Unicorn WorkFlows Academic Reserves Training...

Unicorn LibraryManagement System

Unicorn WorkFlowsAcademic Reserves

Training Guide

Sirsi101 Washington Street SEHuntsville, Alabama 35801

(256) 704-7000

Doc No. 400 1100 000 04 1© 2002 Sirsi Corporation

COPYRIGHT

© 2002 Sirsi Corporation

All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written consent of the publisher. For additional information contact

Sirsi Corporation101 Washington Street SEHuntsville, Alabama 35801

Sirsi CORPORATION RESTRICTED RIGHTS LEGEND

Use, duplication, or disclosure by the U.S. Government is subject to restrictions as set forth in sub-paragraph (c)(1)(ii) of the Rights in Technical Data and Computer Software clause in DFARS 252.227-7013.

Rights for non-DOD U.S. Government departments and Agencies are as set forth in FAR 52.227-19(c)(1,2).

DISCLAIMER

Statements in this document shall in no way imply that a contract exists between Sirsi Corporation and the reader of this doc-ument. The information in this publication is subject to change without notice.

TRADEMARKS

WebCat®, Vizion®, WorkFlows®, Unicorn®, UnicornECOLE®, UnicornOASIS®, UnicornSTILAS®, WorkFlows™, LibraryHQ™, and iBistro™ are trademarks of Sirsi Corporation.

All titles, versions, trademarks, claims of compatibility, etc., of hardware and software products mentioned herein are the sole property and responsibility of the respective vendors. Sirsi Corporation makes no endorsement of any particular product for any purpose, nor claims responsibility for its operation and accuracy.

Windows™ is a trademark of Microsoft.

REVISION HISTORY

Originally published in 1999 with document number 40012100 000 03 1.Relevant to Unicorn 99.2.

Current revision published August 2002, relevant to Unicorn 2001.

Table of Contents

Introduction ................................................................................................................................................9The Company.........................................................................................................................................9The Software........................................................................................................................................10

Overview ...................................................................................................................................................11Reserve Records .................................................................................................................................15

Reserve Control Record ............................................................................................................... 15Course Records ...................................................................................................................................15User Records and Academic Reserves ...............................................................................................16

Reserve Desk ............................................................................................................................... 16Instructor....................................................................................................................................... 16Patron ........................................................................................................................................... 16User Records................................................................................................................................ 16

Sessions Settings Wizard ....................................................................................................................19

Course Wizards .......................................................................................................................................21Creating Course Information ................................................................................................................22Create Course Wizard Properties ........................................................................................................23

Defaults ........................................................................................................................................ 23Helpers ......................................................................................................................................... 23

Modifying Course Information ..............................................................................................................24Modify Course Wizard Properties ........................................................................................................25

Defaults ........................................................................................................................................ 25Displaying Course Information .............................................................................................................26Display Course Wizard Properties .......................................................................................................27

Defaults ........................................................................................................................................ 27Duplicating Course Information............................................................................................................28Duplicate Course Wizard Properties ....................................................................................................29

Defaults ........................................................................................................................................ 29Removing Course Information .............................................................................................................30Remove Course Wizard Properties......................................................................................................31

Defaults ........................................................................................................................................ 31

User Lookup and Information ................................................................................................................33Registering a New User .......................................................................................................................34Displaying User Information .................................................................................................................37

Item Information and Creation ...............................................................................................................39Adding a Brief Title...............................................................................................................................39Adding a Copy......................................................................................................................................41Add Copies Wizard Properties .............................................................................................................42

Behavior ....................................................................................................................................... 42Defaults ........................................................................................................................................ 42Helpers ......................................................................................................................................... 43

Editing a Copy......................................................................................................................................43Edit Copies Wizard Properties .............................................................................................................44

Defaults ........................................................................................................................................ 44Helpers ........................................................................................................................................ 45

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Unicorn WorkFlows Academic Reserves Training Guide

Creating Reserve Information ................................................................................................................47Creating Reserve Records...................................................................................................................48Create Reserve Wizard Properties ......................................................................................................49


Adding and Removing Individual Reserve Information ........................................................................51Add/Remove Individual Wizard Properties...........................................................................................52


Understanding Reserve Status Relationships......................................................................................53Reserve Control Record Status.................................................................................................... 53Individual Instructor/Course Reserve Record Status.................................................................... 54Reserve Copy Status.................................................................................................................... 54

