Difference between revisions of "Reserves Procedures"

Line 729: Line 729:
*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
*Also run a list of ebooks on reserve (item type 51 with S16 in reserves note, for example).
*Run a list of ebooks on reserve (item type 51 with S16 in reserves note, for example)
*Run a list of streaming media (item type 51)
*For SENV items, search by "-SE16" in reserves note
*For SENV items, search by "-SE16" in reserves note
*More on stats [http://mediawiki.middlebury.edu/wiki/LIS/Reserves_Procedures#Statistics here]
*More on stats [http://mediawiki.middlebury.edu/wiki/LIS/Reserves_Procedures#Statistics here]

Revision as of 14:45, 22 August 2017

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:


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.
  • 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

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
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.

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. 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 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


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 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
  • 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" Note

  • 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


  • 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).


  • 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 S16 in reserves note, for example)
  • Run a list of streaming media (item type 51)
  • For SENV items, search by "-SE16" 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, 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

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/mda, 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"


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

  • 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 Fall 2013 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: 7

C: .5

D: 4

E: 3

F: 1

G: 1

H: 5

J: 2

K, L: 1

M: 1

N: 2

NA: 1

NB-NX: 2

P: 1.5 (depending on personal copies)

PA: 2

PE-PK: 1

PL: 3

PN: 2

PQ: 1

PR: 1

PS-PT: 1

Q: 2

R: 1

S: 1

T-Z: 2

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

Media: Number of shelves needed by accession/call number


B: 1

C: 1

D-L: 2

M: 1

N-PM: 1

PN 1992.77: 2

PN 1997 A1: 1

PN 1997: 6

PN 1997.2: 3

PN 1998-Z: 1

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


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
  • 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 small dots to spine label before shipping to NM (color of dots indicate course number; 10 courses, 10 colors of dots); in 2017 try numbered stickers instead of different dots
  • Print copy of each course list to use as packing slips in boxes
  • 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. For 2017, boxes need to arrive by June 14th, the date that staff arrive. (Check with BL Office for this date each year.) Classes begin on June 19th.
  • Coordinate with ILL to pack up books and ship via trackable method (UPS)
  • Ask for number of boxes and tracking numbers from ILL staff and share this info with Karen Browne (BLSE office)
  • The mailing address for 2017:

Aubrey Meyers

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








"More reserves around the corner ->"





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


  • 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")


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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