Department

Circulation 

Procedure

Creating Reserve Records: Media

Purpose

Professors will bring in personal copies of items to place on reserve for student use.

Overview

Personal copies of VHS, DVDs, CDs, and/or other media are items that can be placed on reserve. Records will have to be created in Sierra so that they may be loaned out to students.

Required Knowledge/Skills

Sierra

Safety Issues/Precautions

N/A

Equipment/Supplies

Item(s) the professor would like placed on reserve, printed email Course Reserve Request form or hand filled out Christopher Center Reserve Request Form, yellow Reserve tape (located on Weekend Manager;s desk on white cubbies, bar-coded book pocket (located in box under Weekend Manger's desk), Sierra

Procedure

1. Consult either printed email Course Reserve Request form or hand completed Christopher Center Reserve Request Form filled out by Prof/TA.

2. Open Sierra Circulation.

3. Using the drop-down menu on the upper right corner of the Sierra screen, choose “Course Reserves”.

4. Access the 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).

5. Double click on the correct course/name listed under "Results".

6. Click the button marked “Add Item” located in the center of the Sierra screen.

7. Click the “New” icon located in the upper right of the Sierra screen.

8. Select the template “medrvb: Media-Reserve-Bib” by using the scroll bar located on the right side of the pop up window.

9. Click the “Select” button.

10. When the "Cat Date" box pops up, click "Next". DO NOT ENTER A DATE.

11. Select Material Type:

             a. Click on the “Mat Type” box in the middle of the Sierra screen.

             b. Using the scroll bar on the left of the pop-up box, choose the correct Material Type.

12. Click the “Next” button.

13. Enter “c Call #” as the word ‘RES’ and material type, a delimiter and lower case a (ie:‘|a’) and the number
chosen. (ie: RESDVD|a14). To complete this step, you will need to:

             a. Retrieve a bar-coded book pocket, labeled for the material type, from the box under the Weekend Manager's desk,  (ie: RESDVD, RESCD, RESVHS, RESCD-Rom).

             b. Find the lowest numbered book pocket for your material type. (ie: RESDVD 14).  

14. Click "Next".

15. 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, …)

16. 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.

17. Click the “Summary” icon located in the upper right of the Sierra screen.

18. In the “View” drop-down menu, located in the center left of the Sierra screen, choose “i ITEM”.

19. Click on the “Attach New Item” button, located in the center right of the Sierra screen.

20. Using the scroll bar located on the right side of the pop up window, select the template “medrv: Main-Media-Resv”.

21. Click the "Select" button.

22. 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 1 hour 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).

23. Click “Next” button located in the lower left side of pop up screen.

24. Set the “Price” as $50.00.

25. Click the “Next” button located in the lower left side of the pop up screen.

26. Scan bar code located on the bar coded book pocket.

27. Click “Next” button located in the lower left side of pop up screen.

28. 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 “cresm” and loan period is correct.

                d. Click “OK” button located in lower left of pop up window for each item.

29. If there are multiple items:

                a. Choose the “Summary” tab located in the middle left of the Sierra screen.

                b. Click on the “Attach New Item” icon located in the middle 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 portion of the Sierra 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 “cresm” and loan period is correct.

                k. Click “OK” button located in lower left of pop up window for each item.

30. Choose the “Close” icon located in the upper right of the Sierra screen to exit course record.

31. Using a small amount of Rubber Cement, attach the bar-coded book pocket to the front of the item.

32. Place on section of Reserve tape (using enough to have the entire word “Reserve” on the item) on to the bottom portion of the
spine of the item. Try to not cover up the Call Number tape located nearby. (This may involve creative placement of the Reserve Tape.)

33. Place item on either the 1st floor Media cart, or take down to the Media Desk Reserve shelf, located behind the Media Desk and
place in order by Call Number.

liz Updated 10/26/19