Section 4 Course Reserves Overview

Transcription

1 Overview Aleph 500,.0 Last update: November 11, 2004

2 Table of Contents Start Menu..10 Obtain a List of Materials for a Course..5 Standard Methods Creating a list of Materials in the Web OPAC Course Records.11 Sorting and Browsing Add a Course Duplicate an Existing Course Record (Add Like) Modify an Existing Course Record Delete an Existing Course Record Save/Print an Existing Course Record Course Documents List 18 BIB Records and the Course Documents List Non-cataloged Items (personal copies of books and photocopies Cataloged Items, On the Library Shelves or Checked out Add a List of BIB Records from the Library Catalog (SYS01) via the Web OPAC click Basket Add an individual BIB Record Directly from the Library Catalog (SYS01) Catalog Items in Hand, Already Pulled from the Shelves (Add) Page 2 of 50

3 Modify Note Fields in the BIB Record Delete or View a Record from the Reserve List View a Catalog Record Item Records and the Course Documents List 32 Add Items to Newly Cataloged Records (Add Item) View Items Attached to a BIB Record & Place Requests Create Pickup List of Selected Items Remove Hold Requests Transfer Items System Initiated Requests in CR. 38 Requests in Requests on Quick Cataloged Items Recalls.38 Types: Regular & Rush Electronic Reserves 40 Add an E-Reserve BIB Record Set up the Right to view Digital Objects in ALEPH Profile permissions Digital Object Access Management.43 Index the Course Reserve Database (System Librarian) Print Course Lists Report Page 3 of 50

4 Report of CR Records Linked to an Inactive Course Report of Course Reserve Records that are not Linked to a course View Course Documents in the Web OPAC.46 Connect to the CR Database Search the CR Database Prevent Display of Inactive Course in the Web OPAC Page 4 of 50

5 Overview The purpose of the Module is twofold. 1. This service can provide information to the student about required and optional reading materials suggested by instructors for the course of studies, i.e. a bibliography of reading materials along with notes. 2. The service can also provide a database for items to be held at the Reserves Desk for short-term loans. The operations provide tools for managing the creation and update of reading lists and the management of the course reserves collection. These tools include the ability to: Create/modify course information Assign bibliographic records and items (copies) to a course Place requests on items (for recall and pick-up lists) Print pick-up lists Transfer items (using the barcode) to the reserve collection Removal of items (using barcode) from reserve collection Print the Course List report (course + titles + items) The course reserves operations are managed strictly via the Staff web page using the link. Page 5 of 50

6 Start Menu Open Internet Explorer For Training use the following address: lute.mnsu.edu Under LUTE MASTER (525) SERVICES click on Master Region XXX Services (XXX is your library symbol) Logon (After Switch to Production use the following address: harp.msus.edu) Logon Logon to the ALEPH Library Staff Menu 15.2 using your staff user name and password. Page 6 of 50

7 Access the Course Reserve List You may then select the Course Reserve option (Course Reading List): By clicking the Course Reading List link, you will see the section for managing Course Reserves. This is the Main Menu for : Page 7 of 50

8 Each of the above menu options is discussed in detail in the following sections. [System Librarian: this page is managed by /alephe/www_r_eng/r-main-4.] Records in There are three types of records in the service: the course records, the bibliographic records and the item records. Course Records For more detail on the fields in a course record and how to create, modify, and delete course records see page 13. After a course has been created, Bibliographic Records and Item Records can be added. Page 8 of 50

9 Bibliographic Records The bibliographic records for the Course Reserve database are held in a separate database (library), the xxx30. The bibliographic records for course reserves can be derived (expanded) from the library s main database SYS01, or they can be cataloged directly into the database (xxx30). Deriving records saves cataloging effort, and direct cataloging keeps the main database free of extraneous records (such as photocopies, scanned documents, and personal copies). Item Records Item records for the course reserves collection are held in the main administrative library (xxx50). If these are items that normally reside in the library collections, the system will create an additional link from the database to the item. (See the diagram below). This means that Items (with their new location and course reserves status) will display in the main database as well as the course reserves database. Bibliographic records that are cataloged directly into the course reserve database can be added via the Course Reserve Module. Obtain a List of Materials for a Course Standard Methods Most academic institutions receive their list of materials (or actual materials themselves) in a number of ways: s, www forms, paper forms, in person, etc. Direct input Course Reading Database: USM30 Expand Main BIB Database: USM01 ADMinistrative Database: USM50 Items Page 9 of 50

