Legacy Circulation Documentation: Creating Records

To create a reserve record:

1. Click on Create Reserve in the Reserve Information and Maintenance box.
2. A Set Session Settings window may appear. (If it does not proceed to step 3.) The Reserve desk should be the reserve desk of your library in both instances. Click on OK at the bottom of the window.
3. A Create Reserve window will appear.  Place the cursor in the Item ID field and scan the barcode of the item. If the item is a personal copy, see the “Creating Title/Provisional Records” subheading tab for instructions.
4. In the Basic Information tab:

5. In the Individual Reserve tab:

• Instructor ID: Use the adjacent gadget to search for the faculty member for whom the item is to be placed on reserve.
• Stage: Select ACTIVE from the dropdown menu.
• Course ID: Use the adjacent gadget to find the course record for which the item is to be placed on reserve.
• Expires: Leave this field blank

6. In the Copies tab:

• New status for all copies: To assign the same status to all copies of the title, select the appropriate copy status from the drop down menu. To assign status individually, leave this field blank. To put all copies on reserve, use ON RESERVE.  
• New status: To assign status to an individual copy, identify the item by barcode and select the appropriate copy status from the drop down menu(s).

7. Click on Create at the bottom of the record.
8. To create another reserve record for the same course and instructor, click on Another (instructions below).

• Instructor and course information entered during the creation of the initial record will be retained for the creation of subsequent records.
• The fields in the Basic Information tab will return to preset values, so any changes to those fields must be made again.

Once all items for a course are on reserve, check the reserve list against the course and/or instructor in the Library Catalog web view.

Commonly Used Circulation Rules

Reserve Desks/Accounts

Faculty may supply personal materials (books, articles, media, etc.) to be placed on reserve.These materials will require the creation of a title record.

Provisional records are temporary and require minimal cataloging information.

To create a title/provisional record:

1. Click on Cataloging tab.
2. In the Title box, click Add Title.
3. Cataloging Preferences should be preset.
4. In the Bibilographic tab, enter information into the necessary fields.

5. In the Call Number/Item tab:

• In the Call number field, enter a unique call number. Each library will have their own procedure for assigning call numbers to personal items. If you do not assign a call number, Library Catalog will automatically assign one.
• Choose a class scheme from the dropdown menu depending on your call number assigning conventions.
• Choose your library from the Call library dropdown menu.
• Make sure the Shadow call number check box is NOT checked.
• Select appropriate item type from the Type dropdown menu.
• Confirm the appropriate library from the Item library dropdown menu.
• Confirm the Home location from the dropdown menu.
• Make sure Permanent check box is unchecked.
• Check the Circulate checkbox.
• Scan the barcode in the Item ID field to save your work.

Add Copy/Item to Item Record

To add a copy to an existing item record:

1. Open the Add Item Wizard (under Items in the Circulation Module).

2. Search for a bibliographically matching title record (See Searching for Title Records).

3. When the record is retrieved, the Add Item window will display the Call Number/Item tab of the title record.If needed, choose your library’s call number.Click on Add Item at the bottom of the window.

4. In the Item Information section:

   1. Choose the appropriate item type from the Type drop-down menu.

   2. Choose the appropriate Home Location from the drop-down menu of the same name (Current location will be changed automatically upon saving).

   3. If the item has loose pieces or parts, count those pieces plus the item and add that number to the Number of pieces field.

   4. Affix a barcode to the item, place the cursor in the Item ID field and scan the barcode.

5. Click on Save at the bottom of the window.