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Course Reserves in WorldCat Discovery

Introduction

Course Reserves allows your patrons to search for courses and view reserved materials in your collection. Users can search for courses by name, prefix, instructor, or department.

Course Reserves is available for:

  • Libraries using WorldShare® Management Services
  • Libraries that migrated from WorldCat® Local service to WorldCat Discovery
  • Libaries using WorldCat Discovery that have purchased this option

For more information on purchasing Course Reserves, see Ordering.

Checklist of steps

In order to begin using Course Reserves, you need to complete the following steps:

WorldShare Management Services (WMS) libraries

  1. Assign Course Reserve roles to staff.
  2. Activate Course Reserves in Service Configuration.

WorldCat Discovery libraries

  1. Contact OCLC Order Services to turn on Course Reserves and assign roles.
  2. Activate Course Reserves in Service Configuration.

Assigning roles

You must have a Course Reserves role in order to manage courses or add course reserves materials to your WorldCat Discovery interface. There are two levels of permissions in Course Reserves:

  • Course Reserves Maintainer
    • Create, edit, and delete temporary materials
    • Add materials to an existing course
    • Remove materials from an existing course
  • Course Reserves Manager (Assign to staff who need full access)
    • Create, edit, and delete temporary materials
    • Create, edit, and delete courses
    • Add materials to an existing course
    • Remove materials from an existing course

WMS libraries

To assign Course Reserves roles to your staff, complete the following steps:

  1. Sign in to the WMS staff interface.
  2. Click Admin.
  3. Retrieve record for staff user.
  4. Click Roles > Edit.
  5. Click the check box next to COURSE-RESERVES_MAINTAINER or COURSE_RESERVESMANAGER.
  6. Click Save. Your staff member will now have access.

If you are having problems assigning Course Reserves roles, contact orders@oclc.org and include the information listed in WorldCat Discovery Libraries, below.

WorldCat Discovery libraries

If you are a library using WorldCat Discovery, you need to contact Order Services to enable Course Reserves and assign roles to your staff:

  1. Send an email to orders@oclc.org with the following information:
    1. Your first and last name
    2. Your institution's name and OCLC symbol
    3. Your email
    4. Your OCLC Services username (WorldShare account). If you do not have an OCLC Services (WorldShare) account, send your desired username, otherwise a username will be created for you.
    5. Information on any staff members who need WorldCat Discovery staff accounts and/or need to be assigned Course Reserves roles
  2. You will receive either a system-generated email or an email from OCLC Order Services:
    1. If you had an existing account for access to staff features in the WorldCat Discovery interface, you receive a confirmation email from Order Services saying that you now have access to Course Reserves.

Activate Course Reserves

To active Course Reserves, you must turn on the Course Reserves link in OCLC Service Configuration.

  1. Click MyWorldCat.org > User Interface Options.
    User Interface Options
  2. Scroll down to General display settings.
  3. Under Activate Course Reserves, click Show.
    General display settings
  4. Click Save Changes.

Confirm Course Reserves activation

Course Reserves appears on the navigation bar in WorldCat Discovery after it has been activated in OCLC Service Configuration. Course Reserves appears to the left of My list and your chat client (if installed). Clicking on the link brings you to the Course Reserves search screen.

Course Reserves

Sign in

To begin using Course Reserves, sign in using your WorldCat or WMS account. After you sign in, click Course Reserves. You will see either the Course Manager View or Course Maintainer View, depending on your role.

Sign in to Course Reserves

Course Manager View

Search for courses

Courses can be searched by name, course prefix (e.g., ART, CHEM, TECH) and number, instructor name, or department. Searches only work for the field selected from the list.

  1. In the search box, enter any terms that are part of a course record.
  2. Click Search Course Reserves. Courses that match your search are displayed.
  3. (Optional). Filter your results to display only Active or Inactive courses.

From the search results screen, you can:

  • Click a course title to go to course details (and see materials on reserve for that course).
  • Manage courses using the gear button to reserve materials for the course or to edit, duplicate, or delete the course.
  • Use the navigation links (bottom of the page) to move between the results pages.

Create, edit, duplicate, and delete courses

You need the Course Reserves Manager role to create, edit, or delete courses.

Create a course

  1. Click Create a Course. The Create Course Details screen appears.
  2. Enter a Course Name and any details (see below) that you want to include.
  3. Click Save course. The Course Reserves screen appears with a confirmation message and a link to reserve materials for the course.
Available course fields
Field Description
Course Name (Required) Course name or title.
Department Department that the course represents, if applicable.
Description Description of the course. Valid URLs are supported.
Instructor(s) Enter the instructor's first and last name. You can only enter one instructor's name.
Notes Any additional notes or information. Valid URLs are supported.
Number Course number, if applicable.
Prefix Course prefix, if applicable.
Section(s) Course seciton(s), if applicable.
Start date/End date Enter start and end dates in the YYYY-MM-DD format. The start and end dates determine whether the course is Active or Inactive. An active course has a start date prior to the current date and an end date in the future. If no dates are entered, the course defaults to Active.