Charging and Discharging Reserve Material ........................................................................................57Charging Reserved Material ................................................................................................................57Checking in Materials...........................................................................................................................58Discharge Checkin Wizard Properties .................................................................................................58


Renewing Reserved Materials .............................................................................................................59Renew Reserve Wizard Properties ......................................................................................................60


Modifying, Displaying, Receiving, and Removing Reserves ...............................................................61Modifying Reserve Information ............................................................................................................61Modify Reserve Wizard Properties.......................................................................................................62


Displaying Reserve Information ...........................................................................................................63Display Reserve Wizard Properties .....................................................................................................63


Receiving Reserved Materials .............................................................................................................65Receive Reserve Wizard Properties ....................................................................................................65


Removing Reserve Information............................................................................................................67Remove Reserve Wizard Properties....................................................................................................67


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Frequently Asked Questions ..................................................................................................................69Borrowing Reserves Material ...............................................................................................................70

Can an item be borrowed from a library within the same Unicorn system? ................................. 70Can a second copy of an item be placed on reserve? ................................................................. 71How do I circulate a borrowed copy? ........................................................................................... 71Can copies be borrowed from a library outside the Unicorn system be placed on reserve?........ 71How do I place an instructor's personal copy of an item on reserve? .......................................... 72How do I remove a borrowed copy from reserve when it is no longer needed?........................... 72

Charging Reserved Material ................................................................................................................73What causes Unicorn to block a charge on an item placed on reserve?...................................... 73How do I enter a special due date for a reserved item? ............................................................... 73How does the Reserve Desk policy affect circulation?................................................................. 74How does the reserve control record affect circulation?............................................................... 75

Displaying Course Information .............................................................................................................76How do I display course information without the complete course ID or course name? .............. 76

Maintaining Course Records................................................................................................................77How do I display course information if I don't know the complete course ID or course name?.... 77If my instructor has reserves for more than one class, how do I find which items are for each class?................................................................................................................................ 77

Maintaining Reserve Information .........................................................................................................78How do I create a reserve record if I don't know the item's ID or call number?............................ 78How do I add/remove individual instructor/course information to a reserve control record if I don't know the item ID or call number? ................................................................................... 78How do I remove reserve information if I don't know the item's ID or call number? ..................... 79How do I display reserve information if I don't know the item ID or call number? ........................ 79How do I display reserve information if I only know the course and/or instructor? ....................... 80How do I place a reserve when the item is currently checked out?.............................................. 80How do I place an instructor's personal copy of a book on reserve? ........................................... 81How do I remove a reserve record by call number or item ID? .................................................... 81How do I remove a reserve record by course ID? ........................................................................ 82How do I remove a reserve record by instructor ID? .................................................................... 82Can I remove just one reserve record associated with an instructor?.......................................... 83If I want to place an item on reserve again in the future can I just change the status and not remove the reserve information?......................................................................................... 83If a course is no longer taught at an institution can I remove the course reserve record? ........... 83

Selecting a Reserve Status..................................................................................................................84When is a reserve item set to INACTIVE? ................................................................................... 84When is a reserve item set to ON RESERVE? ............................................................................ 85When is a reserve item set to NOT ON RESERVE?.................................................................... 86When is a reserve item set to KEPT AT DESK or FLAGGED?.................................................... 87Are inactive reserve items still in the Unicorn database? ............................................................. 87Is a reserve item listed as PREPARE held at the reserve desk? ................................................. 87

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Using Reports to Update Reserve Information ....................................................................................88Is there a report that will produce a list of reserves changed from INACTIVE to PREPARE? ..... 88Is there a report that will produce a pick up list for reserve items?............................................... 88Is there a report that will produce a list of the reserves that has charged from PREPARE to ACTIVE? ............................................................................................................. 89Is there a report that will produce a list of reserves charged from ACTIVE to INACTIVE? .......... 89Is there a report that will produce a reshelving list for reserve items?.......................................... 90What report lists the items that must be collected for reserves in the upcoming term? ............... 90What report puts items on reserve for the current term?.............................................................. 91What report takes items off reserve at the end of the term? ........................................................ 92

Various Reserve Scenarios ....................................................................................................................93Copy Needed Immediately...................................................................................................................93

What records need to be created before an item can be put on reserve? ................................... 93How do I put an item on reserve immediately for the current term?............................................. 94If a copy is shelved at the reserve desk, will it already have a reserve control record? ............... 95If a copy is currently checked out what should the copy status be set to? ................................... 95If a copy is currently on hold what should the reserve control status be set to? .......................... 95

