Reserves Procedures

Revision as of 10:49, 31 January 2011 by Katherine Ayres (talk | contribs) (End-of-Term Procedures)


Electronic Reserves Processing

Receiving new materials for electronic reserve

Faculty should submit photocopies for ERes by completing Copyright Clearance Permission Form

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

Reserves staff will review submissions, checking for copyright, hightlight author/title on the form, and organize articles in order as they appear on the ERes form.

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

Students will pick up materials and create the PDF files (see Scanning and Mark-up proceedures)

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

Reserve staff will add documents to the Docutek ERes system, and hard copies will be placed on "to be checked" shelf

Students will check documents on ERes pages.

Scanning Documents

  • Type in the department ID (posted on wall behind photocopier)
  • Press "ID" on the photocopier control panel
  • On top of screen select/press "SEND"
  • On bottom of screen the "ONE TOUCH BUTTON" tab should be visible. If not select/press this tab.
  • Select/press "ERES"
  • Load paper on the top feeded of the photocopier. Insert copyright statement page as first page of document (choose copy with same orientation - horizontal vs. vertical - as the photocopies. Be sure the originals are FACE-UP and that any staples or paper clips have been removed

- If the original document is double sided, on the right hand side of the screen, select/press the 2-SIDED ORIGINALS button. Select "BOOK TYPE" and hit "OK".

  • OPTIONAL: Name the document (if not: documents will be identified in Bearcat/manager server by a long series of numbers) select/press "SEND SETTINGS" on the bottom right hand corner of the screen. Select/press "SEND DOC NAME". Type in the author's last name_title of the article. Select/press "OK". Select/press "DONE"
  • Now you are ready to begin the scanning. Click on the big GREEN circular "START" button on the photocopier control panel
  • Once the document finishes scanning, it will automatically be sent to the "Bearcat" server.

Marking up with eCopy

  • ERes computer station, log-in as "libres1" password is old circ password.
  • From "my computer", open "manager on bearcat" drive
  • Select eCopy file (unless files are named when scanned, they will be named by random numbers and will be in order of the time they were scanned)
  • To rotate:

Select View All from toolbar

Select Rotate Left or Rotate Right from toolbar

  • To mark-up:

Select first page and select lenght 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 cleanup document, please leave pencil drawings and light photos

Hit Enter

Select "next" and continue until all pages are clean (*HINT* be careful as mistakes cannot be undone)

  • 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"

Check box to create searchable text 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

Creating Persistent Links

Blackwell-Synergy / Wiley Inter Science
Cambridge Journals



  • Click on abstract
  • Click on “A Link to the Abstract/Details of This Article”
  • Copy and paste link provided
  • Students will have to click on PDF on toolbar at right side of page
Ebsco Research Databases
  • From the main page select: EBSCOhost Web
  • Select the desired index or data base
  • Enter the search terms
  • Only articles that say: “pdf full text” in search results are available
  • click the desired article’s link
  • scroll down, copy the “persistent link to this record”
  • the link should look like: http://search.ebscohost.com/login.aspx?direct=true&db=eoh&AN=0900852&site=ehost-live
  • Patron will need to “click on “full text PDF”
Gale - Academic OneFile - General OneFile – InfoTrac
  • Search the desired article
  • Click the “article information” link of the desired article
  • Select and copy the stable URL
  • The link should look like: http://www.jstor.org/stable/266153

LexisNexis Academic
OCLC First Search
Oxford Journals

Periodicals Archive Online (PAO)

Project Muse

Science Direct

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
Here's an example DOI from Science Direct:

If you enter the DOI into a browser all by itself, it won't work. To make it operational, remove the "doi:" and add the following to the front of the DOI:
When you construct a URL from a DOI, it will look like this:


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

Coursepage stats:

  • Search coursepages with coursenumber containing F09 for total number of coursepages
  • Notice date created and count created dates: recently created = new coursepage, older date = restored coursepage. NOTE: you also can export data to an excel sheet. However, I just noticed when you export the data, it seems to export the data for all the coursepages, and not just the ones with the F09 at the end of the coursenumber

Faculty stats:

  • Organize excel sheet by faculty name and count number of faculty

New Documents stats:

