numbered sticker on each course list
  • Check out items to "nill bread" in iii. Set dues date for August 15th
  • Remove items from reserve after all items have been processed for all courses
  • Books should arrive in New Mexico before classes begin (usually mid-June)
  • Coordinate with ILL to pack up books and ship via trackable method (UPS 3-day)
  • Ask for number of boxes and tracking numbers from ILL staff and share this info with Karen Browne (BLSE office)
  • The mailing address for 2019:

Maura Mathieu

Bread Loaf School of English

c/o St. John's College

1160 Camino Cruz Blanca

Santa Fe, NM 87505

May - June: Retrieving books
  • Sort reserve lists by call number and print out each list
  • Pick up books (indicate with a check next to the call number when an item is located, a dot when it is missing).
  • Processing: Create courses in Millennium: BLVT7182-BL14 Armstrong; Loan Period: 90 (1 day loan), location: mds (Davison Reserve)
  • Shelve processed books in separate area in reserve area: spread out all over the shelves for reserve books; leave one shelf for LS reserve items
  • Add colored dot to spine label to distinguish reserve books from Davison books
  • Organize books by call number at Davis Family
  • Send requests to Acquisitions for missing titles
  • Place books in boxes (being systematic about keeping them in call number order is very helpful)
  • Label boxes with call numbers and number the boxes in order of call numbers
  • Tally total number of boxes of books and send email to facilities (summer of 2010: 1,300 books/60 boxes; summer of 2011: 950 books, 42 boxes; summer of 2012: 611 books, 32 boxes; summer of 2013: 723 books, 36 boxes). These numbers only reflect the items on reserve prior to the start of the term.
  • Inform Davison staff and faculty of policy of requesting reserve materials while Davison is in session (see Print Reserves FAQ's)
  • FYI: Summer 2011: 32 out of 36 courses used reserves; Summer 2013: 31 of 35 courses
June: create display of BLVT guest speakers

Ask Elaine Lathrop for the summer's calendar of events that are open to the public. There are usually about a dozen guest speakers/readers. Search their names in Mill, pull books that they've authored, and create a small display in Davison,

Professor/Instructor: BLVT Guest Speakers 2016

Course Name/Number: BLVT Guest Speakers 2016

Course Note: BLVT Guest Speakers-BL16

Location: mds

Item type: 90

Please choose a different color dot from the regular BLVT reserves. Format the calendar of events into an attractive and readable Word doc, print on a piece of colored paper, and put in clear display stand next to books. (FYI, extra clear stands can be found in supply closet in Davis Family Library.) Depending on space constraints, the display can either live on the table behind the blue couch, or on an empty shelf near the start of the reserves stacks.

Set Up at Davison
  • Facilities will pick boxes up from designated spot in Davis Family Library early (often before 8am) on the day requested
  • Plan to meet at Davis at 9:00 and arrive at Davison by 9:30am with set up crew: Reserve Coordinator and other res/circ/ILL staff (2) and student workers (2) – along with BLSE liaison and Davison Librarian (summer 2010: 4 staff, 3 students; summer 2011: 5 staff, 1 or 2 students; summer 2012: 4 staff (one couldn't be there at last minute). Would have gone faster with 5 staffers.
  • In 2011, unpacking took about 60 min. Pulling Davison reserves and straightening took another 60 min. Training took 90 min. So it's possible to meet at Davison at 8:00am and be finished by noon (and then have lunch on the mountain then head back to the Main campus). In 2012 we didn't hold training at Davison because everyone was already familiar with procedures; Reserves Coordinator trained BL evening/weekends employee before classes started.
  • Items to bring to Davison: training binder, reserve lists, extra dots, pens, pencils, scissors, utility knife, any special project or searching to be done while at Davison, and any books on the "to Davison" shelf at Davis
  • At Davison, shift numbered boxes to approximate shelving location
  • Each "smaller" shelving unit holds approx. four Blackwell boxes of books; "larger" shelves (around the corner) hold about twice that amount (there's a total of 6 1/2 smaller shelves, and 4 larger shelves). Once you know the total number of boxes that are being shipped to Davison, you can divvy up the boxes so the books are spread out evenly across the shelves.
  • Leave first two shelves (near librarian's desk) empty. Reserve media and specially labeled class shelves will live there.
  • Place books on shelf in LC call number order, leaving shelves at least one quarter empty.
  • Pick up and process books from Davison collection, add colored dot to spine, and place item on reserve shelves
  • Flatten boxes and return to Davis Family Library storage room on lower level (next to 142)
  • Have student assistants label the shelves with call numbers while the staff are in Davison training.
LC arrangement (from 2015)