10 Creating a Course Reserve List in the Web OPAC: Optional feature; work with Pals to set this up. In addition to the standard methods of receiving a list of reserve items from the academic staff, the Academic staff can create a list of titles (that the library already owns) for the database by searching the Web OPAC in ALEPH. Select the records to be saved to the book bag and then while viewing the Book bag, the academic staff person can the list to the Department. The procedure is as follows: 1. Academic staff searches the Web OPAC, selects records for the course, and uses the Add to Book bag link to create a list of titles to add for a specific Course. By adding one title at a time from a results list or from the Full View display, the professor has the ability to add a note per selected title/record by clicking the Save/Mail button. This note will display in the base of the OPAC. 2. When the Academic Staff Person is satisfied with her/his Book bag list, then (s)he should click on the Book bag link. 3. Click the link to this list to the Staff: Page 10 of 50

11 The upper portion of the Save/Mail page is only accessible to a patron if that person is signed on and has the Administrative Module s Profile permissions linked in his/her Global Patron Information form Profile field. Otherwise, you will only have the ability to the list or save it on your local PC. For the purpose of saving the list on the server and notifying the course reserves department, the following fields are functional: File Name: enter a name for the file. The file is stored in a UNIX directory, so it should follow UNIX file naming conventions. If a file name you choose is already in use, the system will automatically add a suffix to the file to make it unique. This file name (as written or amended) will appear in the to the course reserves librarian. [System Librarian: these files are stored in the./alephe/scratch/ directory. The bibliographic library and the bibliographic record number are all that is stored in this file] Checkbox or Drop Down Menu: select whether notification of this list being saved on the server should be ed to the Reserves staff. If there is only one address to which this list should be ed, then it can set up as a checkbox. Otherwise, a drop down menu of addresses can be set up. [This is for your information only, it will be covered in the Systems training. Systems Librarian: make sure that appropriate choices for ing the Department are listed and the relevant addresses included. If there is only one Department / Desk, then the can be set ONLY in alephe/www_server.conf in the following line: setenv www_course_ _address "Maryjo.kennedy@mnsu.edu" If you are only using one address, be sure to disable all of the additional choices in the html file, book bag-course-xxx01, except for the default and possibly the choice for no alert. The following example shows the settings for using one address in www_server.conf and for offering No alert : <td>send to <select name=send_mail> <option value="default" selected>main Reserves <option value="">no alert</option> <!-- <option value="thechoice@exlibris-usa.com">engineering <option value="tsachm@exlibris-usa.com">admin 2 <option value="susanm@exlibris-usa.com">admin 3 --> This file is book bag-course-xxx01 and is found in www_f_eng] Text: The text entered here will be included in the to the course reserves librarian. Page 11 of 50

12 Sending book bag items by mail or saving on pc: This checkbox can be selected in order to also send a copy of the book bag to the address specified in the field. The standard functionality of from the web OPAC applies when using this feature. 4. Click to save the file on the server. A confirmation message in the upper pane of the window will verify that it saved on the server and what the file name is or was changed to: For more information what to do after the file was saved on the server, see page 24 of this document Cataloged items on the library shelves or checked out. Page 12 of 50

13 Course Records Courses can be created, modified and deleted via the Courses (add/modify) link. By clicking on the Courses (add/modify) link from the Management of Course Reading Lists Menu, you will open the following page: Sorting and Browsing By default this screen is arranged by course number. Sort the list by Name, Instructor, or Department by clicking on the respective, underlined heading. To jump to a section of the list, click on. The Course List window displays: Page 13 of 50

14 In the Course List Search window, enter your starting point and choose an index for that starting point. Click to display the new list. Add a Course To add a new course to the list, click on the form: button to display the following Page 14 of 50