  • From Systems, Tools and Settings on Main Menu, select Reports
  • Pull down tab to select: Summary: System growth - view number for "documents"
  • Choose date grouping:

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

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

- Spring term (Jan. 15 - May 25)

- Summer term (May 25 - Aug. 1)

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

Print Reserves (books, personal copies, photocopies)

Receiving new materials for print reserve: please see on-line directions

Creating a new course

  • In course reserve mode in Millennium, select "new" icon on the top of the page
  • Type information as prompted: BEGINNING DATE ("t" for today), ENDING DATE (last day of semester exams), LOCATION (mmcs = Main, macs = Armstrong, mucs = Music, mds = Davison), FACULTY NAME (last name, first name), COURSE NAME/NUMBER (course abreviation, 4 digit number, semester abreviation, followed by faculty last name: HIST0372-F09 Ralph), COURSE NOTE (course name), save

Adding items to reserve Course reserve settings

When adding many books with the same system settings, set up system preferences first (you won't have to select the location and item type for each item). The selections will stay until you move out of the course reserve mode:

  • From the Options pull down menu, select "COURSE SETTINGS"
  • Select location and item type
  • Select OK

Library owned book

In course reserves mode, locate course by faculty name or course number

Select "ADD ITEMS OR BIB" button in middle of screen

From pop-up window, pull down arrow to select "BARCODE" and enter barcode

From pop-up window, select "ADD SELECTED ITEM(S)" button

From pop-up window, pull down arrow to select "LOCATION" (mmcs=Main, macs=Armstrong, mucs=Music, mds=Davison)

Double click in "ITEM TYPE" box.

From pop-up window, select item type (90: 1-day, 91: 2 hour, 92: 3 day, 93: 4 hour media, 94: 7-day)

To complete, select OK, and OK again

Add green dot to spine label

Edit item message from "no message" to "reserve" or edit many records at once: globally adding and removing item message.

Book from Branch Library

Follow steps as outlined above

NOTE: If item has HOLD placed by Reserve Office, when hold is canceled, item will go to "in transit" status. After adding item to course reserve, edit item record to "available" and remove message "in transit to branch library on date"

On spine label, cover name of branch library with yellow "reserve" sticker.

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 MAIN 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:


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 MAIN Res Reprint

At prompt, enter author and title

Choose MAIN 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 faculty's last name in place of "Prof name": Reprint file (Prof name)


Select ADD ITEM to course reserve

NOTE: Reprint will be filed by call number: reprint file (author's last name):

Author Hansen, Niles. Title Are very large cities successful? Call No. Reprint file (Horlacher) Recalls

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 Browsing DVDs to reserve

Use same procedure as adding books to reserve

Locate item record in search/hold mode In item record tab, switch call number field with note field:

  • Click on "Edit"
  • Move cursor to turquoise box (099 call number field)
  • Selecting "shift" and "tab" keys will cause cursor to jump and highlight "call no" (you many have to hit the tab key more than once to move cursor to correct location)
  • Type "x" in the newly highlighted field (call number field will become internal note field)
  • Save the record (changes will not immediately appear, but if closing the record and going back in, the changes will take effect

If an internal note already exists in the item record (not in all records):

  • Repeat steps above, typing "c" when the "internal note" field is highlighted (internal note field will become call number field)
  • Insert message to record: "browsing media on reserve S09"

Add yellow reserve sticker to spine

A list can be created in Millennium to capture the browsing DVDs with locations that you may have forgotten to change from "Shelved alphabetically by container title" to LC call number:

  • Select ITEM record type
  • ITEM Location = mmcs

ITEM Call No has (or =) Shelved alphabetically by container title

Run list, edit each call number as above

Removing from reserve

After deactivating records from course reserve, there is an extra step prior to returning browsing DVDs to their location

  • In search/holds, scan barcode and click on "record" tab
  • Highlight "internal note" (which will say "Shelved alphabetically by container title") and make it the call number by typing "c" in the highlighted area
  • Remove DVD from case, and return item to browsing collection

Missing books

Send request to Library Acquisitions 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.

Processing early reserves submission (during previous semester)

  • Create new course with end of term expiration date, add books to reserve, attach green dot to spine, shelve in reserve area. Add signage with circulation directions.

