SCILS

South Carolina Information and Library Services Consortium

SCILS Academic Reserves Policy

Approved 4/22/2008

General Information

Items on reserve:

• Can include monographs, serials, kits, audiovisuals, equipment, etc.
• May be library-owned, instructor-owned, or photocopies.
• Must have a specific professor assigned to each
• Must have a class (Course) associated with each
• Can have more than one professor assigned to each
• Can be linked to more than one class (Course)
• Must meet fair use laws (Copyright)

 Copyright policy

• Copyright is governed by local policies not SCILS policies
• Each Library responsible for determining if their item or items meet fair use based on their college policy.

Placing an item on reserve

 Information needed to put an item on reserve:

·         Bibliographic (Title) record

·         Class (Course) in proper format

·         Faculty member with a user record

 Searching for a Bibliographic (Title) record

First check SCILS database to make sure a title record does not exist in the system.

Make sure the default for your search is “ALL LIBRARIES”

1. General search for ISBN or ISSN
2. Title search
3. Author search

You need to do all three of these searches before adding a brief title record.

 Bibliographic (Title) record already exist

If library owns item:

·         Do not change anything on the item or bibliographic (Title) record

·         Current location will be changed to Reserve automatically when put on reserve through the reserve module

·         Check-out policy will be determined by the reserve circ rule not the item type

 If library does not own item

·         Do not create a brief record for non-library owned items if a full record already exists

·         Do use Reserve location and Reserve item type

·         Do not use the LC call #, but instead follow your normal reserve call # standard

 Bibliographic (Title) record does not exist

 If library owns item:

·         Do not create a brief record

·         Needs to be fully cataloged

 If library does not own item

·         Create record using “Brief” Format

·         Do not shadow title or items or they will not show up in catalog

·         Use cataloging standards listed in this policy to create a title record

·         If not a cataloger, get a cataloger to enter records or look over your records

·         Check the catalog to see how record appears to patrons

Cataloging Standards for entering a brief reserve title record

 MARC Required Fields

 245      title                   include the indicator number for title beginning with a(_2), an(_3), the(_4)

 Recommended Fields

 020 -    ISBN               if known

 099 -.   Local call no.   class prefix – RESERVES in caps i.e. SPA – RESERVES

100 -    author              if known  (use 110 for corporate author or 111 for meeting)

250 -    edition              if given, this helps when more than one edition is placed on reserve

260 -    publication       publisher, city, and state of publication

300 -    physical des    pages, length of single projected media, or number of items in set

500 -    note                 as needed

690-     subject course ID        (RDG 101)

690 –   subject instructor         (last name, first name) 

856-     link to a database or ebook is needed in the record

 Adding item record

• For call numbers, suggestions are to use the 3 letter class prefix in caps for the course name followed by a space, dash, space, the word RESERVES or capital RES and the Professor’s name:

 For example:            SPA – RESERVES

ENG – RESERVES

RES Thompson

RES Johnson

• Be consistent with call numbers. Pick a call number policy and stay with it.
• Use “Reserves” for Location and “Reserve” for Item type non-library owned material
• May include explanatory notes for item as needed:

For example: Public note for video might include: CH 6 Sec 5.4-6.2 

 Creating a reserve control record

 Instructor/faculty Patron Records

·         Each reserve must be attached to user record for an instructor.

·         Multiple Instructor records can be attached to the same reserve

For example: 2 English instructors can have the same item on reserve

·         If patron record does not exist, must add following the Circulation Policy for adding patron records

 Course (Class) Records

·         Shared by all members of SCILS

·         Do not create duplicate course records

·         Need to follow policy for naming

 Course Names

 If there is no record for the course that is needed, follow these naming conventions:

• Proper format for “Course ID” will follow the course catalog’s designation for the class.
• Course ID would be the 3 letter designation for the course, then space and then course number. Use all capital letters. Do not include section numbers.

Example of valid course IDs:         RDG 100

ENG 101

PSY 201

• Proper format for “Course Name” will follow the course catalog’s description for the class.

• Course Name would be the full name listed for the course in the course catalog. It should be mixed case with each major word capitalized.

Example:       RDG 100-the course name is “Critical Reading”

                                                ENG 101-The course name is “English Composition I”

                                                PSY 201-The course name is “General Psychology”

• Do not use slang terms or abbreviations for course names
• Do not combine two separate classes in one course name. Each would get their own course record.

If course exists, but it is not properly formatted:

·         It is your responsibility to correct the record following course name policy.

·         Do not create another record with the proper name.

·         Do edit the incorrect course listing to make it match course name policy.

Adding Reserve Records

Properties

Behavior tab should have both selection checked

Defaults

Basic Info

Circulation Rule-Choose the rule that is use most often which is usually the library use only rule. Make sure to choose the one with your school’s initials.

                        For example: 2HOUR_NETC

                                                8HOUR_OCTC

                                                1HOUR_TCLC

Expires (MM/DD/YYYY) –Choose NEVER for this. You can change this date in individual reserves if need to.

Alt Circ Rule-Make this the same as the “Circulation Rule.”

Status –This for creating reserves so status should always be “CURRENT” on new reserves.

Allow Manual Circ Rule-Leave unchecked

Auto Select Copies –Leave unchecked. SCILS doesn’t use this function.

Keep Copies at Desk – Leave unchecked. SCILS doesn’t use this function.

Individual Reserves

New Stage Value For All Reserves – Should be “ACTIVE”

Stage – Should be “ACTIVE”

Expires (MM/DD/YYYY) - Choose NEVER for this. You can change this date in individual reserves if need to.

 List of Copies

 New Status For All Copies –Leave this blank. Otherwise when you have multiple copies or volumes, the system will put all on reserve even if only some are on reserve.

New Status –Choose “ON RESERVE” for this default.

 Circulation Rule 

• Choose the circulation rule with your schools initials and the proper time frame.
• Circulation rule shows up in catalog
• If no rule exists, fill out the add a circulation rule form and sent to SCILS System Librarian

 Reserve Clean-up

 ·         Every library must go through all Reserve Records at least once a year to clean up old and obsolete records

 Removing Reserves          

If library owns item and know item will be put back on reserve within a year:

• Change status “Dormant”
• Return item to shelf in regular location
• Leave Course in system

 If library owns item and do not know if item will be put back on reserve within a year:

• Remove Reserve record completely
• Return item to shelf in regular location
• Leave Course in system

 If library does not own item:

• Remove Reserve record completely
• Return item to owner
• Leave Course in system

Reserves Policy | Section 1