Reserves: putting items on reserve

Author: James Lake
Posted in: Circulation Services Group

Note: Processing information for after the course is over can be found in: Reserves: taking items off reserve

This guide will show you how to:

 

Search for existing course reserve records

  • Open the Course Reserves mode (on the left side of the screen in Millennium Circulation).
  • Locate the Index drop-down menu and select the way you would like to search for an existing class (Course reserve lists may be searched by a professor’s name, department course #, or by a Millennium assigned course record #).
  • Searching can yield a single record or a browse list, depending on spelling, department codes, or a professor teaching multiple courses. If no entry exists for a specific course you will need to create a new course record. Otherwise select a class from the browse list.
  • In a single course record, a list will display showing all of the items on reserve for that course (if any have already been attached to the record).
  • To view an item on the list, click/highlight the line you wish to see, and click the View tool button (top of screen) to see location, course code, professor’s name, notes that may have been added to the item, and the beginning and ending dates for the class reserve list.
  • The following buttons are useful for creating an efficient work flow:
    • VIEW button: shows course record.
      SUMMARY button: shows list of materials on reserve for the course record.
    • BROWSE button: return to search page.
    • CLOSE button: closes record or browse list.

Course and instructor naming conventions

Standardizing how courses and instructors are entered into Millennium when creating course reserves minimizes mistakes and allows students consistent access to these lists in OskiCat no matter what library has books on reserve.

Department and Course Number

When entering the name of a course, the full departmental name and course number of that course should be used at a bare minimum. For example, Molecular and Cell Biology 101 should be entered into Millennium, not MOLE 101. In most cases, if a student enters a course abbreviation when searching for a reserve course in OskiCat, this search will generate a list of class titles beginning with the abbreviation.

In Millennium, multiple course titles can be entered when creating a course reserve. If you would like to enter a departmental abbreviation and course number to the course reserve record, this is permitted as long as the full departmental name and course number already exists in this course reserve record. Again, using the example above, as long as Molecular and Cell Biology 101 is the primary title in the record, it is okay to create a searchable secondary title of MCB 101 if you think that will help the student when searching for this course. Besides an abbreviation for Molecular and Cell Biology 101, one might also wish to add in lieu of or in addition to the abbreviation and course number the course title within the department, e.g., Current Topics in the Biological Sciences. As long as the full departmental name and course number are the primary title of the course, feel free to enter as many course titles as you think is necessary. All department names and course numbers for cross listed classes should be entered to avoid confusion if a student only knows one of the departments that are offering the course.

Instructor Name

When entering the name of an instructor, the standard is to enter the instructor’s full name, last name first. If you only know the first initial of the instructor’s first name, include this with the last name when creating the course. For example: Smith, John, or Smith, J.

Create a Course Record

To create a new course record, open the Course Reserves mode (on the left side of the screen in Millennium Circulation), and select NEW from the toolbar (at the top/right of the screen).

  • A pop-up window prompts a series of questions to create/edit data for the new course.
  • At any time, you may click the NEXT button to proceed:
  1. Beginning Date of the course needs to be created. You can either type the date numerically, type “t” for today’s date, or type “c” for a calendar view to select a specific date (which has the option to select a date beyond the current month or year). Click NEXT to proceed.
  2. Ending Date of the course needs to be created. Note: once the course reserve record is created, there are additional options for updating the parameters of the record, such as suppressing the class record for a later semester- we will go into more detail a bit later. Click NEXT to proceed.
  3. Location, including sub-location, needs to be selected for which library unit the course reserves will be shelved. Type the beginning letter of your library where these items will be shelved and select the appropriate library unit sub-location, or use the drop-down menu to select the sub-location.  Click NEXT to proceed.
  4. Professor/Instructor: Name of the person teaching the course. Use the naming conventions above. The instructor’s last name should appear first, followed by their first initial or first name (you must include at least first initial). This is used as an access point in OskiCat.
  5. Course Name/Number: Name of the course. Use the naming conventions above. The full department name is the standard when naming the course record, including the course number. You may insert any additional abbreviations that may be helpful for students finding the course. This is also used as an access point in OskiCat. Click NEXT to proceed.
  6. Course Note: Internal notes about the course may be added. Examples:
    • Semester/year the course is being taught
    • Mid-term dates to identify high use periods in the semester
    • Any special cases that may be useful for circulating the items

Once you have finished adding and editing your fields (right-clicking on any field will bring up a menu of options, including inserting a new field, editing the current field, etc), click the SAVE button. You will be returned to Millennium Course Reserves mode with the option of adding items to the course record.