Copy Needed in the Future ..................................................................................................................96Can reserve records be created in advance?............................................................................... 96If I want to place an item on reserve again in the future, can I just change the status and not remove the reserve information?......................................................................................... 96If a copy is shelved at the reserve desk, how should its copy status be set?............................... 99

Reserves Policies ..................................................................................................................................101Course Term Policy............................................................................................................................101

Attributes .................................................................................................................................... 102Reserve Desk Policy ..........................................................................................................................102

Attributes .................................................................................................................................... 102Display User Gadget .................................................................................................................. 104Display Policy List Gadget.......................................................................................................... 104Desk Hours Gadget .................................................................................................................... 105

Extended Info Format Policy ..............................................................................................................105

Reserve Group Reports ........................................................................................................................107Report Details ....................................................................................................................................107Reserve Control Selection .................................................................................................................108

Reserve Desk ............................................................................................................................. 108Date Created .............................................................................................................................. 108Expiration Date ........................................................................................................................... 108Status ......................................................................................................................................... 109Number of Reserves................................................................................................................... 109Number of Active Reserves........................................................................................................ 109Number of Copies on Reserve ................................................................................................... 109Automatically Select Copies ....................................................................................................... 109Number of Copies Needed ......................................................................................................... 110Number of Total Charges ........................................................................................................... 110Keep at Reserve Desk................................................................................................................ 110Allow Manual Circulation Rule.................................................................................................... 110Circulation Rule .......................................................................................................................... 110Alternate Circulation Rule........................................................................................................... 111Extended Info ............................................................................................................................. 111

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Reserve Selection ..............................................................................................................................111Reserve Desk ............................................................................................................................. 111Date Placed ................................................................................................................................ 111Stage .......................................................................................................................................... 112Expiration Date ........................................................................................................................... 112

Course Selection................................................................................................................................112Extended Info ............................................................................................................................. 112Number of Reserves................................................................................................................... 112Number of Students.................................................................................................................... 112Terms Offered ............................................................................................................................ 113

Set Reserves to Inactive Report ........................................................................................................113Reserves Reshelving List Report.......................................................................................................114Set Reserves to Prepare Report ........................................................................................................114Reserves Pickup List Report..............................................................................................................115Set Reserves to Active Report ...........................................................................................................116Set Reserves to Select Status Report................................................................................................116Count Individual Courses Report .......................................................................................................117Count Individual Reserves Report .....................................................................................................118Count Reserve Control Records Report ............................................................................................118List Individual Courses Report ...........................................................................................................119List Reserve Desk Holds Report ........................................................................................................119Reserves Pickup List Report..............................................................................................................120List Reserve Control Records Report ................................................................................................120List Individual Reserves Report .........................................................................................................121List Reserves Overdue Report...........................................................................................................121Reserves Pickup List, Update Report ................................................................................................122Reserve Usage By Call Number Report ............................................................................................123Recall for Reserve Notices Report.....................................................................................................124Instructor Reserve Notices Report .....................................................................................................124Reserves Overdue Notices Report ....................................................................................................125

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Introduction

The Company

Sirsi Corporation, the leader in library technology, uses the most advanced technology available to provide easy-to-use information systems for libraries, businesses, and archives.

Sirsi’s headquarters is in Huntsville, Alabama with offices through-out the United States and the world. For a list of offices and contact information, refer to the Sirsi Corporation website, http://www.sirsi.com.

The Company 9


The Software

Unicorn is the collection management software on the host machine.

iBistro is an Internet access portal for library users developed by Sirsi for information contained in libraries and on the World Wide Web. It was designed to help library users personalize web searches and master the broadening information available via the Internet.

WebCat is the web client the public uses to connect to Unicorn for searching. It is considered the World Wide Web Public Access Cata-log and therefore needs a web browser to be viewed.

WorkFlows is the staff client that connects to Unicorn for search-ing, cataloging, circulation, and other staff activities. WorkFlows uses a graphical user interface, with client/server technology and is installed on staff PCs.

NETWORKiBistro or WebCat

WorkFlows for Staff

iBistro or WebCat

for the Public

for the Public

Introduction 10


Overview

The main purpose of a reserve desk is to maintain a special col-lection of materials circulated to students in specific courses. Items in this reserve collection may be from the library’s main collection or may be loaned to the library from an instructor or through ILL. The physical location of circulating reserve mate-rial is usually restricted to the library itself. The loan period of reserve materials is often short (1-2 hours) to allow access by the largest number of students.

