(7/21/00)

Reserves are those materials from which required reading, listening, or viewing assignments are made by the teaching faculty of VDS/GDR. There may be certain other instances in which heavy demand makes it necessary to place selected materials on Reserve (e.g. in connection with a lecture series, etc.). Materials are placed on Reserve only by request of the Divinity faculty. Reserves for all other departments (including Religious Studies) are handled by other divisions of the Heard Library. Sometimes, however, if a Religious Studies course heavily uses Divinity material the Public Services Librarian may decide to handle its course reserves in Divinity.

Table of Contents:  Click on the topic to go to that section of this web document.

· Communication is key in the Reserves process. Since many people may have a hand in working on reserves, it is imperative that lists are returned to a Reserves Notebook when not being used. Always leave excellent notes on whatever you have done in the reserves process for the next person who comes along, using post it notes when possible so that the reserve lists do not become cluttered with information. When you do not know the answer to a question or do not know how to do something, ask!

· Care should be taken not to violate Copyright restrictions. If a book is requested for reserve which we do not own we may place the professor's copy on reserve. We may use a photocopy of the work only if we also order the book to be added to the collection as soon as possible.

If we own a book or journal we can copy it and place the copy on reserve in order to preserve our copy. The copy should be stamped with a copyright restriction notice and with the stamp having the explanation that we have placed the copy on reserve to preserve our original.

· One copy is usually adequate for every 15 users. DO NOT put more than one copy on reserve unless the class size warrants it or the professor specifically requests it.

GETTING RESERVE LISTS FROM FACULTY

By the second week in April for the Fall Semester and by the second week in November for the Spring Semester, the Reference/Circulation Librarian mails letters to the faculty to remind them to send in their reserve lists and copies of their syllabi. It is always helpful to obtain a course schedule from Aline Patte, the Div/GDR registrar, so that adjunct faculty and visiting professors are not missed.

The deadline date for delivering reserve lists to the library should be included in the letter. This deadline may shift somewhat, but should always attempt to be considerate of both faculty and library schedules. Any reserve lists received after the deadline date will be processed "First in, First out."  

RECEIVING PROCEDURES

• Late reserve lists are processed after the reserve lists which were submitted on time, in the order we receive them. 
  

• All the lists should be date stamped when received to avoid confusion. 

Books on the late list should be pulled and placed on reserve just as if the list were received on time, although there may be several days delay.

Photocopies on the late list will not be copied by the library; the faculty member will need to provide the copies him/herself.

Syllabi are requested as a courtesy for students. These are placed in alphabetical order in the Syllabi Notebook which is kept at the circulation desk for patron use. The circulation librarian and assistants should not have to check a syllabi against a reserve list to make sure the professor places everything on reserve that he/she needs. If a professor turns in a course syllabus as a reserve list, send an email or call to let the instructor know that more information is needed (loan period, number of students, etc.)

Additions during the semester to reserve lists, or photocopies to be added to reservepaks, should be processed as soon as possible. Please write these additional books on the reserve list, and write the additional photocopies on the contents page of the reservepak. We will make photocopies after the initial crunch at the beginning of the semester.

The Reference/Circulation Librarian will request a copy of the book order list from Cokesbury a few weeks before classes begin. Reserve workers cross-check this list with the reserve lists submitted by the professors. 

All books on the Cokesbury list will automatically be put on reserve, even when no reserve list is turned in.

As you check for the books ordered for a class, either against a reserve list or in lieu of a reserve list, mark that you have done so in the Reserve Log "Cokesbury" column next to that class.

If the Cokesbury list contains books not owned by the library, we need to purchase it from Cokesbury, so add the book to the Problem Reserve Book sheet.

If the Cokesbury list contains books not on the professor’s reserve list, add the title to to the professor’s list in the Working Reserve Notebook.

If the professor did not turn in a list by the time the semester begins, list the Cokesbury books for the course in a Word document (heading on page "Cokesbury List") and add it to the Working Reserve Notebook.

 

PROCESSING A RESERVE LIST

Stamps the reserve list with the Received Stamp. If the Reserve Request Form/ Cover Sheet was not included with the professor’s list, get one from the Working Reserve Notebook and fill it out. Enter the date the list was received in the Reserve Log kept at the beginning of the Working Reserve Notebook.