 

Edit a Course Record

To edit a course record, open the Course Reserves mode in Millennium Circulation. Search and select the course record you want to edit. Click on the EDIT button and proceed to make your changes. Fields that you may edit include all of the fixed fields as well as the following variable fields:

  • Course Codes
  • Professor/Instructor name
  • Department and Course Number
  • Course Note
  • URL

Once you have made your desired changes, click the SAVE button and your changes will be made permanent.

You may also click on the INSERT button to add a field. For example, if a course is cross listed in a 2nd department, this is when you would add a course name by clicking the Insert button. A pop-up window will allow you to select the field that needs to be edited. Click on OK to confirm changes. Click the SAVE button to update the course record.

Another field you may insert is a URL. The URL is a web address of general information about a course (e.g. bSpace page or online syllabus) NOT to link to electronic material on reserve for the course. These web links are displayed in the OskiCat course reserve page under “Link to online version(s)” located under the course note. To enter a URL:

  • Click on Insert
  • Select y URL
  • Enter |u followed by the web address (e.g. to enter the URL  www.berkeley.edu enter |uhttp://www.berkeley.edu into the box in Millennium
  • If you prefer to display text rather than the web address itself, include a |z after the web address, then type the text you wish to display (e.g. |uhttp://www.berkeley.edu|zGo Bears! will display as Go Bears! in the course record)

To edit a course reserve material item type:

  1. Select the desired course record
  2. Select/highlight the item line from the list of materials on reserve
  3. Click on CHANGE STATUS button
  4. A pop-up window will allow you to change the item type (as well as location and item status).
  5. Double-click the Item type field to view a list of item types (for example: Reserve 2-hour, and Reserve 1-day).  Reserve item types are listed here.
  6. Choose your desired item type from the list, and then click OK to set.
  7. Click OK to confirm course reserve setting.
  8. A confirmation pop-up window will appear, click OK.

 

Adding items to a course record

An item record attached to more than one course record can have only ONE Item type and location. If you wish to add one item to multiple courses it can only have one location and loan period. If there are multiple copies of the item you may consider adding one item to each course. This way separate item types and locations can be used for each.

Once the course record has been created, you may begin adding materials to the course reserve list.

Note: it is recommended that you add item records to reserve couses; bib records will not show how many copies of the item are on reserve in the course record.

  1. Open up the Course Reserves mode and retrieve the desired course record
  2. Click on ADD ITEMS OR BIB button.
  3. Search for the item to be added.
    • Double click the Index drop down menu to see more options for searching.
    • After locating the desired material click/highlight the line of the desired item record on the browse list.
    • If you cannot find a bib record for the item you wish to attach you will need to see instructions for Reserves: Creating New bib and item Records.
  4. Click on ADD SELECTED ITEM(S)
    • ?You may select more than one copy by clicking the box to the far left of the item line. If all items are needed, you may click the word “All” located above the box of the first item record.?
    • USE BIB button may be selected if you would like to attach all copies of the title to the course record, but this is NOT RECOMMENDED. Attaching Bib records will cause problems when another library owns a copy or decides to buy a copy for their unit. The other unit may not want to send the item for your unit’s reserves. If a new copy was bought, Millennium will direct the staff processing the new copy to put it in-transit to the unit that attached the bib record.
  5. Select LOCATION and ITEM TYPE
    • ?Double-click field to view list of Locations or Item Types. Make sure to select your unit’s RESERVE sub location for print reserves and the location wb and itype 23 for electronic items– failure to set correct locations and itypes will make it more difficult for patrons to find items.
  6. Click OK. The Item has been added to the reserve list for this course (yeah!)

 

Requesting items for reserve

Requesting items that are checked out

  • If an item is checked out place a hold on it for your department’s Reserve account (bRESERVE- followed by your unit’s two letter location code).
  • Make sure you enter a hold note into the record stating what course the item is needed for.
  • When the item is checked-in you will be notified by Millennium.