15 The fields with a red asterisk are mandatory. The fields have the following purposes: Course Number: this (searchable) field should contain the number as registered in the university syllabus. It is limited to 20 characters and should not contain spaces. The Course Number is the key of the record and must be unique, and it must not contain spaces, ampersands ("&"), or plus signs ("+"). This value cannot be Page 15 of 50

16 changed after the record is saved. If you make a mistake, you will need to create a new (corrected) entry for the Course. Then delete the incorrect course. Proxy Course Number: this field is used to point from one course to another when there are two or more courses that share the exact same titles. All of the courses are managed by one primary course. The Proxy Course Number field is intended for entering the course number from which the records are managed. If the difference between the courses is only the instructor, it is recommended that the general course is set up without an instructor and then, the additional courses are created with the general course number in the Proxy field. Course Name: this (searchable) field is used for providing the course name. Instructor: this (searchable) field is used for providing the Instructor s name. You may wish to enter as Lastname, Firstname for filing purposes. Department: this (searchable) field is used to denote the Department. Starting Date: this starting date is entered in the format of yyyymmdd and is the date of the first instance of the Course. If the course is repeated for several semesters this should be the first date. If this course is to be reinstated after a NA (nonactive status), then you will need to re-enter the appropriate starting date using the Modify functionality. The only functionality related to this field is requesting items for the reserve room. Ending Date: this ending date is also entered in the format of yyyymmdd. This is the date that the course becomes NA (non-active). When the Remove Course List report/process is run, the System looks at this date to determine what courses to set to NA, and what resulting items should be removed from the reserves collection. Period: this field is used to indicate the semester(s) during which the course is active. The field is used for creating different Course Reserve bases available in the Web OPAC. The main purpose of the Period is to classify active time periods and to define logical bases for the OPAC. The automated feature of making a course not active is not related to this field, only the ending date field; however, you can also manually set a course to Not active by checking the NA box. In XXX30 the periods are: Spring Spring semester Summer Summer semester Fall Fall semester Page 16 of 50

17 Winter NA Winter semester Not active Different or additional periods (the name or code or both) can be defined. [System Librarian: you must modify /alephe/www_r_eng/course-show-xxx30 in order to provide additional (different) choices on the HTML page. The Z108-Period field can store a variety of values. Period values are taken exactly as is from HTML page ("course-show") into the database. The period field is indexed in the wpd word file in xxx30 database (library). A Course Reading list can be defined in alephe/tab/tab_base.eng (UTIL Y-3) for every semester with a FIND (keyword) command based on the period. See the wpd=spring as an example below: EXU30 Ex Lib U CRS (EXU30) EXU30 USM30 EXU01 EXU30 N alldocumen ts not (wpd=na or wst=deleted) EXU30_1 EXL Crs Rsv Spring EXU30 USM30 EXU01 EXU30 N wpd=spring not (wpd=na or wst=deleted) EXU30_2 EXL Crs Rsv Summer EXU30 USM30 EXU01 EXU30 N wpd=summer not (wpd=na or wst=deleted) EXU30_3 EXL Crs Rsv Fall EXU30 USM30 EXU01 EXU30 N wpd=fall n ot (wpd=na or wst=deleted) EXU30_4 EXL Crs Rsv Winter EXU30 USM30 EXU01 EXU30 N wpd=winter not (wpd=na or wst=deleted) In order to filter out inactive courses, we have added the not wpd=na parameter to the wpd=spring, etc. The period codes (Spring, Summer, Fall, Winter, NA) are stored in the z108_period field of the Z108 Oracle record as seen below: 01 z108 \ 02 z108_rec_key \ 03 course_number...musi z108_proxy_course_number z108_alpha...l 02 z108_course_name...music and Sound in Film 02 z108_course_name_key...music and sound in film 02 z108_instructor_name...lockwood, Don 02 z108_instructor_name_key...lockwood don 02 z108_department...music 02 z108_department_key...music 02 z108_date_from z108_date_to z108_period...$$1spring$$2fall$$3winter$$4na 02 z108_no_students z108_weekly_hours... Thus if we searched for the MUSI-523 course number in the EXU Course Reading Winter Semester base from the Web OPAC, we would not get a hit since this course is currently set as NA] Number of Students: this field indicates the number of students in the course. Hours per Week: this field indicates the number of hours of instruction per week. Page 17 of 50

