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Beyond Course Reserves

Mieko Yamaguchi, University of Wales, Bangor

Ms. Yamaguchi divided her presentation into two parts: 1) statistics and reports, and 2) how patrons make sure the reserve items they need are available when they need them.

Statistics and Reports

At the end of each term most faculty like to know how many times the items they placed on Course Reserve had been used. Three different statistical reports were presented. Each report represents a different level and added skills needed to produce the report.

Basic Level

A list produced via Reserve List Maintenance appears as figure 1. Ms. Yamaguchi noted that this format is not user friendly. Titles are truncated to the first thirty (30) characters and the number of circulations (from TOT CHKOUT field in the item record) is buried.

07-03-98            ITEMS ON RESERVE FOR
      PROF/TA       Tanner, D M Prof
      COURSE        Women, Society and Politics 1880-1960
      COURSE        H3H45 (2)

Behind the lines : gender and                        05-06-98
      D639.W7 B43 1987     UMARS
      30110005004685       30          AVAILABLE

Figure 1

Second Level

A review file of course records is created and a report is generated using specified fields. While the report is easier to read it still contains information not useful to the faculty. (See Figure 2)

Tanner, D M Prof.
Women, society and Politics 1880-1960.
H3H45 (2)

              TITLE                                      AUTHOR
 Behind the lines : gender and the two world wars
     Main Reserve         D639.W7 B43 1987       30   .i15361408

Figure 2

Advanced Level

To create this list for the faculty, all current reserve items are set to inactive. A review file is created and then sorted by the /6 field (course ID). Then selected fields are printed. (See Figure 3)

Berkowitz, Leonard, 1926-
Aggresson : its causes, consequences, and control / Leonard Berkowitz.
New York : McGraw-Hill, c1993.
28-01-98 OFF RESERVE FOR Social Psychology and Crime. CIRCED 44 TIMES.

Figure 3

The following search strategy was used to create the review file:

COURSE ID exists AND LOCATION has xxx AND RESV NOTE has OFF (xxx = location code)

Ms. Yamaguchi noted that staff must be familiar with the Create Lists functions. In order to produce the list the “store course reserve history in item record” system option must be set to ‘yes’. This option puts a course note in the item record. Careful planning is necessary. Once items are deleted from a course record the reserve note in the item record stays but the Course ID disappears. It is not possible to search on the course ID number itself, but it is possible to sort by the value in this field.

Save Item/Reserve Note Fields

When an item is placed on Course Reserve certain fields are transferred in the form of a note into the item record. These saved fields (ITYPE, LOCATION, and TOT CHKOUT) are then used to restore values when the item is removed from reserve. Libraries have the option of having the TOT CHECKOUT value replace the current value or added to it.

When asked if the reserve circulation count zeroes out, Ms. Yamaguchi replied that the library has the option of having the count zero out or when the item is removed having the two TOT CHKOUT fields added together. INNOPAC Manual record numbers: 31239-31262.

If the item is placed on reserve again, another note will appear in the item record. The reserve note is not a free text field that is editable. The INNOPAC software controls the information placed in the reserve note.

Making Sure a Reserve Item Is Available

The University of Wales, Bangor uses the Materials Booking Module to allow students to “self-book” Course Reserve items (based on the calendar and length of loan for each item). Due to the nature of reserve materials the use of Holds does not work well. Holds are only activated when the item is checked in.

Limits are placed so an individual student cannot book items for consecutive loan periods and a limit is set on the number of bookings a patron can make. The booking module allows patrons to see when an item will be available and when it is already booked. Items can only be self-booked during available periods.

Problems using the Materials Booking Module with Course Reserves were noted:

Questions and Answers

Q: Is it possible to use non-military time (24 hour clock)?

A: In the Materials Booking Module you set the time as AM or PM. The INNOPAC software converts it to the 24-hour clock time.


Q: If materials are returned before their due time does the system adjust the calendar of availability?

A: Yes.


Q: What happens if the item is not picked up?

A: The module holds the item for the entire length of the booking period. The present module does not allow for a time period after which the item will revert to AVAILABLE.


Q: Is there a review function so staff can adjust or delete bookings?

A: Not really. Staff have developed a work around by printing lists each hour. Once the booking period has started bookings cannot be deleted nor can staff easily determine who wanted the material. Bookings cannot be deleted globally or based on a review file.


Q: Is it possible to create a list of items booked for today and then use this list to create sublists based on time or item?

A: The present module does not permit easy creation of lists.

Recorded by: Keven Riggle, Marquette University

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