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"

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"
  • Select "retrieve saved query"
  • Select list "Reserve Overdue - DAVIS"
  • Click "select" then "search"
  • When overdue list is complete, click "list records" and make the following selections:
  • b: c (call number); b: t (title); i: 73 (overdue date); i: b (barcode); then # of blank lines: 1; click "number records in list"; then click "OK"
  • Print list, search for items (check in when located) or email patron when not located

In patron's record:

  • 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"

Adding and Removing Global message (1 Day Loan, 3 Day Loan)

In create lists, run a list to capture items (example: location = mmcs, item = 90)

  • Name the list
  • Item type = DVD (11)
  • From the variable field, select item message (1 Day Loan, 3 Day Loan, etc)
  • Click on Search.

When search is complete:

  • Click on Millennium Toolbar and go to Cataloging
  • Enter circczar initials and password
  • Click on global update
  • Check the "item" checkbox
  • Choose "review" from the first pull-down menu
  • Choose the list you created in the second pull-down men
  • Click on "search"
  • Put your cursor on the "barcode" bar; right click. A toggle switch appears. Select variable length field > messages
  • From the grouping that appears, uncheck the box in front of the list of messages you don't want to change
  • Select Command input tab: insert variable length field – click OK
  • On pop-up screen, uncheck "mark field" box – double click in field group tag and select “message” and write in your message - click OK
  • Click on Preview tab (you can now view the message that will be inserted)
  • Click "process"
  • View total number of changes and close program

When creating list, chose only the records added since last date update ran, or it will add another message to the record. (9/23/09 for 1 Day and 3 Day Loan)

Removing message from item records

Remove item from Course List when deleting all reserve records Removing Global message:

In create lists, run a list to capture items with message "browsing media on reserve S08" (example)

  • Name the list
  • Item type = DVD (11)
  • From the variable field, select item message has “reserve S08”
  • Click on Millennium Toolbar and go to Cataloging
  • Enter circczar initials and password
  • Click on global update
  • Check the "item" checkbox
  • Choose "review" from the first pull-down menu
  • Choose the list you created in the second pull-down men
  • Right click on the barcode toolbar – select toggle – ITEM variable-length field – select “message” (list will be grouped by messages in item record)
  • Uncheck the grouping that you don't want to change
  • Click "2.command input" tab at the top
  • Select "delete variable-length field," select OK
  • Make sure "use displayed field" box is check, other boxes remain unchecked with nothing in the boxes
  • Click on Preview, and Process if preview looks OK
  • Look at stats and close Cataloging

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

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
  • Click "inactive" then "change status"

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). If Millennium indicates a personal copy is on a course, check to be sure it's physically on the cart before deleting it from the course
  • From course list, select "all"
  • Select "Remove items and bib"
  • Click OK Select delete course

4) Suppress courses

  • Create a list of courses, using dates (for example) 1/10/10-12/31/10
  • 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
  • Change location of personal copies in bulk (so they don't appear in the stats)

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 browsing DVDs and change call number

  • Instructions are here

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

Creating a list of items on past course reserve

Name the list: PSCI0103-S08 Bleich

Select: ITEM as record type

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


Exporting records to email

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

Enter email address: libres@middlebury.edu

In create lists, select LIST RECORDS

List item information in fields:

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)

Item (i): location (79)

PAGE HEADING: name the page



Select: OK, select send to email list

Exporting records to excel sheet

Sort the records as desired

In create lists, select EXPORT RECORDS

Enter information in fields as above


In ASCII field, change comma stroke (,) to bar stroke ( | )

Select OK

Browse to save file

Name file as .txt

Select OK

To open file: Open new Excel file

From file menu, select OPEN, and browse to locate file (to see file, you need to pull down "FILES OF TYPES" to include ALL FILES)

Select the file (.txt file)


Move selected circle from FIXED WIDTH to DELIMITED

Click NEXT

Deselect TAB box, select OTHER

In box next to OTHER, enter bar stroke (| )

Select NEXT

Save file as .xls

NOTE: Call numbers will not be in LC order when sorting alphabetically in an excel sheet

Media items on reserve for more than one course

For any items that are on reserve for more than one course, email Library Acquisitions to request second copy. Meanwhile, alert both faculty members to the policy that the item may not circulate for an extended loan without the prior approval of the other faculty member who placed it on reserve.

