Difference between revisions of "Reserves Procedures"

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'''III EXPORTER requests'''
'''III EXPORTER requests'''
==== Recalling items for reserves ====
==== Creating a new course ====
==== Creating a new course ====

Revision as of 12:40, 29 October 2013

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: http://catalog.middlebury.edu/offerings/search/catalog/catalog%2FMCUG/term/term%2F201390

  • 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
  • When you go back into the ERes page to grab the stable link (for your email to the faculty member), you will also want to check on any article links 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" although here are instructions for Faculty Administrators
  • 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:


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

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. More on that HERE.
  • 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

Add ERes link to Course Hub

  • Go to the Course Hub: http://courses.middlebury.edu/
  • Click "Log On"
  • You will need to "Masquerade" as the faculty member: type in their first name, then last name and click "Go." You may need to look up the professor in Millennium to determine how their first name is listed in the system
  • Find the course and click "Manage Resources"
  • Click "Add a Resource" then "ERES Resource"
  • Enter the "ERES course id" (instructions are listed on the page)
  • Click "Save"
  • Under Masquerade" click "Switch Back" so you're no longer masquerading as the faculty member

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.

Place incoming forms and photocopies on shelf in reserve area labeled "incoming"

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

Materials will then be placed on "to be scanned" shelf.

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

After creating scanned files, students will place hard copies on shelf labeled "scanning complete"

After cleaning up the pdfs, reserve staff will add documents to the Docutek ERes system, and hard copies will be placed on "to be checked" shelf

Staff members will check documents on ERes pages.

Scanning Photocopies
  • Type in six-digit ID number and press "ID" on the photocopier control panel
  • On top of screen seletc "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 seletc "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.
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

Select Rotate Left or Rotate Right from toolbar

  • To mark-up:

Select 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

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"), "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.
  • 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!

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.

Creating Persistent Links

Blackwell-Synergy / Wiley Inter Science
Cambridge Journals



  • 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
LexisNexis Academic

LexisNexis makes it rather difficult to create a stable link. Here's a little more information:

And these links may come in handy:

http://www.amdev.net/lna_article_link.php (for specific articles)

http://www.amdev.net/lna_source_link.php (for specific sources)

Oxford Journals
Project Muse


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”
  • Right click over PDF
  • Copy link location in Firefox - (copy shortcut in IE)
  • The link should look like:


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


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:


The ERes homepage also links to the Wordpress site.

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

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. After considering the Four Factors, go to the Copyright Clearance Center and enter the publication title (you can search for both book and journal titles). Middlebury holds an annual Academic License that often allows us to use a larger portion of an item than we might normally be able to under Section 107.

If we're covered under our license, there is no need for further Fair Use evaluation.

If we are not covered, please take the following steps:

1. Complete the "Request Coverage" form (easy link from the CCC results page) with your contact info.

  • Please note: just because we're not covered by our license does not mean we can't rely on Fair Use to post a reading. It just means we need to be especially clear in our Fair Use evaluation.

2. 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 = not covered by CCC, or exceeds % allowed by CCC. Signifies that a Fair Use evaluation has been completed.

Permission Request Pending = waiting for permission from copyright holder

Permission Granted = covered by CCC

The "Notes" area of this screen is where you should paste any qualifying language from the CCC. Sometimes permission is granted but the license will specify "Text only" or "Only 20% of book can be used." This is important to keep track of.

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 LIS (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 where needed. However, the individual "Put on reserve" emails won't always have the call number listed. When this is the case, 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.


Recalling items for reserves

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.
  • 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

Personal copies

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

Select ADD ITEM or BIB

Select NEW icon


At prompt, enter author, title and call number (please see below for info re: call numbers)

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

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.