We do not use the instructor/faculty member’s Social Security number as the "instructor ID" for purposes of creating reserves. Search the instructor’s last name in the database to locate the second record with a 5-digit ID number (the record will have a profile name "fac-reserv" and status "blocked"). Use the "duplicate user" command to create a new user record with a system generated ID number, if a second record does not already exist. Consult the supervisor for further instructions.

All reserve lists should be checked against Acorn to see that we have the materials requested. Call numbers -- and name of library if not Divinity -- should be written beside each entry so that materials can be gathered. 

For books/journals that are not found on Acorn, see instructions under Problems. It is important to handle problems ASAP. Whenever you do anything special with an item on a reserve list be sure you write down what you do so that persons following will know what has been done. If the reserve list is being processed after the deadline (two week prior to the first day of semester) and the book is checked out, place a recall immediately using 205505 (put course number in comment field) and call the patron. Next to the book write "recalled" with the date, and note whether or not you called the patron. If the book is from another library, place the recall by calling, visiting, or emailing that library, as appropriate.

 

When it is time to retrieve items to put on reserve:

Work on one list at a time. Record that you have begun working on the list in the log at the beginning of the Working Reserve Notebook.

Books -- Many of these will be readily accessible and only need to be pulled off the shelves and brought up for further processing.

Reference Books -- put the reference book on reserve and replace the book with a "dummy block." (Blocks are in the small closet at the top of the stairs. On the spine write the Call number and "On reserve. Ask at circ. desk." ) Using "edit item" for the barcode of the Reference book, change "circulate" flag from N to Y.

Journal articles - Where a single article from a journal is the required reading assignment, a photocopy is preferred for Reserve; that leaves the volume in place for other users and saves the journal from wear. Be sure to stamp the copy with the copyright stamps. The Reservepak consists of these articles. Remember, if the professor turned the reserve list in late, it is his/her responsibility to provide the library with photocopies. We have a box labeled "Copies of Article to Go on Reserve" where you can put individual article or Reservepaks until you are ready to process them (they should have slip designating the class attached).

Essays in books -- In general, the entire book is placed on reserve in lieu of photocopying the essay.

Classpaks - If a professor indicates on the returned "Reserve Request Form" that he/she wants the classpak on reserve, we purchase it from Kinko's or Campus Copy. Call before you go to make sure that the classpak is there. The assistant to the director will give you the appropriate information about how to make the purchase.

Books in other libraries - Either send an email, phone, or go to the library in person, depending upon the need for the book/s. If you have to recall a book from another library make a note of it on the "Books recalled from other libraries for reserves". In other libraries, books are recalled using the DIV-RESERV patron ID. You must send an email to get books from Biomedical.

The contacts in the other libraries are:

BioMedical  -- to be updated

Central --  Daisy Whitten (we pull our own books from Central)

Education -- to be updated

Law -- to be updated

Management -- Rosemary Madill

Music.-- Rodger Coleman

Science -- Debra Quarles

Before anything can be put on reserve, a "course" must be created in Acorn. From the pull-down COMMAND menu select "course" "create" or on the Reserve button panel select "create course". You will be asked for a course ID. The course ID is the number of the course used in the catalog, e.g., DIV3327 (note: there is no space between DIV and 3327). Click on GO. You will be asked for:

course name: enter using mixed case letters (e.g., Constructive Christian Theology). The field allows for 40 characters.

Terms offered: menu offers choice of semester (e.g., Spring) or Permanent.

Number of students: field is optional and defaults to zero if not used (instructor may have supplied expected enrollment on the reserve list). Click on GO and the message "course created" should appear.

Look on Reserve Request Form for instructor’s 5-digit ID number, or look it up on Acorn and write it on the form; you must have it before beginning this process. From the pull-down COMMAND menu select "reserve" "create" or on the Reserve button panel, select "create reserve". If you have been looking at a record, remember that Acorn carries the item information over and that may not be the information you want.

You will be asked for a call number or barcode. If the information brought over is NOT what you want to put on reserve, wand in the barcode for the correct book. You may also be asked to supply the name of the reserve desk (Div-Reserve). Click on GO. You will now be asked for the following information:

Circulation rule: This is the length of time a book may be checked out for. Look on Reserve Request Form for the correct period (most of our books are on two hour reserve). Choose the correct option from the pop-up menu, or type in enough to make the choice unique. For two hour reserve the pop-up menu choice is 2H60CHF60G. Typing 2H6 fills in the rest of the code. The other options used in Divinity are one day (1D1F), three day (3D1F), and seven day (7D1DF).