Follow these general guidelines to avoid lots of shifting after the books are placed on the shelves

Media

A-BX

C-GV

H-N6512

N6513-PK

PL-PN

PQ1-PQ9999

"More reserves around the corner ->"

PR1-PR3599

PR4000-PR9999

PS1-PS3565

PS3566-Z

Tear Down at Davison
  • Bring extra boxes and bins: we always need extras, especially with last-minute returns after we pack up
  • Bring packing tape dispenser and extra tape
  • Scan shelves for DAVISON books, ARM, and Oversize, etc. Remove and reshelve or put in designated box.
  • Pack up boxes on Thurs. or Friday before graduation. Arrange transportation of books back to Davis Family on Monday following graduation
  • Summer 2011: 5 staff completed all packing and reshelving in 2 hours; Summer 2012: 4 staff in 1.5 hrs.
  • Even though classes are over, many books will be returned in the days before graduation. Schedule someone to work at Davison at least a few hours each day to process returns and pack bins/bring bins back to Davis.
August - BLNM processing (Reserves/ILL)
  • Reserves Department will check in books returned from BLNM; check lists/ILL patron record for missing items and follow up with Karen Browne
  • Please note the total number of items sent to BLNM for reserves. (This info goes in the Circ statistics spreadsheet and the BL Annual Report)
September - October - November
  • Begin work on the BL Annual Report, which includes feedback solicited from many across Library/ITS, and also includes BLSE student feedback (gathered by BL office), as well as BLWC feedback. The 2013 Annual Report is here.
  • Once the report is complete, work with BL office to schedule a meeting with the BL Director when they are on campus. Usually in late Fall.
  • Incorporate additional feedback from meeting into the report and then share the final report widely. 2013 report was posted on Google docs and shared via the Library/ITS Private blog. A Word doc was emailed to the BL Director.

BL Orion and BL Translators'

  • These conferences are held concurrently during the first week of June
  • Connect with BL staff in April re: reserve requests; send purchase requests to ACQ; remember that an assortment of dictionaries will be needed for BLT
  • Have Circ manager contact Banner staff and others re: patron load into system (ptype 155)
  • Plan Davison staff schedule, and connect with Helpdesk re: Apple Cellar support during conferences
  • Connect with Helpdesk re: Davison computer set up; generic username/password
  • Contact Facilities with set-up day and make sure there are no conflicts
  • Update Davison binder and signage
  • Order box of paper for printer/copier

BLWC

Winter/Spring
  • Grab BLWC brochures from Info Desk (or requests copies from BLWC office). The brochures contain names/photos of all faculty and special guests. Nice to have as a personal reference and to place in BLWC binder. Names can also be found on the Faculty and Guests section of the BLWC site.
July - August
  • BLWC staff (either Noreen Cargill or Jason Lamb) will email all bookstore orders (books authored by Faculty and Fellows) to the Reserves Office. They will also send along any special reserves requests for teaching/lecture needs.
  • Search lists, indicate call number for items owned by Midd. Forward book order requests to Acquisitions Department.
  • Also search MIDCAT for books authored by special guests at the Conference (editors, literary agents, etc.). Do not place requests for books we do not already own, but pull what we do own. Names of special guests can be found in the Faculty and Guests section of the BLWC site.
  • Pick up library-owned books and reserve requests
  • Processing: Create course in Millennium: Bread Loaf Writers' Conference, BLWC 2016; Loan Period: 90 (1 day loan), location: mds (Davison Reserve)
  • Add items to reserve course
  • Add colored dots to spine label to distinguish reserve books from Davison books
  • Shelve processed books in temporary "staging area" (at Davis), organized by author last name (not call number). Books will be packed and brought to Davison by the Reserves Coordinator and/or other Circ staff (not Facilities). Expect to have 200-300 reserve books (6 boxes). Set-up occurs on Tuesday before the Conference starts. Only need one person for set-up.
  • Reserve books are arranged A-Z by author last name; use small white display stands (located in Davison librarian's closet) to display some books face-out. The bottom two shelves, spanning the length of the shelving units, are used to house the workshop packets.
  • BLWC staff manage an ERes page for BLWC and add the workshop pdfs themselves (all participants need to access and print these packets before arriving on campus). BLWC staff will only need us to set up the new ERes page (already set up for 2016).
  • Connect with Helpdesk re: public computer access and also Apple Cellar staffing during the conference
  • BLWC staff will usually need to borrow assorted pieces of equipment (dongles, powerpoint remotes); please extend the due date as needed
  • Get list of all faculty/participants with Banner IDs from BLWC staff and print for BLWC binder; have Circ manager contact Banner staff and others re: patron load into system (ptype 155);
  • See all other BLWC Circ procedures here