18 When this form has been completed, click on the button to save the record. Duplicate an Existing Course Record (Add Like) Duplicating a course can be used for several scenarios: a. If you need to keep the original course but also create a new one that is similar but not managed by it. b. If you are creating a proxy course that has similar data in the fields (minimize typing). c. If you need to change the course number, since this field cannot be updated. To duplicate an existing course record, select the relevant record and click the button. The following form displays with much of the original information entered into the new record for you: Page 18 of 50

19 You will need to enter a new (unique) Course Number. With the Add Like function, you have an additional option: Do you want to include the same document records in this course? (Check box for YES) Page 19 of 50

20 When selected, this feature will copy over the document list from the duplicated course. This situation is different from creating a proxy course because checking this box only copies over the document list at the time of originally creating the course. After creating the new course with the list of documents, you have the ability to manage its document list separately from the primary course. If you are creating a proxy course, checking this box is not necessary because the document list will automatically be managed by the primary course. When this form has been completed, click on the button to save the record. Modify an Existing Course Record Select the relevant entry and click on the button to modify an existing course. You will retrieve the Add/Update Course window (as displayed in the example above) displaying the pertinent information for the selected course. You can make changes to any field except the Course Number. Then click the Send button to save the changes. Delete an Existing Course Record In order to delete an existing course, its related details, and the list of bibliographic records registered for the course, select the relevant entry and click on the button. A pop-up message will prompt you to confirm the deletion of the course; click the OK button to confirm the deletion. In order to maintain a clean database, it is recommended to delete the bibliographic records attached to a course before deleting the course itself. If you delete a parent course that has proxy courses attached to it, clicking the Delete button will delete the parent course and its proxy courses. However, deleting a proxy course will only delete that specific course record, not its parent course. Save/Print an Existing Course Record To Save a course, including its details and a list of the bibliographic records registered for the course, select a course and click. A pop-up message displays, including a field to add notes: Page 20 of 50

21 Click. The course record is saved on your local drive. Course Documents List (i.e. BIB Record) To display the existing documents list for a particular course or to add Bibliographic records / titles to a course, select the relevant course entry from the List of courses by window and click on the displays: button. The List of Documents per Course window Bibliographic Records and the Course Documents List Bibliographic records need to be added to the course documents list before anything can be done with an item record. The bibliographic records are stored in xxx30 library. Depending on what type of item it is, i.e. library owned, personal copy, photocopy, electronic resource, a different process will be used. Page 21 of 50

22 Non-cataloged Items, e.g. personal copies & photocopies (Catalog) If the library catalog does not include the item you wish to add to the course reserve list and you only want to include it in your course reserves bibliographic database, you need to create a bibliographic record in the xxx30 database. If you also want to store the bibliographic record in the SYS01 database then you need to catalog it. Use the Add methods discussed in section 5 of this document. You can catalog the bibliographic record into the xxx30 database using the Cataloging Module or by using the quick catalog form in the Module. If you are quick cataloging from, click on from the List of Documents per Course window to display the following customizable form: Page 22 of 50

23 When you click the button, the catalog record is added to the database specified in the Library Catalog field. Click OK then close. In the example above, this record is saved in the TST30 Course Reserve database. Item records attached to the new bibliographic record are added in a separate step. Page 23 of 50

24 [System Librarian: the file for this page is /alephe/www_r_eng/doc-new-record-xxx30] Cataloged Items, On the Library Shelves or Checked Out (Load File and Add) You can add pre-existing bibliographic records by either loading the file saved on the server via the Web OPAC or by adding each bibliographic record individually. Go to List of Docs and click Add. Add a List of Bibliographic Records from the Library Catalog (SYS01) via Web OPAC click Book bag To add the documents list saved on the server via the Web OPAC, click the button. The Load file window displays: After typing in the file name (provided by the professor), click the Add Documents from File into Course window displays: button. The Page 24 of 50