Expires: this is a required field. For permanent reserves enter N (never). For fall semester enter 12/31/year. For spring semester and Maymester enter 5/31/year. For summer school, enter 8/31/year.

Alt circ rule: OVERNIGHT is the correct value for 2-hr. reserves. For 1D1F, use 1D1F; for 3D1F use 3D1F; for 7D1DF use 7D1DF.

Status: select CURRENT from pop-up menu, or type CU.

 

A slight digression: If the book has been on reserve in the past, or is currently on reserve for another course, this information will appear on the screen. Past course information says "inactive" and can be left as is. A second section should also appear and you simply continue entering information, as indicated below. If, however, a section for the new course information does not appear, you should press "charge item" and enter the professor’s 5-digit ID number. Press go or enter, and then invoke "create reserve" again. You should now have a new section with the professor’s ID entered and the rest available for information on the new course. If information from a past reserve is given ("inactive"), but it is the same course and same instructor, select "edit reserve" and change the course information to our current semester.

UNDER INDIVIDUAL RESERVES:

Instructor’s ID: enter the instructor’s barcode number. Watch for ID carry over.

Stage: select ACTIVE from the pop-up menu or type A.

Course ID: identical to the course number you used in "Creating Course." If a course has not been created, you cannot put the book on reserve.

UNDER LIST OF COPIES:

New status: If all copies of the book are being put on reserve, choose ON RESERVE from the pop-up menu under New status for all copies, or type O. If you are putting a specific copy on reserve, change the new status pop-up menu next to the barcode of the copy you are putting on reserve.

Press enter or click on GO and the message RESERVE CREATED appears.

Put half of a colored sticker on the book’s label, trying not to obscure the call number. DO NOT PLACE A RED STICKER OVER A CALL NUMBER. On the list, write CRES (Create REServe) in red ink beside the title to indicate the book has been put on reserve. If more than one copy has been put on reserve, write CRES 2 or CRES 3, as appropriate.

The owning library must first charge the item to DIV-RESERV. When Divinity receives the book from the lending library, discharge the item to get a "route to Div-Reserves" message. Then place the book on reserve as designated above.

If a professor wants to put his/her copy of a book on reserve, write the professor’s name in the book. Barcode the book, create an item record for it, and then place on reserve as normal. If the professor has a personal xerox copy of an article to be placed on reserve, make a copy of their copy and then return the professor's original copy.

Creating an item record for a professor’s personal copy of a book. Using the FIND function, see if we have an existing copy. If yes, you will be adding a COPY. If no, you will be creating a TITLE.

Note how many copies are listed: you will use the next number in creating your record.

Select ITEM CREATE. The screen that appears will list TITLE as the default and should be changed to COPY. The information from your TITLE search will have been carried over, so simply click on GO.

At the next screen enter the appropriate copy number in COPY. Under Home location enter DIV-RESERV. Wand in barcode and you are finished creating the item record.

Select ITEM EDIT. At the bottom of the record, in the COMMENT field, scan in barcode and write "personal copy of PROFESSOR’S NAME, return at end of semester."

Create a spine label with the call number, using a stick-on label, reinforced with tape.

Place item on reserve as normal. (See #2 above.)

Select ITEM CREATE. TITLE is the default and should be used. Under "new call number" use the call number assigned by the Library of Congress on the reverse of the book’s title page. Click on GO.

At the next screen you have four slots to fill in: barcode, type, home location, and library. Wand in the barcode last. TYPE=reserve. Home location=DIV-RESERV. LIBRARY=Divinity. Click on GO.

At the next screen fill in "descriptive info." Enter Author in mixed case letters, last name first. Under TITLE enter the title as written in the book. Click on GO.

Create a spine label with the call number, using a stick-on label, reinforced with tape.

Place book on reserve as normal. (See #2 above.)

 

 

A reservepak consists of individual articles assigned by the professor for student reading, bound together (by the library) as a single item for checkout.

A classpak is a collection of articles or essays the professor asks Campus Copies to bind specifically for purchase by students.

A reserve folder is a portfolio containing one or two unbound articles.  

We mostly deal with reservepaks and folders -- only occasionally do we get classpaks. A reservepak is spiral-bound by us, with a title page listing the contents in alphabetical order by the author’s last name, and a piece of colored paper between the articles. After the reservepak is assembled, barcode it and create an item record. Creating an item record is explained above in the section on professor’s personal copies. Note the different options: creating a title record is the appropriate option for the first copy of a reservepak or classpak; creating a copy should be used for the second copy. Below are examples:

Creating an item record for Reservepaks and classpaks:

Select ITEM CREATE. TITLE will be the default and is what should be used. Under "new call number" enter the course number and the word "Reservepak" , or "Classpak", (e.g., 2701Reservepak or 3169Classpak). Click on GO.