Language Schools

Print materials
  • Language School Department Chairs order books for all courses in their department. Therefore, new books often come through with course number for reserve, and no faculty name (or NOT the faculty teaching the course). Consult on-line course catalog for correct faculty/course number.
Media and screenings
  • Same as print materials. Have LS faculty/staff follow the screening procedures that are used during the AY

School of the Environment

  • Connect with School coordinator in early Spring to determine best way to communicate with SENV faculty about their reserve needs. Email Brenda & Wendy afterward so they can follow up with liaison message

Library Reserves Mailbox

Similar to the Library Circulation Mailbox procedures:

Two minute rule: If you can deal with it in two minutes, do so. Otherwise, mark it unread and deal with it when you can

Copy the libres mailbox on all email replies -- it's very useful to have both the original email and the reply accessible in the appropriate reserves folder. Makes it easy to search by faculty name and pull up all related correspondence, particularly when an issue arises.

For multiple requests (emails) generated from "Put on reserve" icon: forward the first email, and then copy/paste the other requests into that first email -- adding the call number when needed, and adding any special notes (recalled, etc.). Then print out the email (double-sided, please) and send the email to the libres mailbox so you have a copy.

Take every opportunity to educate faculty when replying to email

Move read mail into appropriate folder

Auto Reply email message

  • During the busiest weeks of the year (end of term, intersession, and beginning of term), we alert faculty to the Reserve SLAs (service level agreements) via auto reply responses sent from the Library Reserves mailbox (as well as the Reserves Coordinator's personal mailbox)
  • The auto reply simply states that the sender's email has been received, and then lists the current response times for reserve requests
  • During certain times of year we need to list multiple response times. For example, BL & LS requests: 1 business day; BLWC requests: 2 business days; Fall Term requests: 3-5 business days, etc.
  • Once the crunch time has passed and you're able to respond to all requests within 1 or 2 business days, the auto reply can be turned off

Library Reserves Phone Line

The extension is x5495 and rings to the Reserves Coordinator's desk. Voicemails are sent via email to the Library Reserves Outlook mailbox through CallXpress. CallXpress instructions can be found in the shared Reserves folder (Word doc: "Unified Messaging Guide")

Statistics

Books/Media Statistics

Semester stats are included in Circ Stats in Dec, Jan, and May columns (in Google doc)

BLVT, BLNM, LS, SOE, and BLWC are included in Circ Stats in the Aug. column. BLT and BLO stats are included in the June column.

ERes Statistics

Number of New and Restored Course Pages:

  • Search coursepages for Term "Fall" and Year "2015" (for example) for total number of coursepages
  • Then, sort by "date created" and count created dates: recently created = new coursepage, older date = restored coursepage.

Number of Faculty Users:

  • Sort by "Instructor" and count the number of faculty

Number of New Documents:

  • From Main Menu, under "System Tools & Settings," select "Reports"
  • From drop down menu select "Summary: System growth"
  • Choose date grouping:

- Fall term (Aug. 1 - Dec. 15)

- Winter term (Dec. 15 - Jan. 15)

- Spring term (Jan. 15 - May 25)

- Summer term (May 25 - Aug. 1)

  • View number for "documents"

Number of Document Hits

  • From Main Menu, under "System Tools & Settings," select "Reports"
  • From drop down menu select "Hits: Documents"
  • Date grouping: none; Item Grouping: none; Display format: numbers
  • Choose date grouping:

- Fall term (Aug. 1 - Dec. 15)

- Winter term (Dec. 15 - Jan. 15)

- Spring term (Jan. 15 - May 25)

- Summer term (May 25 - Aug. 1)

  • The total hit count will be displayed

Oberlin Survey

Report requests: "Reserve transactions for electronic. Include both initial transactions and renewals." Stats reported have been of the total number of ERes document hits:

ERes Main Menu > Reports > Hits:Documents > select dates (fiscal year: July 1-June 30)

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