25 Click the button to add all of the titles in the file. If you select the ALL button, the book bag file will be erased from the server once the Bibliographic records have been added to the course documents list. To add a title individually, click on the Title link to get a full view of the title and then add it to the course as shown below: Page 25 of 50

26 Click on to incorporate the selected bibliographic record into the course documents list (and thus the xxx30 database). You are then given the option to add some notes to the bibliographic record: Page 26 of 50

27 These notes will display in the Database to provide additional information to the Students. You do not have the option of adding notes to individual bibliographic records if you add the bibliographic records using the All button. In this case, you can use the modify button to add notes to specific bibliographic records. Once you have added a record from the loaded file, be sure to click the Close button in the window, even if you have already clicked the OK button. This action wil update the database and refresh the window. Add an individual Bibliographic Record Directly from the Library Catalog (SYS01) To add an individual title/ bibliographic (document) that is already in the library catalog to a course, click the button from the List of Documents per Course Window. This will open a XXX30 Add Previously Cataloged Record(s) window, which allows you to search a database: Page 27 of 50

28 To locate a record, you can choose a database and type in the barcode number or you can perform a keyword search in title, author or subject. The Barcode search has unique functionality and is discussed in section 5 Cataloged items in hand, already pulled from the shelves. The following screenshot shows an example of searching the SYS01 catalog for the bibliographic record(s) using words in the title = XXXX. In this example, we see one of nine records: Page 28 of 50

29 When the correct record is displayed, click on the button to add the document record to the course list (and thus the xxx30 database). You are then given the option to add some notes to the bibliographic record. These notes will display in the Course Reserves Database to provide additional information to the Students. Click the button: Page 29 of 50

30 Catalog Items in Hand, Already Pulled from the Shelves (Add) If the item is already in hand, use the Add button to open the New Document Insertion window. Then enter the barcode and click the Send button. Page 30 of 50

31 When ADDing a bibliographic record using Search by Barcode, the system recognizes the actual item at the same time it registers the bibliographic record. As a result, you have the option of transferring that item to the reserve collection, at the same time you save the bibliographic record to the course reserves library. When you press the send button on the search screen, instead of getting the update requested document window, you get the following window that includes item information for the purpose of transferring that item: Page 31 of 50

32 Modify Note Fields in the Bibliographic Record (Modify) You can modify the existing note fields for documents by selecting a document in the Reading List and clicking. The Document Modification form displays: Page 32 of 50

33 Type in your changes in the Note fields and click the Send button. The next time the Document record is viewed, your changes to Notes appear. If you add your bibliographic records in bulk by adding all from the saved book bag, this is how you can add individual notes. If you need to modify other fields in the Bibliographic Record, you will need to use the Cataloging Module. Delete a Record from the Reserve List (Delete) To delete a course reserve list document (bibliographic record), select the relevant title from the List of Documents per Course Window and click on the button. You will be asked to confirm the deletion by clicking the button: Page 33 of 50

34 View a Catalog Record (View) Select the appropriate title from the List of Documents per Course Window and click on the button to see the bibliographic record in full: Page 34 of 50

35 Item Records and the Course Documents List After the bibliographic records are added to a Course s Documents List, the item records are usually managed in a separate step. If the bibliographic record was just cataloged, then an item record will have to be created. If the bibliographic record was added from another database, then the item record links were also brought over with the bibliographic record. Instead of creating an item record, you need to select which of the items connected to that bibliographic record you would like to request for the reserve room. Page 35 of 50

36 Add Items to Newly Cataloged Records (Add Item) In order to add items to a bibliographic record that was cataloged directly into the course reading database click on the button from the List of Documents per Course Window to retrieve the following Add item to document window: The system displays a form for entering item information: Sub-library Item status (circulation status of the item) Collection Call Number Description enter volume information in this field. Barcode Complete item details and then enter the barcode. Click the Send button or key [ Enter ] to create the new item. The system will keep the window open so that multiple copies can be entered. Page 36 of 50