If it is NOT a reservepak or classpak, use as the call number the name of what the item is, using mixed case letters (e.g., 2550Papers of the week, 3059Past exams, 2701Discussion section by leader’s name, 3880Discussion questions, etc.).

At the next screen you have four slots to fill in: barcode, type, home location, and library. Wand in the barcode last. TYPE=reserve. Home location=DIV-RESERV. LIBRARY=Divinity. Click on GO.

At the next screen fill in "descriptive info." For reservepaks and classpaks, the author is "By Author’s Last Name" and the title is "Assigned Articles". With the other miscellaneous items, again use what it is. For Papers of the week, the author would be "Students" and the title would be "Papers." Click GO. You are finished creating the record.

Select "edit item" and change the class scheme from LC to ALPHANUM.

PUT THE ITEM ON RESERVE. Don’t forget that after you create the item record, you must then create the reserve record, just like you do for a book.

 

 

 

If there are items on a list which might not arrive on time notify the professor using the memo found in G:\divinity\circulat\resprob.mem. All information about problem books should be carefully recorded, updated, and maintained in the Problem section of the Working Reserve Notebook.

Lost books - Search hard for the book. If you cannot find it, fill out a Search Form and ask another worker to look for it. If it still cannot be found, tell MAT and she will decide whether it should be bought or ILL'd and proceed appropriately.

Recalls - The patron number used to recall books located in the Divinity library is 205505. The patron number used to recall books located in other libraries is

DIV-RESERV. If there are two or more weeks before classes start, a regular recall will suffice. If after that date, place a recall and then call patrons from whom a book has been recalled. Important -- Whenever you recall a book, put a note in the comment field indicating which class the book is for. When the recalled book is returned, use Display 2 Item to see the note indicating which class the book is for. Write the course number on a slip, put it in the book, charge the book to 205505, discharge the book. Place book in supervisor’s basket.

Books to be purchased - When you cannot find the book in Acorn, call to see if it is at Cokesbury. Use the Problem book form to request that Bill buy the book, telling him whether or not it is at Cokesbury.

ILL -- If an item cannot be purchased or cannot be found in time, send for it ILL.

If you send for it via ILL, make a note of it on the "Problem book list."

Professors’ copies - If we do not own a particular book, the professor may put his or her copy on reserve. Write the professor’s name in the book. See PLACING AN ITEM ON RESERVE: BOOKS OWNED BY THE PROFESSOR above. If the professor has a personal xerox copy to be placed on reserve, make a copy of their copy and return the professor's copy.

 

 

 

 

 

 

 

 

 

 

 

 

 

Pull books from reserve shelves. First pull all non-Divinity books:

Under the COMMAND function choose Reserve Edit. Wand in barcode. Move to "status" and change from "Current" to "Dormant." Move to "New Stage" and change from "Active" to "Inactive." Move to "New Status" and change from "Reserve" to "not on reserve." Click on GO. Screen will read "record updated." Discharge book. Screen will read "route to in-transit" and name of the appropriate library the book is to be returned to. Remove colored reserve sticker. Separate books to return to their respective libraries.

Professor’s personal copies: sometimes it’s obviously a professor’s, sometimes it’s not. The handwritten spine label should give it away. Hopefully, the professor’s name will be written inside. If not, check the NOTE field on the item record. GIVE ALL PROFESSOR’S PERSONAL BOOKS TO A SUPERVISOR FOR PROCESSING.

Supervisors: For personal copies, select ITEM EDIT. Change "shadowed copy" to Y if we also own the book. If we had no copy to start, change "shadowed title" to Y. Click on GO.

Then pull the Divinity books:

Treat as above, but do not discharge. When you click on GO, message reads "route to Judaica" or "route to first floor." Remove colored reserve sticker. If the book looks in need of repair route to MAT, with a note saying it has come off reserve, and it needs to be checked for possible repair. All paperback books are also sent to MAT for review for binding.

Reservepaks and classpaks:

Treat as above. Then select ITEM EDIT and Under "shadowed title" choose Y.

All photocopied materials and classpaks should be returned to professors for future use as soon as possible.

---

Return to SUPERVISORY TASKS