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Course reserves are managed from the Courses App in FOLIO
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When creating a course, you should keep the following in mind:
You must have the Courses window open in order to create a course.
Once a course is created, it can only be deleted if all reserve items are removed.
If you are adding one or more cross-listed courses to a course, the information you enter into Course listing information also applies to each cross-listed course.
Reserve items added to the course are automatically assigned with the Start Date and End Date of the Term you selected, as specified in the Term settings.
Any item assigned to a Course automatically has its temporary location set to the value specified in the Location field.
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Navigate to the Courses App in FOLIO.
Click the Actions Button in the top right corner of the window. Click New.
In the Create course window, under Basic Course Information
Enter a Course Name. Match this with the Moodle information.
Select the Department from the drop-down list (make sure you select the correct institutional code prefix - Amherst College’s is AC).
Enter the Course code, making sure to match the registrar’s course number (e.g. MATH 101, ANTH-245, etc.) following your institution’s numbering convention.
Enter the Section number, if there are multiple sections.
Be sure to put the section number in this field – do not add it to the end of the Course code
Under Course listing information
Select the Term.
Select the Location where the reserve collection is housed (e.g. AC Frost Reserves, AC Music Reserves, or AC Science Reserves) . Items added to the course will inherit this location by default.
Click Save & close.
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Instructors can only be added once a course is created. The instructor does not need a user record in FOLIO, but adding an instructor with a user record facilitates reports.
Add an instructor with a FOLIO user record:
Find the course and click on it in the Courses list.
Under Instructors, click Add instructor.
In the Add instructor window, click Look up user.
In the Select User dialog, find the instructor you want to add, and click on them in the User Search Results list. The instructor’s name and barcode appears in the Name and Barcode boxes.
Click Save & close. The instructor appears in the Instructors section.
Add an instructor that does not have a FOLIO user record:
Find the course and click on it in the Courses list.
Under Instructors, click Add instructor.
In the Name box, enter the instructor’s name.
Click Save & close. The instructor appears in the Instructors section.
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Cross-listed courses share instructors, course listing information, and reserve items. Once a course is created, cross-listed courses can be added to it. When you cross-list a course, the information you have in the original course’s Course listing information section also applies to the cross-listed course.
Find the course you want to add a cross-listed course to and click on it in the Courses list.
In the course details window, select Actions > Crosslist.
In the New course within listing window, enter a Course name and optionally fill in the other boxes under Basic course information. The Cross listing information section is populated with information from the original course.
Click Save & close. The course is saved and appears in the Cross-listed courses section of the original course. It also appears in the main course list.
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Find the course you want to edit and click on it in the Courses list.
In the course details window, select Actions > Edit.
Make your desired changes to the course and click Save & close.
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When you add an item to a course, the following information is copied from the original record: Title and Contributor from the Instance record; Barcode, Status, Permanent location, Copy, Volume, Enumeration, and URL/PDF link from the Item record; and Effective call number.
The Start date, End date, and Temporary location are automatically updated based on the Term and Location applied at the courses level. If you need to change these fields, or update reserve item level information, you will need to edit the reserve item.
Find the course and click on it in the Courses list.
In the Items section, either scan the item barcode into the box, or enter the barcode and click Add item. The item is added to the course and appears in the Items section.
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Find the course and click on it in the Courses list.
In the Items section, click Add Fast Add item.
Select Instance status term “Reserves Personal Copy”
Enter this information in ALL CAPS
Enter Title, Publication date
Select Resource type. For books, use text.
Under Contributors, click the Add contributor button.
Enter Name - Last name, First name. Select Name type - Personal name. Click Primary.
Select Permanent location (AC Frost Reserves).
If appropriate, select Call number type - Library of Congress classification or Shelved separately according to local practice. Use the Call number field (not the call number prefix or suffix) to enter the call number as indicated below.
For LC classification, enter Call number using capital letters and spaces between alphanumeric sections (e.g. BF575 .H27 G55 2006).
For separately shelved, follow local practice (e.g. Shelved by title or Shelved by Author)
In the Barcode field, scan the barcode.
Select Material type (usually book) and Loan type (Reserve 4 Hour).
Add a Check in note or Check out note, if desired. If not needed, click the trash can to the right of the note field.
Click Save & close. The instance is added to inventory and the item is added to the course.
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Use the item barcode link in the Item list in Courses to click into that item record
Click Duplicate under the Actions menu on the item record.
Scan the barcode under Administrative data
Type in the copy number under Item data
Save and close
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Open the label template from the Print Reserve Labels and Signage
The template should have been saved the last time it was used so you can tell where the first available label is. Mark that spot
Delete existing call numbers that come before
Enter the call number using ALL CAPS. Add copy numbers at bottom if necessary.
Hit tab twice to advance to the next label. Continue until done adding labels.
Save the document
Place the current label sheet face down, empty labels near the wall, into the manual feed tray on the lower left side of the Access Services copier.
On Copier, select Type
Select Labels, Click Confirm
At computer, click file, print, click on printer properties, click on down arrow under paper, click select tray, and tray 5 (Bypass), OK
Once printed, center spine labels on correct items and cover with clear plastic labels.
Add Reserve Tape and Personal Copy flags to each book.
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Five College Items (books and media) are borrowed for reserve when additional copies are needed. Use 5C borrowing sparingly, especially if there are only a couple of 5C copies available. Do not borrow ALL 5C copies for reserve.
The item will circulate as a normal reserve item in the institution where it is on reserve. If it is by chance returned at another institution, the item process status will show where it needs to go.
In the event the owning institution needs a borrowed reserve item back during the semester, the borrowing institution should remove it from reserve and return it immediately.
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Borrowing items from the 5C is the same process as adding an AC item to a course.
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Find the 5C item in Inventory
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Create a New Request to get that item sent to Frost Library (make sure to enter the course code into the Patron Note)
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Once we receive the item, add it to the course like normal - this will change its temporary location to AC Frost Reserves. Then change its Temporary Loan Type to Reserve 4 hours.
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Direct link to the embedded document: https://docs.google.com/document/d/1vw81v_jyVB1-ub7LGxXNvO8xNZyEa_Hg658kUxlvEr8/edit?usp=sharing
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