Course Reserves in Alma Ben Lawrence, Chris Morris, and Kell Carpenter

Voyager, We Hardly Knew Ye Transitioning course reserves from Voyager to Alma entailed significant changes to workflows Guidance from Ex Libris did not provide a direct bridge for workflows A year out from the transition, we have developed best practices, workarounds, and tricks for navigating the course reserves process

What We Will Cover Today Creating course reserves Adding readings to course reserves Searching for course reserves Removing course reserves

Creating Course Reserves

Getting Started: The Course versus the Reading List In Alma, a course and a reading list are distinct Course - the actual course reserves, including the course information Reading List - the citations for the course reserves, loan period, and access details

Best Practices for Creating a Course Establish a naming convention for course codes and stick to it Use registrar title for course name Instructor titles can be entered in Searchable IDs Include academic department to facilitate easy searching Mark the term Set Due Back Date to end of semester Consider Searchable IDs Cross-listings, graduate sections, and instructor titles Add the Instructor

Best Practices for Creating a Reading List Match Course Code to course information Leave status as Being Prepared for time being Match Course Name to course information Clear Due Back Date Due Back Date will populate pick from shelf

Adding Readings to Course Reserves

Adding Repository Items, What Ex Libris Recommends: Too Many Clicks Add Citation Add Repository Item Repository Search Select Item Click Select Set to Complete

Adding Repository Items, An Easier Way Scan-In Items Change Item Information Temporary Change Type Leave Due Back Date blank Set Location to your library’s reserve location Set Item Policy to reserves loan period Select the Reading List that you previously created Scan away!

Adding Instructor Copies, What Ex Libris Recommends Add Physical Item Complete bibliographic information Potential problems for cataloging department

Adding Instructor Copies, An Easier Way In Reading List, Add Citation Add Brief, Physical Book Limited bibliographic information Mark as reserves item in title Check with your cataloging department Institutional level, course restricted

Adding E-Readings, What Ex Libris Recommends Buy Leganto

Adding E-Readings, An Easier Way In Reading List, Add Citation Add Brief, Electronic Article Limited bibliographic information required Easy editing in case of mistakes Institutional level, course restricted Indicate copyright status

Adding E-Readings, ARES E-Reserve system provided by Atlas Instructors provide us with scanned copies of their readings, reserves staff uploads them to the professor's course in Ares and creates a unique password to provide to the professor Students access their readings by following a link to the Ares login provided on our library website and using the unique course password their professor gave them Easy for staff to recreate and clone courses Sometimes confusing for students to know when to use their password or the unique course password (even after instructions are provided)

Adding E-Readings, LibGuides LibGuides - part of SpringShare library software products Instructor provides “Wish list” of articles requested to use as assigned readings, course number/name/section, and number of students in the course Library faculty/staff secure permission to use requested articles and create LibGuide as hosted landing page for list of e-Reserve readings Options for delivery/access/security: LibGuide can be password protected LibGuide can be embedded in instructor’s course page in Georgia View Requires advance planning/collaboration with instructor(s) Permission must be secured for *each semester* (can’t re-use without securing permission) Question of cost for securing permission: who pays for securing copyright permissions?

Searching for Course Reserves

Searching in Primo Course Code Naming convention Course Name Must be exact Instructor Name Searchable IDs

Searching in Alma Searchable by same parameters as in Primo Limit by term, academic department, and status Sort by active date

Removing Course Reserves

Returning Physical Items to the Stacks Scan-In Items Change Item Information Set Change Type to restore Scan away!

Saving the Reading List Do not remove items from the list Remove the associated course from the reading list Saves Reading List for future use

Deleting the Course Select course in manifest Dropdown menu to delete course Clears old lists from manifest for easier searching Reading list retained for potential reactivation

Questions