37 This function can also be used to add additional items to bibliographic records that are part of the main database. However, this should be done only if these are items that are not to be considered part of the library s holdings (e.g. a professor s copy). When you are finished adding new items to that Bibliographic record, click on the Close button to close the window and to refresh the List of Documents per Course window. [System Librarian: this file is /alephe/www_r_eng/add-item-xxx30] View Items Attached to a Bibliographic Record & Place Requests To display all of the items that are attached to a bibliographic record, select the appropriate title from the List of Documents per Course Window and then click on the button to display the List of Items for documents screen: Enter the user (i.e. course reserve collection or staff member) for which you wish to place requests for items. In the example above, the user is TSTRES. This is the USER ID from the Global Information form of a patron. As part of the setup of course reserves, you should contact the MnPALS office to create a patron record for your reserve room. By clicking on the displayed in the list. button, a hold request will be placed on all of the items By clicking on the button, a hold request will be placed on all selected items. Select items by clicking on the checkbox next to an item. Page 37 of 50

38 Create Pickup List of Selected Item This service creates a batch report of requested items, in order that they can be picked up from the shelves for transfer to Reserves. The list can be set to include items located in particular sublibraries, and/or requests submitted for a particular user. The main sort key is Sublibrary and item location. This service is identified in Section 6 Services [System Librarian: the html file is /alephe/www_r_eng/r-course-02-xxx30] The fields are defined as follows: Output File: enter a name for the file in order to identify it in the Task Manager Module. Sublibrary: put a check mark next to the sublibrary owning item(s) that you want to appear on your list. If multiple sublibraries supply the reserve room, each sublibrary will need to run this process for their sublibrary and user, which is completed the next field Request For. Request For: enter the user (i.e. course reserve collection or staff member, for which the requests should be printed. Hold Request Start Date: enter the time period during which hold request start dates (z37_request_date) are in effect for items. Hold Request Status: select all or specify a certain hold request status: Active (A) means the request has not yet been processed. Waiting (W) means that a hold request wait letter has been printed because all copies are on loan. Notice Sent (S) means the item is being held on the shelf, ready for the patron to pick up. Hold Request Print Status: Choose a print status for the hold requests. "Printed" means that a letter has already been sent to the patron - "Not Printed" means that a letter has not been sent to the patron. Choose "All" if you do not want to sort by print status. Report Format: choose the report format you prefer to read the data in. Report Language: defaults to English Page 38 of 50

39 Run Time: the system uses a 24-hour clock, so if you want the job to run at 11pm, enter 23. If you want to run the job immediately, set the time to any time before now. Print ID: the Print ID must be entered in lowercase with no blanks. It will be suffixed to the output filename, so this process with a print ID might read pic_health3.printer01. If the Print Daemon is set up in the Task Manager Client, it will recognize the suffix and print the file automatically. Otherwise, you can print on-demand by using the Task Manager Client to select the file. This process can be identified in the log as p_course_02. The resulting list can be printed from within the Task Manager Client. Refer to the Task Manager Overview document for information on retrieving this report. Below is a view of the resulting file (pic_health3) in the File List of the Task Manager: Remove Hold Requests After retrieving pickup list items from the stacks or receiving returned items, you need to remove the hold request for the department borrower. This is done in the Circulation Module, accessed via the Requests/Holds/Delete Hold Request by Barcode menu or key [Ctrl + D]. After the Holds List window opens, select the Course Reserves department borrower s request and click the Delete button. For more detail on using this functionality, please refer to the Hold Requests and Recalls in the Circ documentation. Page 39 of 50