Edit a course

  1. Click the gear button. A drop-down list appears.
  2. Click Edit Course. The Edit Course Details screen appears.
  3. Make edits.
  4. Click Save course. The Course Reserves screen appears with a confirmation message and a link to reserve materials for the course.

Duplicate a course

  1. Click the gear button. A drop-down list appears.
  2. Click Duplicate Course. The Duplicate Course Details screen appears with all course metadata autopopulated.
  3. Make changes to any of the metadata.
  4. Click Save course. The Course Reserves screen appears with a confirmation message and a link to reserve materials for the course.

Delete a course

  1. Click the gear button. A drop-down list appears.
  2. Click Delete Course. A confirmation message appears.
  3. Click Delete to remove the course, or Cancel to go back. The Course Reserves screen appears with a confirmation message.

Create, edit, duplicate, and delete temporary materials

Staff can create and manage access to temporary materials in course reserves. This feature enables users to find professor-owned books, electronic media, and other materials that a library may not wish to permanently add to its collection for circulation.

Create temporary materials

  1. From the Course Reserves view, click Temporary Materials. The Temporary Material list appears.
  2. Click Create Temporary Material. The Create Temporary Material Details screen appears.
  3. Provide a Title and any details (see below) that you want to include.
  4. Click Save material. The Course Reserves screen appears with a confirmation message.

Add temporary course reserve materials to your circulating collections through WorldShare Circulation. Once added to circulating materials, the call number can be added during temporary material creation in course reserves to help users locate the material.

Temporary material fields
Field Description
Title (Required) Material name or title.
Language Primary language of the material.
Format The form of material being described. This choice determines the cover art that will display.
Description Description of the material. Valid URLs are supported.
Author(s) Author of the material.
URL(s) Hyperlink to the material.
Call Number Call number of the material.
Series Title Series title, if applicable.
Series Enumeration Series enumeration, if applicable.
Series Chronology Series chronology, if applicable.
Series Pages Series pages, if applicable.
Publisher Publisher of the material.
Publisher Location Location of the publisher of the material.
Publication Year Publication year of the material.
Notes Notes about the material. The note will display for every course the material is added to, similar to local holdings records. URLs are not supported in this field.

Edit temporary materials

  1. Click the gear button. A drop-down list appears.
  2. Click Edit Item. The Edit Item Details screen appears.
  3. Make edits.
  4. Click Save material. The material is updated and a confirmation message appears.

Duplicate temporary materials

  1. Click the gear button. A drop-down list appears.
  2. Click Duplicate Item. The Edit Item Details screen appears, populated with the content from the original material.
  3. Make edits.
  4. Click Save material. A new record is created for the added temporary material. No changes will be made to the original material selected for duplication. 

Delete temporary materials

  1. Click the gear button. A drop-down list appears.
  2. Click Delete Item. A confirmation message appears.
  3. Confirm Delete. The material is removed from all courses it is attached and deleted.

Add or delete course materials

Once you have created the course, you will need to add reserve materials. Both the Course Reserves Manager and the Course Reserves Maintainer roles can add or delete course materials.

Add permanent bibliographic materials

There are two ways to begin adding materials to a course.

  1. When you finish creating a course, in the confirmation message that appears on the top of the screen, click Reserve Materials for this course.
    Or
    Click the gear button > Reserve Course Materials for the course you want to add materials to.

    The search screen appears with the message: You are reserving course materials for [Course Name].
  2. Search by keyword for materials to add in the search field.
  3. Press <Enter> or click the magnifying glass button. Search results appear.
  4. (Optional). Filter the search results by selecting values from the facets.
  5. (Optional). Use the navigation links (bottom of the page) to move between the results page.
  6. When you find a material you wish to add, click Reserve.
    Or
    Click on the material title to review details and then click Reserve.

    A confirmation message appears.
  7. If the material you are adding is a serial, click on the Reserve drop-down list to select the volume of the journal you want to reserve.
  8. Click Reserve. A confirmation message appears and the material is added to the course.
  9. Click View Course to go to the Course Reserves screen.
    Or
    Click OK to continue searching for additional materials.
  10. When you are finished adding materials, click Return to course reserves, I'm done reserving materials.

Add temporary materials

  1. When you finish creating a course, in the confirmation message that appears on the top of the screen, click Reserve Materials for this course.
    Or
    Click the gear button > Reserve Course Materials for the course you want to add materials to.

    The search screen appears with the message: You are reserving course materials for [Course Name].
  2. Click the Browse temporary materials at the top of the screen. The Temporary Materials Manager View screen appears.
  3. Click Reserve. A confirmation message appears.
  4. Click View Course to go to the Course Reserves screen.
    Or
    Click OK to continue searching for additional materials.
  5. When you are finished adding materials, click Return to course reserves, I'm done reserving materials.

Once you add a physical material to a course, you still need to locate the material and place it on reserve using the methods provided by your circulation system.

For some systems, placing materials in a separate location is required. Other systems may change the material type to “Reserve” or a similar category. You may find it helpful to print the list of materials on reserve for a course, gather the materials from the shelves and deal with them appropriately.

Remove materials

  1. Click the title of the course you want to remove the material from. The course screen appears.
  2. Click the minus sign next to the material in the Reserved Materials list. The Remove Reserved Material window appears.
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