Requesting items from other units

  • If your unit does not own the item needed for reserve, or if your unit’s item is checked out, you need to request the item by using the paging module. [dead link]
  • Items should not be paged from Art History/Classics, Graduate Services, or any Reference Collection, as well as Restricted NRLF items.
  • If items from these units are needed for reserves and they are the ONLY copy on campus send an email directly to the owning unit asking if they would be willing to place the item on reserve for the course at their unit.
  • Make sure you enter a hold note into the record stating what course the item is needed for.
  • When the item is checked-in you will be notified by Millennium.

 

Paging items for reserve

Paging is the process by which a library is notified that an item needs to be pulled to satisfy a hold. Sometimes the item is needed by a patron (for example, NRLF materials are paged for patron use), and sometimes there is an internal need, such as course reserve, an exhibit, or a re-cataloging project.

For NRLF paging you should use your regular login.  However, your regular login can’t be used to page items from your own library.  If you need to page for reserves or other internal uses, and some (or all) of the items are from your own collection, you will need to use a special login.

To obtain the special reserves paging login/password, please submit an Oskicat help desk ticket and include your phone number.  A Systems Office staff person will call you to provide the password.

Once you have your login and password, you may begin to page items. Please follow the below directions for paging items for course reserves. NOTE: items for course reserve that are from another library should be paged before being attached to a course record. (If you attach the item record to the course record before paging, you MUST mark the item status as INACTIVE.)

RESERVE HOST UNIT (Library requesting items for reserves)
PART 1: To page an item from another library

  1. Login into Millennium using Paging login
  2. Popup Window: Print due date slips? Click NO
  3. Type your unit’s reserve institutional patron account: barcode is RESERVE with two letter unit code. Name is RESERVE SUP/4-letter unit code. For example: barcode=RESERVEES, name=RESERVE SUP/EART. (Note: barcodes are case sensitive; must be all capital letters).
  4. Click on Holds tab
  5. Click on Add Holds
  6. Search item to page
  7. Click the line containing the copy you want to page for reserves
  8. Click Hold Selected Item
  9. Select Place hold, print paging slip option
  10. Choose your location- you MUST select your unit’s reserve location (the owning unit will need this in order to determine which library needs the item for reserves)
  11. Please write a Hold Note: include department name and course number of the course requesting the item for reserves
  12. Click OK to confirm (TO PAGE ANOTHER ITEM, REPEAT STEPS 3-12)
  13. Close the Millennium client

OWNING UNIT (Owning library who lends item for reserves)
PART 2: To send a paged item to another library

  1. Log into Millennium using your regular login and password- NOT the paging login
  2. Print paging slips (see documentation for instructions on how to print: paging slips http://sunsite.berkeley.edu/wikis/CirculationManualWiki/Main/HowToPrintPagingSlips dead link)
  3. Find and pull items from shelf
  4. Separate the items for your own unit from the items that are needed for other libraries
  5. Open up Check-In mode
  6. Scan barcode of the item requested for reserve
  7. Select Fulfill Hold
  8. MUST CHOOSE: In Transit to unit requesting item
  9. Print Slip? Select YES
  10. Place slip on book and add note “needed for Reserves”, then place in mail lug

RESERVE HOST UNIT (Library requesting items for reserves)
PART 3: To receive a paged item from another library for reserves

  1. Log into Millennium using your regular login and password
  2. Have book in hand
  3. Open Course Reserve mode
  4. Search and locate course record that the paged item is being attached to for reserves
  5. Click Add Items or Bib button
  6. Scan barcode of book
  7. Click the Item-Level Holds tab
  8. Highlight the line of the item on hold (may only do one copy at a time)
  9. Click Cancel Holds button
  10. Pop-up window gives 3 options: select Cancel Hold
  11. Choose a hold cancel message: select drop hold– reserve, and click Yes
  12. Confirmation pop-up window: click OK
  13. Click Summary tab
  14. Highlight the line of the item being placed on reserve
  15. Click Add Selected Items button
  16. Select your unit as the location, choose the reserve item type, and mark the item as Active (for more help, view the Wiki documentation on processing reserves – attaching items to a course record)
  17. Confirm by clicking OK (If the item was paged from your own library, you’re done; the item is now on reserve. If the item was sent from another library, proceed to steps 18-20.)
  18. Open Check-In mode
  19. Scan barcode of book (this is necessary to update the status from In-Transit to Available on reserve at your unit)
  20. Now the item is on course reserve at your unit- yeah!

