The WorkFlows procedure to place items into reserve status is the same for all items except Articles (see Articles), Student Essays (see Student Essays), and Instructor copies (see Instructor’s Copies).
When processing items be aware of item type and loan period. For loan periods see the Loan Periods & Fines tab at https://library.nic.bc.ca/borrowingservices. Book reserve loan periods allowed: 1HR, 2HR, 5HR, 1DAY, 48HR, 4DAY, 7DAY loans.
This is library policy and preferred, but if an Instructor’s need to alter the loan period is justified, that we are here to serve that need.
In Workflows select: Reserves > Common Tasks > Create Reserve
Select your library’s reserve code, i.e., RESV-COMOX or RESV-PTH for both the “Session Preference” fields. Click OK.
Scan the barcode of the “Item ID” field.
Click the “Get Reserve Information” button.
This will bring up a page with 3 tabs: Basic Information, Individual Reserve, Copies
Basic Info Tab fields:
Circulation rule: click the down arrow and select the loan period appropriate for the item type.
Expiry: DD/MM/YYYY (date supplied by instructor or NEVER if instructor requests there be no end-date)
Status: Current
Allow manual circ rule box should be ticked automatically, if not, click in the box to tick it off.
Leave everything else as is: blanks in “copies needed”, “auto select…” and “Keep copies…”
Under Individual Reserve complete:
Instructor ID: click the widget, search for the instructor’s last name, select the instructor and click “OK”.
Course ID: repeat the above process using the coursed name.
Stage: ACTIVE
Expires: DD/MM/YYYY (date supplied by instructor or NEVER if instructor requests there be no end-date)
Click Create and Close
If a red Alert message appears, a mistake has been made and the entry should be reviewed.
If another copy of the same item needs to be added in Workflows select: Reserves > Item Information > Add Item.
Click Current (if appropriate) or search for the item being placed on reserve by inputting the barcode of the original item (not the current copy you are trying to add). Toggle Index to Item ID, and Library: to your library then hit the Search button.
Click Add Item button.
Item ID: scan the barcode for the new item
Type: RES-ARTI
Home Location: RES-ARTI
Copy #: change to appropriate # (see all copies of this item and choose the next sequential #)
Leave the rest of the defaults ‘as is’.
To add another copy of this item hit the Add Item button again and repeat above steps 1-4.
Save.
Ensure you have processed this copy of the reserve article with a loan period reserve label on the cover, a copyright label on the first page and a non-renewable short-term loan label. Insert a security strip. Ensure barcode, copy #, course ID and Title are on the front of the item or item cover.
Photocopied articles cannot be placed into reserve if they do not have a call number and a record in Work Flows. You must create a brief title record in Workflows and obtain a call number first:
Go to Circulation > Common Tasks > Add Brief Title
In Title / 245 field: enter the title of the article
In Library: select your campus library code
In Item type: select RES-ARTI
In Home location: select RES-ARTI
In Item ID: enter the barcode number you have affixed to the cover
Click the “Add Brief Title” button
Email the Cataloging Library Technician with the barcode and title and ask that a call number be applied to the record.
If Reserve does not show in Course Reserves on Library website after creating Brief Title:
Go to the WorkFLows Reserves Module > Right click on “add brief title”
Select Properties and go to default tab on the pop-up
Ensure the “Type”, “Library”, and “Home location” field reflect the item type, your library and item location (noted above).
Deselect the “shadow title” box, if selected.
Instructor’s may request their personal item may be put into their class’ student reserve. Ask the instructor to complete the Reserve Request form, or fill it out on the Instructor’s behalf, have him or her sign it. Provide the Instructor with a copy of the form, collect the items, and file the original form as long as the Instructor’s item is on reserve. Make a note to yourself to return the item at the end of the reserve period. The Reserve Request form may be found at Teams > Library Services > Shared Documents > Forms
Affix a temporary barcode to the item and make the item shelf ready according to 6.2, “Make Shelf Ready”, above.
Email a scan of the title page, verso and description to the Cataloging Library Technician requesting a brief catalogue entry with a call number, and note specifying the item is an Instructor reserve, along with the name of the Faculty member.
In the email, include the name of the course, the instructor’s name and the barcode number that you have added to the item.
Request a confirmation of the call number so that you may add a spine label with that number.
When an instructor removes their personal copy from Reserves, remove the Reserve record, and then contact the Cataloging Library Technician and request removal of the item’s record from WorkFlows.
Before placing student work on reserve, NIC must obtain copyright permission from the student author. Retrieve the Copyright Permission form from Teams > Library Services > Shared Documents > Forms, and request the author’s signature.
Once signed by the author, provide a photocopy of the form to the author and file the form for as long as the work remains on Reserve.
Student work is placed in reserve status via the same process as articles (see: articles)
Reserved Media: Put ‘Reserved Media’ banner on media item with appropriate dates and file it on reserve shelves. Students may view it in Library.
Duplicate Items: If you have an item that has more than one copy, it likely shares the same call number with its’ duplicates. Workflows Reserves requires items have unique call numbers to place a single item on reserve: contact the Cataloging Library Technician, and request creation of an alternate call number for Reserve purposes.
In library use only: If the Instructor has requested the item be for “in library use only”, ensure your email to the Cataloging Library Technician includes this request, and add a label on the item to indicate this. “In library use only” is an exception to accommodate the Instructor; this loan type is no longer a regular practice in the NIC libraries.