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Department
Circulation
Purpose
Professors will bring in personal copies of items to place on reserve for students to access.
Overview
Personal copies of articles can be brought in as items to be placed in files. Records will have to be created in Sierra so that they may be loaned out to patrons.To ensure items on the hold shelf are current
Overview
Items with holds remain on the hold shelf for seven (7) days. Every Thursday night before closing, the Evening Circulation Manager must use FOLIO to determine which items need to be removed. Once removed, the items should be placed on the appropriate carts to be reshelved in the collection.
Required Knowledge/Skills
MillenniumFOLIO, Library of Congress classification system
Safety Issues/Precautions
N/ASome bending, lifting, and twisting may be required
Equipment/Supplies
Item(s) professor would like placed On Reserve, Printed email Course Reserve Request form or hand filled out Christopher Center Reserve Request Form, Manila reserve file folders, Sierra access
Procedure
1. Take the appropriate amount of file folders located on the North wall shelves under the Indianapolis Museum of Art Van Gogh print. Depending on number of copies use the following numbered files:
a. Single items will use file folders 01-199
b. Items with a second copy will use file folders 200 – 299 (Two files with the same number, with one marked c.2)
c. Items with a third copy will use file folders 300-399 (Three files with the same number, with one marked c.2 and one marked c.3)
d. If there are more than 3 copies of the same item, place the extra copy in a secure location. If there is a situation where all three
copies of the item are out for extended periods of time, the additional copy(s) can be added later using the same file number and higher c._
numbers.
2. Consult either printed email Course Reserve Request form or hand filled out Christopher Center Reserve Request Form filled out by Prof/TA.
3. Open Sierra Circulation.
4. Using the drop-down menu on the upper right corner of the Sierra screen, choose “Course Reserves”.
5. Access correct record, denoted on Request Form by either:
a. “r” Course: Either the Course Department and number (ie: DADA 110) or Course Title (ie: Defense Against the Dark Arts).
b. “p” Prof/TA: Last name of Professor/TA (ie: Dumbledore).
6. After you have selected the correct course or name, click the button marked “Select” located on the middle-right portion of the Sierra screen.
7. Click the button marked “Add Item” located in the middle of the Sierra screen.
8. Click the “New” icon located in the upper middle of the Sierra screen.
9. Select the template “morsv: Main Resv File Bib” by using the slide bar located on the left side of the pop up window.
10. Click the “Select” button.
11. When the "Cat Date" box pops up click "next" DO NOT ENTER A DATE.
12. Enter “c Call #” as the word ‘File’, a delimiter and lower case a (ie:‘|a’) and the number of the chosen file. (ie: File|a300).
13. Click the “Next” button.
14. Enter the author’s name: last name first, first name last. (ie: Bowie, David). If there is no author leave blank.
15. Click the “Next” button.
16. Enter the title of the item, capitalizing the first letter of each important word. (ie: I Have Always Wondered Why the “T” In
the Word “The” Is Not Important, and Other Useless Facts.)
a. If the item has a number in the title as part of a series place a “0” in front of numbers less than 10. (ie: 01, 02, 03, …)
17. Click the “Next” button.
a. If there is a current item in the collection with the same or similar title, a “Duplicate Records Found” screen will pop up. As long as the other item is not a file as well, click
the “Close” icon located in the upper right of the Sierra screen.
18. If the item has addition authors, enter the author’s name: last name first, first name last. (ie: Bowie, David). If there is no author leave blank.
19. Click the “Next” button.
20. Repeat steps 18 & 19.
a. If the item has more authors, click the “Insert” icon located in the upper right of the Sierra screen.
b. Change the drop down menu to “b Add Author”.
c. Enter the authors name, last name first, first name last. (ie: Bowie, David).
d. Click the “OK” icon located in the lower right of the pop up screen.
21. Click the “Summary” icon located in the upper right of the Sierra screen.
22. In the “View” drop down menu located in the upper right of the Sierra screen, chose “I Item”.
23. Click on the “Attach New Item” icon located in the center of the Sierra screen.
24. Click the “OK” button to choose ‘Single Item’ in the pop up window.
25. Select the template “morsvi: Main Resv Item” by using the drop-down menu located on the left side of the pop up window.
26. Depending on desired loan time (denoted on either printed email Course Reserve Request form or hand filled out Christopher Center Reserve Request Form filled out by Prof/TA) change item type on drop down menu of pop up screen to:
a. 19 – 2 Hour/Library use only (can only be used in the library for 2 hours).
b. 20 – 2 Hour/Overnight (can be only be used in the library for 2 hours until 1 hour before close where the patron may take the item out of the library, but must return it 1hour after the library opens the next time).
c. 21 – 3 Day (can be checked out of the library for 3 days at a time).
d. 22 – 1 Week (can be checked out of the library for 7 days at a time).
27. Click “Next” button located in the lower left side of pop up screen.
28. Set the “Price” as $50.00.
29. Click the “Next” button located in the lower left side of the pop up screen.
30. Leave the “v Volume” line blank and click the “Next” button located in the lower left side of the pop up screen.
31. Scan barcode located in the file.
32. Click “Next” button located in the lower left side of pop up screen.
33. If it is a single item:
a. Click the “Save” icon located in the upper middle of the Sierra screen.
b. Choose the “Add Item” button located in the middle right of the Sierra screen.
c. Verify that “Location” is set to “cresg” and loan period is correct.
d. Click “OK” button located in lower left of pop up window for each item.
34. If there are multiple items:
a. Choose the “Summary” tab located in the center left of the Sierra screen.
b. Click on the “Attach New Item” icon located in the center of the Sierra screen.
c. Click the “OK” button to choose ‘Single Item’ in the pop up window.
d. Repeat steps 26 – 32 until all similar items are created.
e. Change the “Copy #” to reflect which copy it is (ie.: c.2, c.3) by deleting the current number and entering the correct one.
f. When finished choose the “Summary” tab located in the middle left of the millennium screen
g. Highlight all “New Items” by clicking on the open boxes to the left of each item.
h. Click the “Save All” icon in the upper left of the Sierra screen.
i. Click button marked “Add Selected Item(s)”.
j. Verify that “Location” is set to “cresg” and loan period is correct.
k. Click “OK” button located in lower left of pop up window for each item.
35. Choose the “Closed” icon located in the upper right of the Sierra screen to exit course record.
liz Updated 10/26/19Computer with FOLIO access
Procedure
- Log into FOLIO with manager’s credentials.
- Click on the Requests tab.
- Click Actions > Export hold shelf clearance report for Circulation Desk – 2nd Floor
- Open the CSV file in Excel (probably labelled Export in your Downloads folder).
- Sort the entire table by Hold shelf expiration date (Column M).
- Look for items on the hold shelf whose hold expiration date fall within the past seven (7) days.
- If an item’s hold expiration date is seven (7) days or older, it can be checked in and placed on the appropriate cart for reshelving.