Steps to put items on Closed Reserve

  1. Check to make sure that the green Closed Reserve sheet is filled out properly and all information is filled out correctly. All items that go on closed reserve must have a sheet coinciding with the item. Please note that everything that goes onto Closed Reserve MUST get a barcode and go through this process. If there’s a folder with 15-articles inside of it, the folder doesn’t get the barcode, but EVERY article does.
  2. Go to the L.S. Circulation program
  3. Hit the F2 button and type the words “CLOSED RESERVE” as the patron name
  4. Click on the “Reserves” tab

·  If this is entry is for an instructor who already has items for the same class in which you’re putting the entry, click on the course with the correct instructor coinciding with it.

·  If this entry is for an instructor who doesn’t have anything on closed reserve OR if this entry is for an instructor who has items on closed reserve BUT not for the class in question, click on the “TEMPORARY CLOSED RESERVE” button on the top of the list.

  1. Click on the “Place” tab

·  If you clicked on the “Temporary Closed Reserve” button- (Go to Step A) If you chose a course and an instructor instead of choosing the “Temporary Closed Reserve” (Go to Step B)

A.  You will have to choose from a list of courses in the “Department” box. You will also have to choose a course number. You will see that there are only two choices in this selection box. Choose the course number as 101

B.  You will see that the Department and course number is already pre-selected for you because this entry is to put on additional items for an instructor that already has items for the same course.

  1. Scan the barcode

·  If this item was already on closed reserve and not completely deleted from the system, all background information will be already completed, you’ll just have to click on the add button to finish putting the item onto closed reserve.

·  If this item is a book, video, tape, etc. of ours and has a barcode, scan the barcode and all the background information will be already completed, BUT, you’ll have to change the “Collection” to CRS.

·  If this item isn’t part of our collection or is a magazine in our collection, you’ll have to place a barcode on the item since it was never entered into the database. If the item is one of our books, videos, tapes etc place the barcode on the top left hand corner or if it’s a magazine, place the barcode on the top left hand corner of the back inside cover.

  1. When you scan a barcode that isn’t in the system, a message will pop up asking you if you’d like to add a new entry. Click on yes.
  2. In the Title entry, put the instructors name, last name first. This must be in all CAPS.
  3. In the Author entry put the course name and number in all CAPS.
  4. Choose a format, such as book or projected.
  5. You can add comments or condition if it is pertinent to the item or the instructor. You usually do not add anything in these two fields.
  6. In “Owning Branch” choose CRS for Closed Reserve. This will always be CRS, no other entries.
  7. Do not check the “CIRCULATING BRANCH” box, this look as though there are two copies, which there are not.
  8. Scan the barcode in the ITEM ID field
  9. Click on SAVE AND CHECK IN (Note: If you click on Save in Transit by accident, don’t worry, all you have to do is check the item in as you would any book being checked in.
  10. Type a label with the instructor’s names in CAPS and then a slash and the course name and number. EX. (BARVENIK, EDUC 101). Tape this next to the barcode.
  11. Type a slip for the Closed Reserve box. Instructors name in caps and bold and very large for someone to see, then about two inches below should be the course name in number in CAPS in large bold print.

·  If the material is for the same instructor, but a different course, it MUST get a different box, even if there is plenty room in the other container.

  1. It is a good idea to put your initials and date on the green closed reserve sheet so you know when and who put the item on reserve.
  2. YOU’RE DONE!
  3. You will see the entry in the Reserves screen and you will also see the entry if you go to the Miller Library website and type in the instructors name.

Debbie - August 16, 2004

Steps to take items off Closed Reserve

1.  First check to see when the instructor wants the item to be removed and what is to be done with the material when it is taken off of Closed Reserve. All this information can be found on the Green Closed Reserve sheet.

2.  Go to the L.S. Circulation program

3.  Hit the F2 button and type the words “CLOSED RESERVE” as the patron name

4.  Click on the “Reserves” tab

5.  Click on the course or the item you want taken off of closed reserve. If you click on the course, EVERYTHING in that course will be deleted. If you want a single item taken off of closed reserve, click on the item only.

6.  Click on the “Remove” tab, it will say that the item is in regular use

7.  Then go to the F4 tab

·  If this is one of our items from the library (except a magazine) do not do this step. If this is a book, video, cassette tape etc. fro our library then you are finished taking the item off of closed reserve. The item has changed itself from CRS to its original state, such as ANF-for Adult Non-Fiction.

·  If this is an instructor’s material or a magazine (Anything “ON THE FLY”) go to F4.

·  Scan the barcode

·  Click on delete

·  Click on YES when it says if you’re sure you want this to be deleted.

8.  Complete this process by fulfilling the wishes of the instructor, whether it’s to send the item back to them, donate to the library etc. Throw away the green Closed Reserve sheet and send a “Material Off Closed Reserve” sheet with the item(s). This sheet can be found in the purple binder in Aida’s desk drawer.

9.  You’re finished!

Debbie - AUGUST 16, 2004