1. P ROOFREADING AND EDITING Part 5 of Hayden Course Reserve Manual

2. 5.1 P ROOFREADING P ROCESSED M ATERIALS Proofreading is the final step in processing reserve materials. The information from the submission sheet, the online records, and the item should all match before the item is shelved in the Reserve Stacks. See illustrations of online records on the following pages. Step 1 : Compare the online course record with the information on the course sheet Make sure all the following information matches between the course sheet and the online course record (see p. 3): 1. Professor Name (All caps, Last Name, one space, first initial of first name; e.g. AUBREY L) 2. Course number (e.g. AFS200) 3. Take off date (e.g. 12-31-2015) 4. Course ID number (e.g. r10 15568 9 online should be written as 15568 on course sheet in upper right hand corner – check all sheets for that submission Step 2 : Verify that all the information matches amongst the item record, on the course sheet and the item itself to be sure that all three match Step 2a – Library Owned Materials (see p. 4) and Personal Copies (see p. 5) 1. Call Number 2. Barcode (if the item is from another campus, be sure the campus code – see section 1.3 – is written at the end of the barcode on the course sheet 3.Title and Author 4. Location Code/Loan Period/Tape 5. Item Type 6. Course ID number (e.g. r1000362) – if the item is crosslisted, be sure the course info is written on the corresponding course sheet (for the other class that also has this item) 7. Take off Date 8. Status field should say “Shelf”. If it says “In Transit”, check in the item to change it to “Shelf.” (Applies to library items only) 2 Proofreading and Editing

3. 5.1 P ROOFREADING P ROCESSED M ATERIALS (C ONT.) Step 2b – Electronic Reserve (see p. 6) 1. Title and Author 2. Item Record Number 3. Location Code 4. Item Type 5. Course ID number (e.g. r1019481) 6. Look up item online to be sure it loads properly 7. Document displays properly online (scroll through each page) 8. Copyright Notice stamped/typed on first and appears on online copy Step 3 : Write “Here” and today’s date next to the barcode/item number (e.g. “here 8/13”) Step 4 : Desensitise books, file course sheets and shelve items 3 Proofreading and Editing

4. 5.2 EDITING A COURSE RESERVE RECORD FROM COURSE RESERVE RECORD, CLICK ON “EDIT” BUTTON TO GET TO THIS SCREEN 4 Proofreading and Editing To edit: 1.Highlight field to be edited 2.Type in corrected information 3.Click save button 4.Clicking close button will take you back to full course record Check the following fields for errors: 1.Course Number 2.Take off Date 3.Prof. Name 4.Course Number

5. 5.3 EDITING AN ITEM RECORD - LIBRARY OWNED MATERIALS LOOK UP ITEM FROM SEARCH/HOLDS FUNCTION AND CLICK ON RECORD TAB TO SEE ITEM RECORD 5 Proofreading and Editing Verify the following match on course sheet, item, and item record: Title and Author Item Type Shelf Status Loan Period/Location Code/Tape Call Number Barcode Course ID number(s) (on course sheet and item record only)

6. 5.3 EDITING AN ITEM RECORD - PERSONAL COPIES LOOK UP ITEM FROM SEARCH/HOLDS FUNCTION AND CLICK ON RECORD TAB TO SEE ITEM RECORD 6 Proofreading and Editing Verify the following match on course sheet, item, and item record: Title and Author Item Type Loan Period/Location Code/Tape Call Number Barcode Course ID number(s) (on course sheet and item record only)

7. 5.3 EDITING AN ITEM RECORD - ELECTRONIC RESERVE LOOK UP ITEM FROM SEARCH/HOLDS FUNCTION AND CLICK ON RECORD TAB TO SEE ITEM RECORD 7 Proofreading and Editing Verify the following match on course sheet, item, and item record: Title and Author Item Record Number Item Type Loan Period/Location Code/Tape Course ID number(s) (on course sheet and item record only)