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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 (Courses): display list of settings pages
    • Selecting this permission allows the user to access the Course settings so that they can view but not add, delete or edit any settings.  
  • UI: course module is enabled
    • Selecting this permission adds  the "Courses" app icon and option to the user's FOLIO toolbar.  On it's own it does not give the user the ability to see or do anything in the module or courses 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
    • Note that there is a limit of 500 departments that can be displayed. 
  • Course code
  • Section
  • Course description
    • Describes a course 
  • Course listing information:
    • Course type
      • Dropdown values configured in Settings>Courses>Course type
      • Note there is a limit of 500 course types that can be displayed
    • Registrar ID
    • External ID
  • Term
    • Dropdown values configured in Settings>Courses>Terms
    • There is a limit of 500 terms that can be displayed
  • Location
    • Dropdown values configured in Settings>Tenant>Location Setup
    • Note that there is a limit of 500 locations to be displayed (which we plan to bump to 100 - see UICR-120 - Getting issue details... STATUS )
  • Instructors
    • Instructors can be FOLIO users or can be entered as a text field


Reserve Item fields

  • Temporary location
    • Inherited from course level, if set on the course
  • Temporary loan type
  • Processing Status
    • Configured in Settings → Courses
    • There is a limit of 500 processing statuses that can be displayed
  • Start Date
  • End Date
  • Copyright information
    • Additional sections of this item used (checkbox)
    • Copyright status
      • Configured in Settings → Courses 
      • There is a limit of 500 copyright statuses that can be displayed
    • Total number of pages in item
    • Number of pages used
    • Total percentage of pages used
    • Payment based on
      • text field

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 your Discovery Interface will use to describe the Course


Deleting a Course

Once all items have been removed from a Course - it is possible to delete the Course.

  • Open a Course
  • Select the "Edit" Button in the upper right hand corner
  • Select the "Delete" Button in the lower right hand corner.
  • Confirm, in the lower right hand corner,  that you wish to "Really delete?" 
  • Viola - the Course is deleted!

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. There is no parent-child relationship between cross-listed courses.
      • Each course has basic course information (stored as a course object) and a course listing (stored as a courselisting object.) Cross listed courses each have their own course object, but they share the same courselisting object. That's how they are connected to each other.

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!

Deleting a Course (ver folio/courses 2.0.1)

Courses may be deleted once all related items have been removed from the course. 

  • From the Course page select the "Edit" option
  • From the Course Edit page select Delete
  • Confirm deletion by selecting the "Really delete?" option 
  • Course is deleted. 

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

LTI (Learning Tools Integration)

See Course Reserves - LTI connectivity

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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