Weekly procedures

  • Adding "reserve" to note field
  • Adding "1 day loan, 3 day loan" to note field
  • Searching for overdue items
  • Check outstanding holds on Office Reserve record

During the semester procedures

  • Searching and correcting browsing media to be sure item record has an LC call number
  • Identifying media items that are needed for 2 courses

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: send reserves information to All Faculty. Add cc to liaisons (LIS Academic Consulting Services list)
  • Mid Oct: send reserves information to WT faculty once you receive the list from Janis Audet and cc liaisons (LIS Academic Consulting Services list). The liaisons will follow-up a little later with their own general message
  • Late Nov - early Dec: email reminder to Spring term faculty

Bread Loaf - see calendar

End of term: purge records

Fall Term set up

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: .5 (more after Music move)

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: ? (Music move)

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

Books: 7 shelves total (A-Z)

Media: 3 shelves total

Spring Term set up

Books: Media:

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

BLVT and BLNM Late Winter/Early Spring

  • Create and print out BLVT and BLNM course list to keep track of submissions. Include columns to insert the following information: course name and number, faculty name, date submitted, date to Acquisitions, date returned, date lists printed, date lists picked up and processed
  • Create electronic folders in manager file for both BLVT and BLNM. Suggested folders for each: lists to search, lists to Acquisitions, lists complete
  • Touch base with faculty (or BL Office) to remind them of deadline for reserve list submissions (April 15th). Email BL staff to be sure all BL faculty who would like to submit lists, have indeed submitted lists. The deadline date is needed to be sure there is time to order and process new books. Many faculty like to reuse their past lists; feel free to email their lists to them (LIB_RES mailbox: see end of semester Millennium generated reserve lists for each faculty)
  • Obtain email addresses of BLVT and BLNM faculty. Often BL Staff like to be the contact for BL faculty, but it is helpful to have when questions arise.
Search BL lists
  • For list submitted from previous semester, no need to search list. Edit course information and save electronic copy.
  • Utilizing Create List function in III, search for books on course reserve from previous year (SEARCH: "item type" HAS "7212-06"). Compare lists received from faculty with past lists – excel sheet can be alphabetized.
  • Utilizing Create List function in III, search for missing books on reserve for and "item status" not equal to "available" identifying any titles that need to be searched or reordered. Order replacement books as necessary
  • Check lists to be sure they were from a previous year. If course appears to be a new course, be sure to check books and call numbers (sometimes faculty list call numbers from other libraries and we do not own the books)
  • New titles submitted: search by author/title and publisher information; cut and paste exact call number into reserve list. If book needs to be ordered, type “to be ordered” in call number column. Email list to Library Acquisitions and save a copy in “lists to Acquisitions” file. Acquisitions will return list after orders are placed. Review and edit list as necessary
  • Sort lists by call number - make sure DAV and ARM books are prefixed with these letters
  • Save lists in appropriate folder
  • Contact facilities to request date for books to be moved to Davison (normally the Monday before the first day of class) – and date for books to return to Davis Family (normally the Monday after graduation. NOTE: request BLWC books to be picked up from Davis Family and delivered to Davison on the same day BLVT books are returned to Davis Family)
  • Set date for staff to put books on shelves at Davison (the Monday before class) and take books off the shelf (Thursday or Friday before graduation)
  • Ask Acquisitions Office to start saving large Blackwell boxes for shipping books to NM and VT (60 - 70 needed).
Spring: special BLNM processing

Contact: Laura Cooley Email: Laura.Cooley@sjcsf.edu Charge to: nill bread Books due: August 21st Ship Via: UPS to

Saint John's College Library C/o Laura Cooley 1160 Camino Cruz Blanca Santa Fe, NM 87505

