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Guide to Course Reserves: Reserves Maintenance

Checklist

COURSES

  • Remove courses that are no longer needed/no longer running. (No point doing the other checks if you’re going to be getting rid of it anyway! 😊)

    • These are likely to be courses that do not have reading lists. To identify these courses, navigate to Courses (Fulfillment > Course Reserves > Courses), then filter by the Associated Lists facet: “None.”

    • To remove a course, click the ellipses, then “Delete.”

  • Confirm that courses have all necessary elements:

    • Code: Course code

    • Section: Campus name

    • Name: Course name

    • Academic Department

    • Processing Department: “Courses – Processing Departments”

  • All current courses should have Active in the status field. 

    • This is determined by the End Date of the course. Set this date out far in advance if this is a regularly running course.

    • For courses that will return, an Inactive status is appropriate. If the course is no longer being offered at your campus/at NOVA, then it can be deleted.

READING LISTS

  • Confirm that all reading lists have all necessary elements:

    • Code: Campus + Course ID (i.e. LO ENG 111)

    • Name: Course name

    • Status: Though not necessary for catalog findability, it is helpful for your own record keeping to toggle reading lists to “Complete” as you have finished them.

    • Assignee: CR specialist at your campus

    • Due back date: Set far in the future

CITATIONS

  • Status: Though not necessary for catalog findability, it is helpful for your own record keeping and filtering to toggle citations to “Complete” when finished.

  • When creating a new citation within a reading list, the following must be included:

    • Title

    • Author

    • Edition

    • ISBN: must type in/do not scan

    • Publication date

    • Publisher

    • Course Restricted checked

MB suggests including call number (course code, i.e. ENG 111)

Then, under item:

  • Location

  • Barcode: enter this last if scanning

  • Material type

  • Item policy

  • Public note: info from item policy

ITEMS

Within Alma, pull up a list of all items on reserve at your campus through an Advanced Search. (Physical items – Location – Equals – YOUR CAMPUS – Reserves). Sorting this list by Accession Number – Asc. will give you the oldest records first.

  • Confirm there are no calculators/headphones in the Reserves location in Alma. If there are, move them to Equipment.

  • Identify all items that are unnecessarily suppressed (i.e. should be findable). ENTER DIRECTIONS FOR UNSUPPRESSING ITEMS 

  • Identify items that have been removed from your reserve collection.

    • If returned to instructor/given away/trashed: edit it and move to “Withdraw” location. LTS will then withdraw it from Alma. DO NOT click the Withdraw button.

    • If returned to circulating collection: confirm item is on the shelf, then move item record location to “Circulating.”