40 Transfer Items Clicking the Transfer items (using barcode) option on the Start Menu displays a form with similar functionality to the Change Item Information window in the Circulation Client. Use this function to change the item information in your current collection to the Course Reserves collection. Set the values appropriately; enter the barcode for each item, and either click on the Send button or press the [ Enter ] key. If you use a barcode scanner and it has a programmed carriage return, then it will automatically apply the information. This is always a temporary change. The original information can be restored using the Restore Item Information window in the Circulation Client. System Initiated Requests This information is also covered in the Circulation Training. Requests in When selecting items for courses in the Module, the librarian connects these items to a course reserve room Patron ID number. The system will automatically place a rush recall on all available items immediately and it will place a rush recall on all checked out items ## days before the starting date of the class, where ## is the number of days defined in the alephe/www_server.conf file with the environmental variable setenv www_z37_course_request_days Requests on Quick Cataloged Items When you view the Catalog Record form for bibliographic and item records in Circulation, you can place the item on request for the borrower Cataloger. If this feature is available, the system will place it on request for Cataloger ## days after the date of quick cataloging, where ## is the number of days defined in the alephe/pc_server_defaults file with the environmental variable setenv circ_cataloger_request_date. This feature is useful for automatically flagging a recently cataloged item (having used the Catalog Record form) when it is returned, so that it can be fully processed. This feature is available once the borrower Cataloger is created. Create this borrower by using the word Cataloger as the Patron ID and the Barcode for the Cataloger borrower. To de-activate this function, delete the Cataloger borrower record. Page 40 of 50

41 For more information regarding the Catalog Record form, refer to the Items in Circulation 1 document located in the Circulation Notebook. Recalls Recall Type The request allows a recall type to be assigned to it. There are two types: 01 Regular Recall A request of this type can change the due date of the current loan. If the tables are set up to support a due date change, then the minimum guaranteed loan period is honored. 02 Rush Recall A request of this type can change the due date of the current loan. If the tables are set up to support a due date change, then the minimum guaranteed loan period will not be honored, instead the recall period is used. If you try to change the item information for an item whose bibliographic record is not on the documents list of a course, the system will not let you transfer the item. Page 41 of 50

42 Electronic Reserves Electronic Reserves is handled within the Course Reserve Module of ALEPH, and uses standard Course Reserve tools and workflow. Just as with other course documents, the bibliographic record for an electronic reserve item is linked to a Course. The e-reserves functionality is then based upon extended services related to the 856 field. In addition to the 856 field setup, a list of authorized users in each course can be loaded in order to restrict access to certain electronic materials. Add an E-Reserve Bibliographic Record in Cataloging You can add the bibliographic record for an electronic reserve item using any of the methods discussed in section 5.1 Bibliographic Records and the Course Documents List. These bibliographic records must contain the 856 subfield u, which identifies the location of the electronic reserve item. Set up the Right to view Digital Objects ALEPH Profile permissions The lowest level of controlling permission to view a digital object is the Z permission field in the ALEPH user profile. This permission grants or denies a user s access of all digital objects and is not specific to e-reserves. The profiles are set up in the Administration Module and then the appropriate code is entered into the profile field on the Global Information form. For more detail on setting up and using Profiles, please refer to the Profiles section of the Web Guide, Administration Module chapter. Below is the Profile Information form accessible from the Administration Module. In order for a user of the Web OPAC to be able to link to a digital object and use e- reserves, the link permission needs to be checked for his/her Profile ID. Page 42 of 50

43 Digital Object Access (856, subfield 4) Digital Object Access (DOA) is a mechanism for controlling the right-to-view a digital object. DOA is based on subfield 4 in the 856 field. The subfield can be entered into the bibliographic record by using either the Cataloging Module or the Module. If you are using the Cataloging Module, simply add a new subfield, by highlighting the 856 field and press the [ F7 ] key to open a new subfield. If you are using the Module, navigate to the Documents List for a particular course. From here select the document and click. Page 43 of 50

44 The following form appears, from which to determine the type of Digital Object Access: Page 44 of 50

45 Fill out the form as appropriate and click to save the information. Reserves Management After adding/reactivating courses and their respective document lists, the system is ready to go for the semester, quarter, etc. There are several processes that can be run to manage the reserve room during and after a defined time period ends. Indexing the Database (System Librarian) Although bibliographic records are automatically indexed if background utility jobs are running, it is good to run the indexes once a semester, after most, if not all, of the courses and documents have been loaded into the system for that semester. [System Librarian: Run the indexes from the Cataloging Module. Make sure you are connected to the xxx30 library before running the indexes.] Print Course Lists Report This function, accessible from the Start Menu, creates a file that includes all courses and their respective document lists. The output file can be picked up in the Task Manager Module. For more detail on using the Task Manager, please refer to the Task Manager document. Page 45 of 50