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.
  • Email Laura to let her know when boxes were sent, how many to expect, and what items (if any) are still pending (ex: books still checked out, or on order, etc.)
  • Send pdf file of course lists to Laura via email
June: Retrieving books
  • 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)
  • Inform Davison staff and faculty of policy of requesting reserve materials while Davison is in session (see Print Reserves FAQ's)
  • Obtain faculty breadnet email address from BL Office. Send email to each BL faculty with link to their reserve list and information on how to request additional titles for reserve.
Set Up at Davison
  • Facilities will pick boxes up from Lee Kennedy room 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)
  • 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 (6 1/2 smaller shelves, 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)
Daily processing of Davison requests
End of BL term

Before the end of term at Bread Loaf:

  • Create lists in Millennium for each Bread Loaf faculty's reserve reading. Save list in two ways:

1. export data to excel sheet and save in BLVT-09 file (helpful if course is taught again) 2. send data to your email address; forward to individual faculty at end of BL term, and include as hard copy with letter below

  • Cut and paste and create informal letter (hard copy) to be delivered to each BL faculty member's before the last week of term
  • Give letters to Bread Loaf staff to drop in faculty's mailbox.
Tear Down at Davison
  • Scan shelves for DAV books, ARMS, and Music. Remove and reshelve or put in designated box. Label boxes with call numbers.
  • Pack up boxes on Thurs. or Friday before graduation. Arrange transportation of books back to Davis Family on Monday following graduation
Late Fall
  • Schedule meeting with BLSE Office
  • Set deadline for BL faculty to submit reserve lists in the spring
  • Review reserve list submission procedure to have direct contact with BL faculty (not accomplished yet, but hopefully in the works)
  • Create letter for faculty to be included with appointment packet

- Include printout of faculty’s recent course list; ask faculty to mark up list, and mail back to Library Reserve (include self addressed envelope to Library Reserve). A list can be emailed to them as well, but stress the returning of one paper copy.

- Include directions on submitting requests for the following year’s reserve items. For new reserve submissions, email faculty reserve form (be sure to edit form every year so it looks different each year). Ask this list be returned via email. Bread Loaf New Mexico Late Winter/Early Spring

  • Touch base with BL Office to remind faculty of reserve list submissions
  • Seaching lists (same proceedure as BLVT)
  • NOTE: Check for similar courses being taught in VT. Second copy of titles maybe needed if courses in VT is similar
  • 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:

Meem Library St. John's College 1160 Camino de ls Cruz Blanca Santa Fe, NM 87505

  • ILL Department will check in and process books being returned; check lists for missing items and follow up
Mid Summer
  • Obtain list of BLWC faculty. Create list of faculty authored books by searching Millennium (include title and call number)
  • Pick up faculty authored books and reserve requests
  • Processing: Create course in Millennium: Bread Loaf Writers' Conference, BLWC-09; Loan Period: 90 (1 day loan), location: mds (Davison Reserve)
  • Add items to reserve course
  • Add colored dots to spine label to distinguish reserve books from Davison books
  • Shelve processed books in separate marked area in reserve area, organized by call number

BLWC Spring/Early Summer

  • Contact BLWC Administrative Manager to set date for reserve submissions (normally date coincides with the deadline set for bookstore orders)
  • Search lists, indicate call number for items owned by Midd. Forward book order requests to Acquisitions Department

Language Schools

Language School Department Chair order books for all courses in their department. Therefore, new books often come through with course number for reserve, and no faculty name (or NOT the faculty teaching the course). Definitely needs some work; consult on-line course listing for faculty/course. It was decided to put all books for 600 level courses on reserve.

Media: another work in progress!

Language School faculty drop off many personal copies for screening. The example that works the best: Drop off clearly marked item 1 week in advance of screening. Item should be marked with English title, faculty name, course number, date of screening. Catalog the item and check filemaker for the title. If title exists, replace "faculty will bring/faculty will drop off at Circ Desk/or anything else" with personal copy call number.

Library Reserves Mailbox

Follow general procedure as in Library Circulation Mailbox

Two minute rule: If you can deal with it in two minutes, DO IT! Otherwise, mark it unread and deal with it when you can

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. Some common replies:

  • To request a title for purchase, please complete purchase request form
  • To schedule screening assistance, please contact the Help Desk

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

  • ERes Faculty Administrator password
  • ERes inquiry
  • How to use MIDCAT "shopping cart" function instead of clicking "put on reserve" button multiple times