Example for books:

S21 Sommers

S22 Sommers

S41 Saunders

S42 Saunders

Example for Media:

Media S45 Smith

Media S46 Smith


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

Select ADD ITEM or BIB

Select NEW icon

Choose DAVIS Res Reprint

At prompt, enter author and title

Choose DAVIS RESERVE, hit select

At next screen, scan barcode number attached to the reprint, select NEXT

Save new item record

From Bib tab (summary), select edit

Insert first word of document title in place of "Prof name": For example, "Reprint file (Wal-Mart)"


Select ADD ITEM to course reserve

NOTE: Reprint will be filed by first word of document title: "Reprint file (Wal-mart)" is filed under "W"

Search title in Millennium


Pull down pop-up menu to select NAME: type in OFFICE, RESERVE


From pull down menu:

  • NOT WANTED BEFORE: type t (for today's date)
  • NOT WANTED AFTER: type end of semester date
  • HOLD NOTE: type RESERVE, course number and year, faculty name. All loans considered either 2 hour (book) or 4 hour (media) unless noted otherwise.


  • 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)
  • 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

Adding DVDs to reserve

Use same procedure as adding books to reserve

  • Special note about adding restricted DVDs to reserve (?)

Removing from reserve

  • Special note about removing restricted DVDs from reserve (?)

Bookmark these pages!

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

Missing books

Send single requests to Library Acquisitions via the online Purchase Request Form. If you have multiple requests to make, send an email to Lib Acq with faculty and course information for replacement consideration after thoroughly searching the stacks.

For items missing while on reserve:

  • Search for misplaced item in reserve stacks, reshelving area, and stacks.
  • Mark as missing
  • Notify faculty

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

  • Create Lists button: select empty file (with 5000 max records)
  • Click Search Records
  • Title it "Reserves"
  • Store record type: i (item)
  • Then: i (type), 79 (field: location), = (condition), mmcs (value a) then "search"

Next, enter circczar initials (Admin - set initials)

Rapid Update button: "select record type to modify": i (item)

  • Review file: select the Reserves list
  • 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:

  • Replace with "No message": 97 (field), - (value)

Overdue reserve items

Click "Create Lists" button

  • Select an empty file. Click "Search Records" button. Name file "Reserve Overdue_date_initials"
  • What are the search parameters?
  • 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:

  • 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)
  • Edit patron record in "manual block," select "overdue reserve"

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).


  • The patron has permission from 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. Change date due to 9am on the first day of classes

End-of-Term Procedures

1) Take Stats

  • Both ERes and hard copy reserves
  • Break out media reserves from book reserves
  • More on stats here

2) Remove reserve note

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.

Note: if we decide to delete courses from Mill (instead of deactivating them), here's how:

  • 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

4) Suppress courses

  • Create a list of courses ("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 and photocopies in file cabinet

  • 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" and not a reserve location (so our stats aren't affected)

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) Remove labels and dots from items, box items and return to faculty via campus mail

7) Pull restricted and oversize DVDs

  • Run list and add restricted DVD message back into records

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

Creating a list of items on past course reserve

1) Name the list (example: PSCI0103-S08 Bleich)

Select: ITEM as record type

Select: ITEM (i), RESERVE NOTE (r), HAS (h) "PSCI0103-S08 Bleich"


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



Select: OK, select send to email list

Weekly procedures

  • Adding "reserve" to note field
  • Searching for overdue items
  • Check outstanding holds on Office Reserve record

Annual procedures

Sending reserve information to Faculty

  • 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.
  • End of July, early August: create blog post re: submitting Fall reserve requests
  • Mid Oct: send reserves information to WT faculty once you receive the list from Janis Audet and copy the Head of Reference & Instruction. The liaisons will follow-up a little later with their own general message
  • Late Nov - early Dec: create blog post re: submitting Winter and Spring term requests

Bread Loaf - see calendar

Fall Term set up (shelving)

Books: Number of shelves needed by call number

A: .5 (includes Browsing/Arbc/Chns/etc.)