All reserve materials must be linked with a reserve control record. The reserve control record is linked to the item record using the copy’s call number or item ID and contains informa-tion about the associated Reserve Desk policy and circulation rule. Each reserve control record is also linked with individual instructor/course reserve records, which are linked with associ-ated user (instructor) records and course records. Hold records are often used to place holds on copies at a reserve desk.

These records work together to perform a variety of circulation functions. Some of these functions are performed by worksta-tion operators, and others are performed automatically by Unicorn as directed by the system’s policies and configuration.

For more information about Academic Reserves, refer to the WorkFlows Online helps.

The Software 11


The Academic Reserves wizards can be accessed from the Aca-demic Reserves (resv) toolbar.

Reserve Information and Maintenance

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Overview 12


Course Information and Maintenance

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The Software 13


Item Information and Creation

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Overview 14


Reserve Records

Unicorn uses two types of reserve records, which exist in a par-ent/child relationship.

• Reserve control records (parent) contain reserve desk and circulation rule information.

• Individual instructor/course reserve records (children) con-tain information about whether the reserve record is set to the INACTIVE, PREPARE, or ACTIVE stage.

Reserve Control RecordBefore placing materials on reserve the copy’s call number record must be linked with a reserve desk. Each reserve collec-tion at a library must have a Reserve Desk policy entry. The reserve control record points to this Reserve Desk policy infor-mation, as well as Circulation Rule policy information. Either a reserve control record must be created, or this copy must be linked to an existing reserve control record.

The reserve control record is then able to represent and track linked individual instructor/course reserve records. The reserve control record can represent none, one, or several individual instructor/course reserve records.

Course Records

Course records define the courses for which reserve materials are needed. Unicorn links the course records with the individual instructor/course reserve records and through them to materials on reserve. These links associate a course record with a specific title on reserve and a specific instructor.

Reserve Records 15


User Records and Academic Reserves

Both the reserve control records and the individual instructor/course records are linked with user records. Depending on the functions you are performing in the Academic Reserves module, Unicorn must be able to find the following user records.

• Reserve desk

• Instructor

• Patron

Reserve DeskWhen you are setting up your Academic Reserves module, you must define a Reserve Desk policy which will represent your reserve collection. After you have defined the Reserve Desk policy, you must create a user record to represent the reserve collection. Because some standard reserve functions require information from the reserve collection’s user record and from the Reserve Desk policy, Unicorn must be able to find this user record.

InstructorBefore an instructor can have a copy placed on reserve and be associated with a individual instructor/course reserve, the instructor must have a user record.

PatronJust as with standard checkouts, patrons must have user records in the Unicorn system before they can check out any copy placed on reserve.

User RecordsUser records, which are required to access Unicorn, can be cre-ated manually by filling out an online template or can be loaded in batch from machine-readable data files in a specific format. User records represent not only patrons, but the library as well. The library’s departments and staff members are entered into Unicorn as users with privileges defined for each type of user.

Overview 16


Types of Users

Any person or organization borrowing library material is a user and must be represented in the user database by a user record. The user database contains all the necessary information about the library’s users, their standing with the library, and their relationship with library items. Unicorn may be configured to require entry of a PIN before a user enters a request or checks his or her current status.

Users are not just patrons (members of the library’s public), but may be other libraries or even the library’s own internal departments, such as Cataloging, Reference, Bookmobile, or Bindery. A user can also be a status or condition assigned to an item, such as Lost.

A user record consists of the following information.

• User ID

• Alt ID

• Group ID

• User’s title, name, address and phone number(s)

• Notes and comments

• Library

• User profile

• Location

• Optional statistical categories

• Personal Identification Number (PIN)

User Records and Academic Reserves 17


• User Status

• Date the user registered

• Date the user’s privilege expires

Unicorn also keeps track of the user’s charges (check-outs), hold requests, bills, return claims, materials booking requests, and journal routings. All of these can be counted or listed in a report.

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Overview 18


Sessions Settings Wizard

The Session Settings wizard guides you through the process of determining specific property-type settings for a range of wiz-ards during your WorkFlows session. The values in the session settings behave in the same way that properties behave. If you save properties when exiting, your session settings are saved for use in the next WorkFlows session.

Note: The defaults contained in these session settings will

be used throughout the wizards on the Academic Reserves

(resv) toolbar. Session settings are not currently available

for any reserves commands on the toolbar.

