FAQs: Creating Reserve Records and Placing Items on Reserve

If a needed copy is currently in the library’s collection, the item’s catalog record already exists. Before you can put the item on reserve, you must create the instructor user record and course record. If the instructor user record does not already exist, use the New User Registration wizard to create it. If the course record does not already exist, use the Create Course wizard to create it.

If the needed copy is not already in the library’s collection, you can borrow it from another library, or use a personal copy supplied by the instructor. Before you can put the item on reserve, the following records must exist or be created: temporary catalog record for the item, instructor user record, and course record. Follow these steps to create the necessary records.

If a temporary title record for the borrowed item does not already exist, use the Add Brief Title wizard. Make sure the Permanent check box in the wizard properties is not selected so that the catalog record you create is a temporary record. You can run reports later to identify temporary records for removal.

If the instructor user record does not already exist, use the New User Registration wizard to create it.

If the course record does not already exist, use the Create Course wizard to create it.

How do I create an instructor/patron user record?

Use the New User Registration wizard on the Circulation toolbar to add an instructor or patron user record.

Click the New User Registration wizard.

In the User ID box, scan the new user’s library card.

Click each tab in the User Registration window to add information about a user and his or her access.

Click Register User to create the instructor or patron user record.

If materials are needed for an upcoming term, can I create reserve records in advance?

Yes. Sometimes copies are not presently needed at the Reserve Desk, but will be needed in the future (for example, you need items for an upcoming term, and you want to make sure they will be available when you need them). Reserve records for these copies can be created in advance, and the items can be tagged so they cannot be considered for another reserve record.

To create the reserve record before the item is needed

Click the Create Reserve wizard.

In the Item ID box, identify the item to be put on reserve. Or, use the Item Search helper to locate the item.

On the Basic Information tab, in the Status list, select DORMANT.

On the Individual Reserve tab, in the Stage list, select INACTIVE.

On the Copies tab, click the New Status field on the selected copy to be placed on reserve to display a drop-down list, and then select FLAGGED. To change the status of all listed copies, in the New Status For All Copies list, select FLAGGED. Setting the copy status to FLAGGED will tag the item so it cannot be used for another reserve control record.

Click Create to save your changes.

How do I put an item on reserve immediately for the current term?

If the requested item in your hand or at the Reserve Desk, and should be put on reserve immediately, you must set the statuses and stage correctly in the Create Reserve wizard to out the item on reserve.

Click the Create Reserve wizard.

In the Item ID box, identify the item to be put on reserve. Or, use the Item Search helper to locate the item.

On the Basic Information tab, in the Status list, select CURRENT.

On the Individual Reserve tab, in the Stage list, select ACTIVE.

On the Copies tab, click the New Status field on the selected copy to be placed on reserve to display a drop-down list, and then select ON RESERVE. To change the status of all listed copies, in the New Status For All Copies list, select ON RESERVE.

Click Create to save your changes.

How do I place an instructor’s personal copy of a book on reserve immediately?

An instructor may come to the Reserve Desk with a personal copy of a book to be placed on reserve. The instructor tells you that students may come by in the next few hours after class to check out the item, so the item should be placed on reserve immediately.

Because the instructor’s personal copy is not part of your library’s collection, you must create a temporary catalog record for the item. When you create the temporary catalog record for the borrowed item, be sure to specify that the record is a temporary one by disabling the Permanent check box. Later, you can run reports with the Item Selection to easily identify temporary records for removal.

After you add the temporary catalog record for the instructor’s copy with the Add Brief Title wizard on the Circulation toolbar, use the Create Reserve wizard to put the copy on reserve.

Check the Add Brief Title wizard properties to make sure the Permanent check box is not selected.

Click the Add Brief Title wizard.

Enter the required information, such as the item’s title.

Click Add Brief Title to save the temporary catalog record for the instructor’s item.

Click the Create Reserve wizard.

Use the Item Search helper to locate the temporary catalog record you just created.

On the Basic Information tab, complete the basic item and reserve information. In the Status list, select CURRENT.

On the Individual Reserve tab, in the stage list, select ACTIVE.

Click Create to save your changes.

How do I create a reserve record if I don’t know the item’s ID or call number?

Use the Item Search helper in the Create Reserve wizard to search for the correct item.

How do I create a reserve record when the item is currently checked out?

If a requested copy is checked out, you can create the reserve record so that the copy will be routed to the Reserve Desk when it is returned. Then you can receive the copy at the Reserve Desk, and put the item on reserve.

Click the Create Reserve wizard.

In the Item ID box, identify the item to be put on reserve. Or, use the Item Search helper to locate the item.

On the Basic Information tab, in the Status list, select COLLECT.

On the Individual Reserve tab, in the Stage list, select PREPARE.

On the Copies tab, click the New Status field on the selected copy to be placed on reserve to display a drop-down list, and then select PICKUP. To change the status of all listed copies, in the New Status For All Copies list, select PICKUP. Setting the copy status to PICKUP automatically places a Copy level hold with a Rush recall on the item. The Reserve Desk hold is positioned as the first hold in the hold queue for the item.

Click Create to save your changes.

Use the Recall Notice on Charged Items (Recallntc) report to send a recall notice to the user who currently has the item checked out. When the item is returned and discharged, it will be routed to the Reserve Desk.

When the item arrives at the Reserve Desk, use the Receive Reserve wizard and the Item Search helper to identify the item. The Receive Reserve wizard will change the copy status to ON RESERVE.

How do I create a reserve record when the item is currently on hold for someone?

If a requested copy is currently on hold, you can create the reserve record so that the copy will be routed to the Reserve Desk at the first opportunity. Then you can receive the copy at the Reserve Desk, and put the item on reserve.

Click the Create Reserve wizard.

In the Item ID box, identify the item to be put on reserve. Or, use the Item Search helper to locate the item.

On the Basic Information tab, in the Status list, select COLLECT.

On the Individual Reserve tab, in the Stage list, select PREPARE.

On the Copies tab, click the New Status field on the selected copy to be placed on reserve to display a drop-down list, and then select PICKUP. To change the status of all listed copies, in the New Status For All Copies list, select PICKUP. Setting the copy status to PICKUP automatically places a copy-level hold with a Rush recall on the item. The Reserve Desk hold is positioned as the first hold in the hold queue for the item.

Click Create to save your changes.

When the item arrives at the Reserve Desk, select the Receive Reserve wizard, and use the Item Search helper to identify the item. The Receive Reserve wizard will change the copy status to ON RESERVE.