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Release history:

  • v.1 - release date 4/1/20

Purpose

The Course Reserve app provides fully featured Course Reserve functionality including the ability to create Course records, and Cross listed courses containing descriptive information about the course (for searching purposes), and to associate, or reserve, both physical and electronic resources with the course, and change the related loan rules and locations.

Additionally course and reserve item information from the Courses app can be available 24/7,  through the library’s Discovery layer. 

Permissions

The following permissions apply:

The Course Reserves App requires the following permissions (from least to most restrictive):

  • Courses: All Permissions
    • The highest level is CRUD Course Reserves which allows the user to maintain (read, add, edit and delete) courses, items, instructors, cross listed courses, etc.
  • Courses: Read, add, and edit courses only
    • this permission allows a user to read, add, and edit a course, but not delete
  • Courses: Read, add, edit items associated with a course
    • this permission allows a user to read, add and edit only the items associated with a course
  • Courses: Read all
    • Permission allows the user to see all Course and Reserve information
  • Course: No permission assigned

    • A user without any of the above permissions should not see the Course App, or any related info
  • Settings (Courses): Can create, edit and delete Course Settings
    • this permission allows the user to maintain all Course Settings

Settings

Settings for the Course Reserves App can be configured by going to Settings > Courses, and are described, in full, in the Settings-Courses section 

UX/UI

Course Fields - all courses contain the following fields:

  • Course name
    • Required
    • Displays on the Course Page
  • Department
    • Dropdown values configured in Settings>Courses>Course Departments
  • Course code
  • Section
  • Course description
    • Appears when user hovers over the Course name
  • Course listing information:
    • Course type
      • Dropdown values configured in Settings>Courses>Course type
    • Registrar ID
    • External ID
  • Term
    • Dropdown values configured in Settings>Courses>Course Departments
  • Location
    • Dropdown values configured in Settings>Tenant>
  • Instructors
    • Instructors must be FOLIO Users 

Search & filter

Searching and filtering by Course, and Reserve item is available in the Course Reserves App.

Functional workflows

Creating Course

NOTE:  Once a course is created it can be edited and set to an inactive Term, but the course can not be deleted. 

To create a new Course, open the Course Reserves App:

  • Select the "New" button in the upper left hand corner of the FOLIO window
  • The entry form is composed of two parts, the "Basic course information", followed by the "Course listing information"
    • Both sections should be complete for any course, however please note that for Cross listed courses, the "Course listing information" will also apply to the Cross listed course
    • The only Required fields are Course Name and Term
    • Department, Course Type and Term values are set in the Courses>Settings
    • Term
      • Using the dates specified in the Course>Settings>Terms - any new item added to a Course will automatically by assigned the Start Date and End Date specified in the Term Settings. (This can be edited with the Reserve Item Edit function)
    • Location
      • Any item assigned to a Course will automatically have it's temporary location set to the value specified in the Location field. (This can be edited with the Reserve Item Edit function)
    • HINT: When completing the Course Information, it's good to know what fields you're Discovery Interface will use to describe the Course

Adding a cross-listed course

  • Once a Course has been created, additional, Cross-listed course can be added. 
    • Select, and open the original Course
    • In the upper right hand corner of the screen select the "Crosslist" option
    • A new screen will appear with the fields in the "Basic course information" section blank.  The fields in the "Cross listing information" section will contain the information enter in the original Course.
    • Enter the Data in the "Basic course information", and select the "Save & Close" option
    • The new Cross-listed course will now appear in the Cross-listed Course Section
    • NOTE:  all Cross listed courses will appear in the Discovery layer as individual courses

Adding and Removing Instructors

  • Course instructors can either have, nor not have a FOLIO user record.  Using an instructor with a user record facilitates reports. 
    • Scroll down passed the Course Information to find the "Instructors" section
    • Select "Add instructor"
      • To add an instructor that does have a FOLIO user record
        • Select "Look up user"
        • Use the "User Search" window to search and then select the instructor
        • User name and barcode will auto-fill in the Add instructor window
        • Select "Save &  Close"
      • To add an instructor that does not have a FOLIO user record
        • Enter the Instructor name in the "Name" field
        • Select "Save &  Close"
    •  Removing instructors
      • Once an instructor has been added, the "Remove" option will appear to the right of their name
      • Select the "Remove" option - and viola!


Adding Reserve items to a Course

Items are added to a course by scanning a barcode into the "Add item" box found at the bottom of the Course page.  It is therefore necessary that all Reserve items, including eResources have an item record, and a barcode.

To add a Reserve item to a Course

Within the Course Record, scroll down to the "Add Item" box at bottom of the Course page. Enter or scan the item barcode.

  • This will create an entry for the item in the Course copying into the entry the following identifying information:
    • From the Instance Record - Title, Contributor
    • From the Item Record - Barcode, Status, Permanent Location, Copy #, Volume, Enumeration, URL/PDF with link text
    • From the "Effective fields" - Effective call number

To edit and add the Reserve item specific information, select the "Edit reserve" action button. The edit reserve information screen allows the user to specify:

  • Item temporary location (if modified, when the edit reserve information screen is saved, this temporary location will be added to the item record in inventory)
  • Temporary loan type (if modified, when the edit reserve information screen is saved, the temporary loan type will be added to the item record in inventory)
  • Processing status.  This field is specific only to Course Reserves and can be searched via the Reserves filter
  • Start Date and End Date.  When an item is placed on Reserve both the start and end date fields inherited the Course specific Term dates.  These dates may be edited here.
  • Copyright information:  This section facilitates copyright tracking.  Both the "Copyright tracking" and "Copyright status" fields are included as item filters in the Search and filter option.


Reporting

There are no in app reports.  All data, however is fully accessible via LDP

Integrations

VuFind

  • The Course Reserves app is integrated with the VuFind FOLIO driver
  • Displays (and indexes) the following fields:
    • Course Information
      • Course Name
      • Instructor
      • Department
    • Items
      • Bib data associated with items

Considerations for Implementation

Courses, Sections, Crosslistings and Separate Courses

Cross listed courses are those that have all the following information in common:

  • Course type
  • Registrar ID
  • External ID
  • Term
  • Location  (of Reserve items in general)
  • Instructors
  • Items

The following information can be specific to a Cross listed course:

  • Course Name
  • Course Code
  • Department
  • Section
  • Description



Items are added to a course by scanning a barcode into the "Add item" box found at the bottom of the Course page. 

It is therefore necessary that all Reserve items, including eResources have an item record, and a barcode.

Display of Course and Course Reserves, for patron discovery, require an external interface and FOLIO integration - FOLIO does not provide a public-facing interface. 

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