1. DELETION Part 6 of Hayden Course Reserve Manual

2. 6.1 P ULLING I TEMS T O B E D ELETED At the end of the semester, begin by removing course sheets from the black binders, in alphabetical order by Professors name. Remove only those sheets that have a take off date of “end of semester”. Do NOT remove sheets with the take off date indicated as “permanent” or “indefinite”. Take just ONE Prof/ONE course at a time from the black binders to delete. Pull all the items for ONE course at one time and then keep the course sheets with those items to be sure you have gathered all the items on the card. If an item is cross-listed (on for another course), delete from your course and then put the book back on the reserve shelf for the next person to pull and delete. 2 Deletion 6.2 D ELETING FROM R ESERVE L ISTINGS o Enter Millennium Course Reserve Module and Enter the professor name or course number or record number (located in top right hand corner of submission sheet). o Match the item pulled to the online reserve listing (see figure on next page) and check the box of each item to be removed (only remove one item at a time to ensure accuracy). o Click on the tab ‘Remove items’ after all items to be removed are selected. o Click OK o Once all items are removed the system will ask whether you want to delete the course. o Click yes if you want to delete the course.

3. 6.2 D ELETING F ROM R ESERVE L ISTINGS (C ONT.) 3 Deletion

4. After the materials are deleted from the course listing, check the item record to verify it has been removed from reserve. Click on search/hold mode. Bring up the item record by scanning the barcode Item record should have the following, if not edit the incorrect fields: Original location – not “hyr2n” or “hyr4o”, etc. Original item type – not a reserve loan period Status field – change it to ‘ t ’ if it is a branch item (or check in to set in transit) No course reserve link – no course record number at the bottom of the record If the item is still linked to a course reserve record, check item for a cross-listing. If the item is cross-listed, return item to the reserve stacks. Remove loan label from books. Look for items that may go to mending and put aside to be put on the mending shelf. When deleting Folios, remember to remove wooden block from shelf. Books are sensitized and put on shelving carts. When all items for that course are removed, in the upper left hand corner of the Course Sheet, write the word “off”, the number of items removed for that course, and your initials. Record statistics on Stats Sheet. Course sheets are filed in take off binder (located on shelves below black binders) 4 Deletion 6.3 R EMOVAL OF L IBRARY B OOKS

5. 5 Deletion 6.3 R EMOVAL OF L IBRARY B OOKS ( CONT.)

6. In search/hold mode, scan the barcode of the item to be deleted. (For electronic files: Search by Item Record #) Click on item record tab (see image below) Under File menu select, ‘Delete item record’ Click Yes Click Edit icon upper right hand side In BCode3 field, change n (SUPPRESSION) to d (DELETE CODE) Click Save and then click Close 6 Deletion 6.4 D ELETION OF PC S AND F ILES FROM D ATABASE

7. Double check once again the record no longer exists in the database, by scanning the barcode or keying-in the call number. All PCs need to have the tape and barcodes taken off but not course/name label. The course sheets stays with the PCs and they are shelved in alphabetical order by professor’s last name on the PC pickup shelf. If there are several PCs, the Course Sheet is placed in the first book. Email the Prof. stating that PCs are ready for pick up (use form letter from previous semester in previous semester Hayden Reserve folders in Outlook). Put a note in their patron record stating “Patron has personal copy for pick up at Hayden” along with the semester and year (e.g. Fall ’10). Personal copies of videos and DVDs need to be put in respective Prof’s cases, which can be found in the Reserve Closet, before shelving on the PC Pickup shelf. If a book was submitted with a cover, they are stored in folders on the shelving below the black binders. The photocopies used for e-reserve are taken out of their folders and put into an interoffice envelope for mailing. Also include a memo (found in files on the shelf under the black binders). The mail code information should be available on the Course Sheet. If not, there is a mail code listing on the ASU website. The hanging folders are put in a bin for future use. When all items for that course are removed, in the upper left hand corner of the Course Sheet, write the word “off”, the number of items removed for that course, and your initials. Record statistics on Stats Sheet. Course sheets are filed in take off binder (located on shelves below black binders) 7 Deletion 6.5 A FTER D ELETION OF PC S AND F ILES

8. During the semester, do not delete PCs and files if you are aware there is a billing issue with that item. Check with Billing if you are unsure if you can delete it. If you need to wait, alter the item record so it cannot be seen by patrons when they search. Do this by inserting the letter ‘x’ in front of author, title and call number for PCs and files; for Electronic Reserve only title and author are being altered as there is no call number for them. Make note of the item so that it can be removed at the end of the semester. 8 Deletion 6.6 R EMOVAL OF PC S DURING SEMESTER 6.7 C ROSS R EFERENCE Cross referenced items need to be returned to the shelf to be deleted later from the other courses or it may stay longer, e.g. permanent reserve. 6.8 D ELETING F ILES FROM AFS S PACE (S ERVER ) The server should be cleared after end of semester take off has been completed. Go through all the black binders to check for any new (submitted the past semester) Permanent e-reserve items. Make note of any you find. Open the SSH Secure File Transfer Client icon Under “Profile”, select Hayden and Noble Reserves Enter ASURITE UserID and password

9. On the left side of the screen, go to: L:\Access Services\Internal\HaydenE-Reserve to find the “ER CURRENT SEMESTER” folder Drag any permanent reserve items from that folder to the ER PERM FILES folder Rename “ER CURRENT SEMESTER” to ER SEMESTER YEAR (i.e. ER SPRING 2010) and drag that folder into the Archives Files folder. Open the ARCHIVE FILES and delete any semesters that are prior to two years ago. Delete that folder from the main E-reserve folder and rename the upcoming semester folder or create a new “ER CURRENT SEMESTER” folder. Highlight all the files on the right hand side of the screen (the server) and delete them. Drag back to the right side any items in Perm Reserve folder and any items that are for upcoming semester. 9 Deletion 6.8 D ELETING F ILES F ROM AFS S PACE (C ONT.)

10. 10 Deletion There is much smaller amount of summer e-reserve. For this reason, it is easier to individually delete the summer files from the right hand side of the screen. Then drag the ER CURRENT SEMESTER folder into the Archive files and rename it “ER SUMMER [CURRENT YEAR]” and delete if from the E-reserve folder. Then rename the Fall folder “ER CURRENT SEMESTER”.

11. 6.9 D ELETION R EMINDERS (Q UICK G UIDE ) 11 Deletion 1. Check and double-check your work – accuracy is so important! 2. Just take one professor and one course from the black books at a time and then keep the card with those items to be sure that you have everything on it. 3. When pulling books, match the barcode to what is written on the course card. 4. If an item is cross-referenced, remove from your course and then put the book back on the shelf for the next person to pull and remove. 5. When regular books have been removed, go to UPDATE to be sure that they now have a shelf status, correct loan period and are no longer linked to a course. 6. When PCs, E-Reserve, and Files have been removed from a course, don’t forget to delete the item record from the database. Double check that all files are off by entering the using “J” (local call number). 7. When finished removing all the items for a course, write ‘off’, the date and your initials in pencil in the upper left-hand corner of the card. 8. Remove tape from library books. Pull any left over date due slips and look for items that may need to go mending/labeling. Remember to pull block off shelf for Folios. 9. Files need to be sent back to Profs – please include Reserve Guidelines and memo with them. 10. Place PCs on Pickup Shelf in alphabetical order… remove tape and OCR label but not course/name label. 11. Email Profs regarding PCs to be picked up and put a note in their patron recording stating “Patron has personal copies to pick up at Hayden – Semester Year” (e.g. Spring ’10) 12. Don’t forget Statistics!