46 [System Librarian: this process is r-course_01 and the html file is./alephe/www_r_eng/r-course-01-xxx30.] Report of Records Linked to an Inactive Course This process is accessible from the Start Menu. Use this function to create a list of items that are still requested but are no longer active in Course Reserves. You will want to run this at the end of a semester in order to set relevant courses to NA (not active) and to return the items to their original statuses. Page 46 of 50

47 This process looks at the Ending Date in the course record (Z108) to determine whether a course has expired or not. If the course has expired, you can give its Period the distinction of NA for not active. This will suppress these records from the Web OPAC, if you have defined the NA status to do so in./alephe/tab/tab_base.eng. This process will also produce a list of items that need to be pulled from the reserves shelves and returned to their original location. If you check the Do you want to take the items off reserve? check box, then the system will automatically restore the items to their original location and status information, all you need to do is remove them from the shelves and physically return them to their original locations. If you do not check this box, you can manually restore the original status and location information by using the Circulation Module s menu option Items/Restore Item Information. For more information on using this functionality, refer to the document Items in Circulation. [System Librarian: this process is r-course_03 and the html file is./alephe/www_r_eng/r-course-03-xxx30.] Report of Course Reserve Records that are not Linked to a Course This process is available from the Start Menu. This batch job looks for bibliographic records that do not contain a course number. It is useful for maintaining a clean database, assuming that bibliographic records without course numbers attached to them can be removed from the database. Page 47 of 50

48 [System Librarian: this process is r-course_04 and the html file is./alephe/www_r_eng/r-course-04-xxx30.] View Course Documents in the Web OPAC Search the Database After selecting a base, you will be returned to the search screen for that base, notice that you can set up course related indexes with which to search the data: Page 48 of 50

49 Search for a Keyword In the WebOPAC, choose Advanced Searches/Field to Search. All the Course Reserve (xxx30) indexes are available. Page 49 of 50

50 [System Librarian: The indexing and web customization work the same as the 01, except the customization is done in the xxx30 directory and with -xxx30 extensions for www_f_eng files. ] Preventing Display of Inactive Courses in the Web OPAC The course period (z108_period) controls whether or not inactive courses display in the Web OPAC. The expand_doc_course uses the z108_period to generate a virtual CNO- 6 for each xxx30 doc record. This CNO-6 is then indexed in the Words wpe index and is used as a base to filter just the records for this particular semester (say, "S1"). Adding "NA" or "NOT-ACTIVE" to the course period (z108_period) can make the course and its documents be treated as inactive. The virtual CNO-6 field expanded into the associated doc records will also have "NA" -- and will also, likewise, be omitted once the document is resent to the Word index. And once there are no documents for the course in the current semester's base, the course will be omitted from the course Browse index (CNO-0 or CNO-1). The changing of the z108_period does not need to be done manually/individually. The p_course_03, Report of Course Reading records that are linked to an inactive Course, can be run to change the location of items to the non-reserve location and add the "NA" to the Course z108-period (and to the expanded CNO-6 field in the doc record produced from it). Although running p_course_03 updates the Course records (z108), it does *not* automatically resend all of the associated documents for reindexing of the updated (virtual) CNO-6 field. Therefore, a successful run of p_course_03 in course-update mode should be followed by a run of p_manage_01 for the xxx30 library. When a document is associated with two courses, one active and the other inactive, the display of the document is suppressed not only from the inactive course but also the active. Site has base "wpe=s1 not (wpe=na)". And z108 records have "S1;NA" and the doc records show: "CNO-6 L $$as1;na".you will need to change the base to "wpe=s1" and prevent the "NA" from being indexed by specifying an entry like this in tab11: 11 W CNO#6 a -*na* a 01 WPE (The "-*na*" works as a negative filter, preventing the indexing of any CNO#6 field with "na" or "NA" in it.) Page 50 of 50