B: 7

C: .5

D: 4

E: 3

F: 1

G: 3

H: 4

J: 2.5

K, L, M: 2

N: 3

NA: 2

NB-NX: 2

P: 1.5 (depending on personal copies)

PA: 2.5

PE-PL: 1

PN: 4.5

PQ: 2

PR: 1.5

PS-PT: 2

Q: 2

R-S: 1

T-Z: 1

Summary: use 4 shelves per section = 52 shelves; try to not use lower shelves

Media: Number of shelves needed by accession/call number

1-8000: 10

A-L: 3

M: .5

N-PG: .5

PN1992.77: 2

PN 1997: 5

PN1997.2: 2.5

PN1998-Z: 2 (depending on personal copies)

Summary: use 4 shelves per section = 22 shelves; try not to use lower shelves

Winter Term set up (shelving)

Books: 7 shelves total (A-Z)

Media: 3 shelves total

Spring Term set up (shelving)

Books (number of shelves needed by call number)

A: none

B: 6

C: .5

D: 4

E: 1.5

F: 1

G: 1.5

H: 5

J: 2.5

K L M: 1

N: 2

P: 1

PA: 1

PC-PL: 2

PN: 2

PQ: 3

PR: 1

PS-PT: 1

Q: 1

R S T: 2

U-Z: 1


15 full shelves

Summer Programs

Bread Loaf School of English (VT and NM), Language Schools and Bread Loaf Writers' Conference

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


Late Winter/Early Spring
  • Grab several copies of the new BLSE course catalog -- use it to keep track of the lists that faculty send and to follow up on faculty/courses we haven't heard from yet
  • 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: [a list of items on past course reserves]
  • 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
  • Check lists to make sure we own the items needed. If not, submit order request to Lib Acq.
  • Submit Facilities Service Request form 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). 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) and take books off the shelf (Thursday or Friday before graduation)
  • Large Blackwell boxes are held in LIB storage closet (near LIB 142) (60 - 70 boxes needed).
Spring: special BLNM processing (for ILL department)

(combined two sections of wiki into one section -- needs editing by ILL dept) Contact: Karen Browne, BLNM address tk

After Lists have been Prepared by Reserves department

  • Items are ready to be picked up in stacks. Pay special attention to the desired year and # of copies needed
  • 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.
  • Check with BL Office for date to ship out BLNM items
  • 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: Karen Browne, BLNM, address tk
June: Retrieving books
  • Sort reserve lists by call number and print out each list
  • 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; 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
Set Up at Davison
  • Facilities will pick boxes up from designated spot in Davis Family Library early (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, and any special project or searching to be done while at Davison
  • At Davison, shift numbered boxes to approximate shelving location
  • Each "smaller" reserve shelf 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)
  • 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 store for returning books to Davis Family (summer 2010: placed in copy room at Davison; same with 2011; same with 2012)
  • Have student assistants label the shelves with call numbers while the staff are in Davison training.
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 DAV 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 (for ILL Department)
  • ILL Department will check in and process books being returned from BLNM; check lists for missing items and follow up
  • ILL Department will tell Circ/Reserves the total number of items sent to BLNM for reserves. (This info goes in the Circ statistics spreadsheet.)



  • 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.


  • BLWC Administrative Manager will email all bookstore orders (books authored by Faculty and Fellows) to the Reserves Office. She 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-12; 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.
  • Starting in 2010, BLWC stopped sending bound paper copies of workshop manuscripts to participants and instead sent pdfs of workshop materials. This transitioned in 2011 to posting all workshop manuscripts on Ereserves. BLWC Administrative Manager will send pdfs to Reserves Coordinator. (See the BLWC2010 and BLWC2011 courses in Docutek.)
  • Connect with Helpdesk and Media Services re: public computer and printing access; equipment needs.
  • See all other BLWC Circ procedures here

Language Schools

Print materials:

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). Consult on-line course catalog for faculty/course.

Media and screenings:

A work in progress ...

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

Move read mail into appropriate folder

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

Take every opportunity to educate faculty when replying to email.

Sample messages are found in the "Draft messages" folder.


Books/Media Statistics

Semester stats are included in Circ Stats in Dec, Jan. May column (in statistics document in shared folder)

BL, LS and WC are included in Circ Stats in Aug. column

ERes Statistics

Number of New and Restored Course Pages:

  • Search coursepages for Term "Fall and Year "2012" (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"

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

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