[Wactclc-alma] Course Reserve Workflow

Thu Aug 6 10:28:33 PDT 2020

>> It seems that Exlibris would either offer a service to make these changes within Alma, or they would make the process much easier to manage.

The answer to this question continues to be the same one I've shared multiple times.

The Course Load Integration is designed to allow you to manage course reserves in bulk.

It isn't that hard to do. And it's no different than loading in concept than loading or overlaying catalog records.

At some point, libraries do need to think about the tools that they choose to bring in house to get the business of the library done. And whether they are the right tools for their library and use cases.

If course reserves in Alma doesn't meet the needs of your library, It's certainly an option to review and consider other options.

Wade Guidry
Library Consortium Services Manager, WACTCLC
wadeg at bigbend.edu<mailto:wadeg at bigbend.edu>
(509) 760-4474
http://www.wactclc.org

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu> On Behalf Of McGaughey, Colleen
Sent: Thursday, August 6, 2020 9:42 AM
To: 'WACTCLC Alma Discussion' <wactclc-alma at lists.ctc.edu>
Subject: Re: [Wactclc-alma] Course Reserve Workflow

CAUTION: Originated outside our network. Do not click links or open attachments unless you validate the sender.

Hello everyone,

At the moment, we have almost 200 courses. It would be very time consuming and labor intensive to have to go into each record to change the due back date, and remove the terms, etc.

I can understand changing the date to years down the road, if a course is on-going, but what do you do when course details change, for example, there is an instructor change? Do you go into individually go into the 10+ courses that the instructor used to teach, remove them, and add a new instructor? I am just trying to think down the road a bit, so that we can develop a Course Reserve workflow moving forward.

It seems that Exlibris would either offer a service to make these changes within Alma, or they would make the process much easier to manage.

Sorry I will not be able to make it today's meeting.

All the best,
Colleen

________________________________
From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> on behalf of Lynn Robinson <lrobinson at btc.edu<mailto:lrobinson at btc.edu>>
Sent: Thursday, August 6, 2020 8:01 AM
To: 'WACTCLC Alma Discussion' <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Course Reserve Workflow

We have a very small Reserves collection and the collection remains fairly static from year to year. I recently reorganized the entire collection with new names for Departments, Courses, Reading Lists and codes using a consistent naming method. I did not use a Quarter designation and I set the end dates for all courses for 2030.

Lynn

<https://www.btc.edu/>[cid:image002.jpg at 01D66BDC.568FF360]<https://www.btc.edu/><https://www.btc.edu/>Lynn Robinson

Student Technology Support

Acquisitions & Cataloging

Bellingham Technical College<http://www.btc.edu/> Library

3028 Lindbergh Ave. | Bellingham, WA 98225

360.752.8337 or 541.351.8348 | lrobinson at btc.edu<mailto:lrobinson at btc.edu>

The Library is OPEN online. Online Resources and Help Available from the BTC Library<https://btc.ctc.libguides.com/QuickHelp>

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Guidry, Wade
Sent: Wednesday, August 5, 2020 4:50 PM
To: 'WACTCLC Alma Discussion' <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Course Reserve Workflow

What date do you want your courses to expire on now?

I'll see if I can write an API program to update them.

Regarding how reading lists are handled when doing a bulk course rollover on existing courses, I'd suggest looking over the document I linked.

I've only used that integration for loading new courses. And to my knowledge, the integration is not used by any of our libraries currently. All course reserves work is handled manually.

Wade Guidry

WACTCLC

Library Consortium Services Manager

wadeg at bigbend.edu<mailto:wadeg at bigbend.edu>

http://www.wactclc.org<http://www.wactclc.org/>

509.760.4474

Pronouns: he/him/his

From: Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu] On Behalf Of McGaughey, Colleen
Sent: Wednesday, August 5, 2020 2:28 PM
To: 'WACTCLC Alma Discussion' <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Course Reserve Workflow

CAUTION: Originated outside our network. Do not click links or open attachments unless you validate the sender.

We are checking with our IT department to see if they will be able to assist us with doing the course loading  in the future. It seems to me like a bulk due back date change should be possible to do from within Alma.

It seems that our Course Reserves do have a physical location - "Clover Park Technical College: Instructor Reserve Collection". The few items that I checked all have temporary location checked as 'No'.

In the future I am putting my due back date like 5 years down the line. I didn't realize that this would be an issue when I had the courses uploaded, or I would have chosen a later due back date to start with.

I don't know what happens to the existing courses when a new upload is performed. Does it keep the existing reading lists or does a person have to start over?