RESERVE HOST UNIT (Library requesting items for reserves)
PART 4: To return a reserve item back to the owning library

  1. Open Course Reserve mode
  2. Delete/Remove item from course record (or mark the item as Inactive)
  3. Open Check-In mode
  4. MUST DO: Scan barcode of book
  5. Print In-Transit slip, place on book, and put in mail lug to be sent back to owning unit

OWNING UNIT (Owning library who lends item for reserves)
PART 5: To receive an item back that was sent to another library for reserves

  1. Retrieve book from mail lug
  2. Open Check-In mode
  3. Scan barcode of book
  4. Sensitize book and place on refile cart

NOTE: Item records will display (internal) Reserve Notes at the bottom of screen showing when the item was placed on reserve and when the item was removed from reserves. These notes will remain in the record, and should NOT be deleted in case they’re needed for Create Lists or statistical purposes.

 

Printing Paging Slips

To print item paging slips without a saved job:

  1. Go to the Notices Mode (located in the Navigation Bar, or choose Go > Notices)
  2. Click New
  3. Under Notice Type, choose Item Paging Slips
  4. (Recommended) If you would like the paging slips sorted by call number:
    • Click Sort By
    • Type I (Item) in the Type column and C (Call #) in the Field column
    • Click Save
  5. Click Prepare
  6. If prompted, choose a printer.
  7. Click Send Notices (DON’T click the Print icon in the upper right)
  8. Click OK
  9. You should physically check to make sure all the notices printed properly. If they did print correctly, answer YES to “Clear all print notices?” If they didn’t print correctly, answer NO, fix the problem, and click Send Notices again.
  10. Click Close
  11. Click Close again
  12. If you want to save this job for future use:
    • Answer Yes to “Save new job?”
    • Choose a printer
    • Assign a job name if desired
    • Click OK
  13. If you do not want to save this job for future use, answer No to “Save new job?”

To print item paging slips from a saved job:

  1. Go to Notices Mode (located in the Navigation Bar, or choose Go > Notices)
  2. Find your library’s saved job for item paging slips (Location = your library; Notice Type = Item Paging Slips). Highlight that line and click Prepare.
  3. If prompted, choose a printer
  4. Click Send Notices (DON’T click the Print icon in the upper right)
  5. Click OK
  6. You should physically check to make sure all the notices printed properly. If they did print correctly, answer YES to “Clear all print notices?” If they didn’t print correctly, answer NO, fix the problem, and click Send Notices again.
  7. Click Close
  8. Click Close again

WARNING: Make sure you have all your paging slips before clearing the print job. You will not be able to print them again until after the next time notices are run. Every library should print item paging slips and pull paged items a minimum of once every weekday.

 

Helpful Things to Remember

  • Always click the Save button after making edits or inserts.
  • Double check spelling when creating course records and bib/item records.
  • Search for an existing course record before making a new record for a class.
  • If only one copy of an item is needed for reserve, simply select the appropriate copy and location.
  • If you created bib/item records for materials that were created for reserves, use the inactive status to eliminate having to re-create the materials for a future semester. You will need to also suppress these created bib/item records if you do not want the public to view them in OskiCat.
  • Suppressing an item record (that was created for course reserves) will be invisible in the Web OPAC. Material that is in the catalog, but placed on reserve, should be marked as inactive in order for the item to be marked as the original item type.

Additional Reserve processing information is here in Reserves: taking items off reserve

  • View tutorials on how to use the course reserve mode in Millennium:

http://csdirect.iii.com/tutorials/coursereserves/

  • For Millennium assistance, contact the OskiCat/Millennium help desk (under “O” and “M” on the staff homepage).

Legacy Data
Author: Charis Takaro
Approval Group: CSG
Update Group: Circulation Services Group
Last updated date: 08/21/13

Archived Comments

Sat, 05/28/2011 – 08:09 — Charis Takaro
When I migrated this from the circ wiki I changed the order of the elements, sorting the sections into “putting things on reserve” and “taking this off reserve” roughly. Mostly the content itself was not changed – with exception that instructions were given on deleting bibs created for reserves.

Created: April 28, 2016
Last revised: January 27, 2017
Review date: None set

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