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WMS: Course Reserves

Course Reserves Overview

Circulation staff add and remove items for Course Reserves in:

1. WMS Circulation for all items placed on reserve, and 

2. WorldCat Discovery for courses and instructors associated with items on reserve. 

Items placed on reserve may be property of the library and already cataloged in Averett's "My Library Holdings," or they may be the personal property of the course instructor.

It is possible to circulate reserve items of both types before creating Course Reserves "courses" in WorldCat Local.

Instructions

For items owned by the library (bearing property stamps, call numbers and barcodes) edit the WMS item record in Circulation to change the Temporary Shelving Location to that of the designated course reserve loan period. Do not change the Permanent Shelving Location.

So that it will be easy to identify the course, add a public note to items found in WorldCat: "On reserve for [course]:"

The public note "On reserve for HIS 435" will display in both the item record and WorldCat Local (click on"Availabilty for location and checkout status; click on WorldCat title for more detail, including the public note).

For personal copies of published books and media, use "Discover Items" to identify a WorldCat master record matching the ISBN of the item. If multiple records display for the same ISBN or other unique identifier, prefer the matching record with the largest number of holding libraries.

For personal copies of items not owned by the library, but available in WorldCat, enter a "Call number" reflecting the course name and number, and a public  note indicating the course number. For example, "ART 400 Reserves." For all personal copies with WorldCat records, enter a staff note: "Property of [professor's name]."

If no matching records is available in WorldCat -- for example for articles/chapters, equipment, or manuscripts -- create a temporary item in WMS Circulation:

  1. From Circulation / Discover Items, enter the item barcode
  2. Create Item
  3. Enter Title and Author
  4. Select Material Type from list
  5. Select Shelving Location

Unfortunately, we cannot enter call numbers or notes in temporary records -- those not discovered in WorldCat. Temporary records are not found in WorldCat. Please use a matching WorldCat record whenever possible.

To locate a matching WorldCat record, search on All of WorldCat by ISBN. If a match is not found, search by Keyword for [author title]. Ask a cataloger for assistance if you are not sure that you have selected a good match.

To remove items from Reserve status in WMS:

Image of items to change in course reservesFor items that belong to the library, change the shelving location back to that designated on the spine label, (for example, "Main Book Stacks"). Remove any notes in the item record that pertain to course reserves.

Step by Step:

  1. Go to the "Circulation" tab in WMS
  2. Click "Discover Items" in the left-hand column and type in the barcode from the book you are removing from reserves
  3. Click the blue "Edit Item" button
  4. Click the "X" in the Temporary Location field in order to delete the reference to Reserve Shelving.
  5. Delete any public and private notes referring to the book's status as part of a Course Reserve
  6. Delete the "In Library" usage restriction
  7. Click the blue "Save Item" button

Remove all 'Reserve' stickers from the item, remove the yellow slip of paper, and place the book on the cart for reshelving.

 

For personal copies, not owned by the library, delete the item record. If that is the only Averett item associated with a master record, this will also delete Averett's WorldCat holding for that title.

Step by step:

  1. Go to the "Circulation" tab in WMS
  2. Click "Discover Items" in the left-hand column and type in the barcode from the book you are removing from reserves
  3. From the row of choices in the upper right, click "Delete" (the option farthest to the right)

Gently remove all stickers from the item and return it to the original owner.

You must have Course Reserves management privileges for your WMS account in order to change course reserves in WorldCat Discovery.  Contact the library webmaster (currently Dr. Groskopf) if you find you need, and do not have, this level of access.

Editing or Deleting Already Created Courses

Reach our WorldCat Discover page by any means necessary (including just clicking here, which will take you directly to the landing page for our Course Reserves).

  1. Click "Sign in" in the upper right corner of the screen.
  2. Once you are signed in, if you are not already there, click the "Course Reserves" link in the page's menu bar.
  3. If you are signed in and have the correct privileges, each of the courses will have an edit button in the right hand column.  Click the gear for the course for which you wish to: edit details, add reserve materials, or delete from the list of active courses.

image of course reserves edit button location

  1. Once you're finished, there will be a "Save" or "Done reserving" link somewhere on whatever page you are using.  Find it, click it, and celebrate being finished.

Creating a New Course

As above, reach our WorldCat Discovery page by whatever means, and sign in.

  1. Click the blue "Create a Course" button near the top of the page, as shown in the screencapture above.
  2. You will reach a page with numerous boxes, as seen below.  Using the course data, fill out the boxes for Course Name, Prefix (ENG, REL, etc), Number, Section (if there are multiple sections taught by different teachers), and Department.

Image of Course Creation in WorldCat Discovery

  1. Continuing on this page, don't forget to add the professor's first and last name.  Also give the course a start and end date (the beginning and end of the semester) so that it automatically become inactive when the course is over.
  2. Click the blue "Save Course" button
  3. This will take you back to the Course Reserves page, with a new green flag at the top.  Within this green flag, click the link to "Reserve materials for this course"

Image of the Reserve Materials button

  1. This will bring you to a version of the Discover search page with a blue header indicating that you are "Reserve Materials" and indicate clearly which class you're reserving them for.  (In this image, the course is called "test".)

Reserving Materials banner over search engine

  1. Search for materials as normal.  When you locate the record for the item you wish to add to this course, you will note that it includes additional buttons not visible in a normal search.  Click "Reserve" and that item will be added to the course.

Image of the reserve button on a search result

  1. Once all your items have been found, click the right-most link in the blue "Reserving Materials for ______" banner: "Done reserving."  Yes, it is hard to see (blue text on a dark background is not a good design choice.)

Done reserving button

That's it.  Once you click "Done Reserving" you will be returned to the main Course Reserves page.  Scroll down, find your course, and double check that all has been included as you intended.  If so, you're finished.

 

Note: adding an item to a course like this does not change the item's rental policy.  You should have already done that.  If not, click the tab on this page that reads "Adding an Item to Reserves in WMS Circulation" and complete that process for each item you're putting on reserve