Best,

Colleen

________________________________

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> on behalf of Guidry, Wade <WadeG at bigbend.edu<mailto:WadeG at bigbend.edu>>
Sent: Wednesday, August 5, 2020 1:44 PM
To: 'WACTCLC Alma Discussion' <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Course Reserve Workflow

Yes, you could update the course end date through the course loader integration. Otherwise, you can do it manually.

The reading list due back date only impacts items in temporary shelf locations. If items in course reserves are in temporary, rather than permanent locations, the due back date will trigger a reshelve request. See: https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/030Fulfillment/060Courses_and_Reading_Lists/030Managing_Reading_Lists#Managing_Reading_List_Due_Back_Dates

Wade Guidry

WACTCLC

Library Consortium Services Manager

wadeg at bigbend.edu<mailto:wadeg at bigbend.edu>

http://www.wactclc.org<http://www.wactclc.org/>

509.760.4474

Pronouns: he/him/his

From: Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu] On Behalf Of McGaughey, Colleen
Sent: Wednesday, August 5, 2020 1:20 PM
To: 'WACTCLC Alma Discussion' <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Course Reserve Workflow

CAUTION: Originated outside our network. Do not click links or open attachments unless you validate the sender.

Wade, I am not sure what you are saying here... do you mean that I would need to do a Course Reserve upload in order to do a bulk due back date change? If this is the cause, then I may have to manually go through all of the courses and change the due back date to a date further into the future.

What happens to the reading list items they reach the due back date? Are they removed from the reading list?

Regards,

Colleen

________________________________

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> on behalf of Guidry, Wade <WadeG at bigbend.edu<mailto:WadeG at bigbend.edu>>
Sent: Wednesday, August 5, 2020 12:40 PM
To: 'WACTCLC Alma Discussion' <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Course Reserve Workflow

The "as designed" bulk / automated workflow in Alma for course reserves management is the course loading integration<https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/090Integrations_with_External_Systems/040Fulfillment/010Courses_and_Reading_Lists/Configuring_Course_Loading> functionality.

Wade Guidry

WACTCLC

Library Consortium Services Manager

wadeg at bigbend.edu<mailto:wadeg at bigbend.edu>

http://www.wactclc.org<http://www.wactclc.org/>

509.760.4474

Pronouns: he/him/his

From: Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu] On Behalf Of McGaughey, Colleen
Sent: Wednesday, August 5, 2020 9:05 AM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Course Reserve Workflow

Thanks everyone.

I am still relatively new to the college, so I don't know what our cornerstone courses are. It makes sense to just extend the due back date to the end of the academic year or beyond. Is there a way achieve setting a new due back date for all courses or does this need to be done individually?

Thanks,
Colleen McGaughey

Clover Park Technical College

________________________________

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> on behalf of McGaughey, Colleen <Colleen.McGaughey at cptc.edu<mailto:Colleen.McGaughey at cptc.edu>>
Sent: Tuesday, August 4, 2020 3:52 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Course Reserve Workflow

Since our IT department is backlogged, I thought I would see what it takes to manually enter the Course Reserves manually. We have classes that roll over - they were given in the Summer, and are repeated in the Fall. Apparently, I can't add a new entry for this, as the Course Code already exists.

What is normally done in this situation? It would seem that you would have to wait until the date for the Summer term passes, and then change it to the Fall dates, but that seems rather tedious. If you are going through the course catalog and adding new courses, you would like to be able to add the roll over classes at the same time, rather than having to remember to go back and do it later.

[cid:image003.png at 01D66BDC.568FF360]

________________________________

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> on behalf of McGaughey, Colleen <Colleen.McGaughey at cptc.edu<mailto:Colleen.McGaughey at cptc.edu>>
Sent: Tuesday, August 4, 2020 10:53 AM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: [Wactclc-alma] Course Reserve Workflow

Hello everyone,

Thanks to Wade, I have managed to get the Course Reserves uploaded. I have created reading lists, and have added citations to all of our Summer quarter courses. It appears that everything is correctly displaying in Primo. I feel that this is a real accomplishment for our institution, as to my knowledge, this has never been done before.

My questions is, what should we do at this point? We need to create a repeatable workflow. Our instructors are not involved with the course reserve process. The term ends on 09/01/2020. I do not know what courses will roll over or what new courses will be added. What is your institution's Course Reserve workflow? What should my next step(s) be?

Thank you for your help, and advice.

Colleen McGaughey

Clover Park Technical College
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