Select the Session Settings wizard to specify reserves settings. If no preference defaults are set at the start of a wizard, you will receive a system message, and the Session Settings wizard displays automatically for review.

In the Session Preferences area, specify the reserve desk you want to use by default for the Academic Reserves wizards. You may specify up to two reserve desk settings; one reserve desk to use if a wizard does not allow ALL as a valid reserve desk selec-tion, and one reserve desk to use if a wizard accepts ALL as a valid reserve desk selection.

1) In the Reserve Desk (When ALL Invalid) field, either type the name of the reserve desk, or select the down arrow at the end of the field to select a reserve desk name from the list. The names that display in the list are defined in the Reserve Desk policy.

2) In the Reserve Desk (When ALL Valid) field, either type the name of the reserve desk, or select the down arrow at the end of the field to select a reserve desk name from the list. The names that display in the list are defined in the Reserve Desk policy.

3) Select OK.

Sessions Settings Wizard 19


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Overview 20


Course Wizards

The following wizards are available for creating and maintain-ing course information.

• Display Course

• Create Course

• Duplicate Course

• Modify Course

• Remove Course

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Sessions Settings Wizard 21


Creating Course Information

Each course that requires reserve copies must have a course record. Unicorn links the course records with individual instructor/course reserve records. This link allows Unicorn to associate copies located at a specific reserve desk with specific courses and instructors. Because Unicorn cannot associate a copy with a course until a course record exists in the Unicorn database, course records must be created before any reserve records are created.

The Create Course wizard guides you through the process of creating a course record.

1) In the Identify Course to Create step, enter a course ID.

2) In the next step, Create New Course Record, provide the fol-lowing information in the Basic Info folder.

• Course name

• Terms offered

• Number of students

• Enter additional information, such as notes or com-ments, in the Extended Info folder.

After successfully creating a course record, you can createanother course record, review the course record you just created, or close the Create Course wizard.

Course Wizards 22


Create Course Wizard Properties

The Create Course wizard allows for the following properties to be set.

DefaultsYou can select a default setting for the Terms Offered field. Pos-sible values are based on your Course Term policies.

Helpers

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Properties Allow

Display Course Helper Yes

Create Course Wizard Properties 23


Modifying Course Information

The Modify Course wizard guides you through the process of making changes to existing course information.

1) In the Course Lookup, enter the course ID, course name, instructor's user ID, or instructor's name. The Current field may display. Select this field to display information about the most recently created, displayed, or modified course.

If a list of courses displays, select one and the Modify This Course next step button. The course ID glossaries display additional information about each course.

2) In the next step, Modify Course Information, review the dis-played information in the Basic Info and Extended Info tabs.

3) Make changes as needed, and select OK. You can also return to the list of courses or look up another course.

After modifying the course information, you can modify another course record, review the updated course record, return to the list of courses, or close the Modify Course wizard.

Course Wizards 24


Modify Course Wizard Properties

The Modify Course wizard allows for the following properties to be set.

Defaults

Basic Preferences

In the Basic Preferences screen area, you can specify whether to display extended information. The Extended Info check box is delivered enabled.

Lookup Preferences

In the Lookup Preference screen area, you can select Search Type and one of the following fields as the default value.

• Course ID

• Course Name

• Instructor ID

• Instructor Name

Course ID is the delivered value.

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Modify Course Wizard Properties 25


Displaying Course Information

The Display Course wizard displays course information, such as the course ID, terms the course is offered, and number of students enrolled in the course. The Display Course wizard guides you through the process of displaying information about courses that use reserved material.

1) Select one of the following item lookup methods.

• Course ID

• Course Name

• Instructor's User ID

• Instructor Name

If a list of courses displays, select one and the Display This Course next step button.

Note: This step also displays when the Display Course

helper is selected.

The course ID glossaries display additional information about each course.

2) In the next step, Single Course Record, review the informa-tion in the Basic Info and Extended Info folders.

After reviewing the displayed information, you can look up information about another course, return to the list of courses, or close the Display Course wizard.

Course Wizards 26


Display Course Wizard Properties

The Display Course wizard allows for the following properties to be set.

Defaults

Lookup Preferences


• Course ID

• Course Name

• Instructor ID

• Instructor Name


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Display Course Wizard Properties 27


Duplicating Course Information

Once a course record has been created, you can easily create additional, similar course records. The Duplicate Course wizard automatically copies values from one course record to another, which is useful when creating course records for several sec-tions of the same class.

Example:

If an institution has 20 sections of Freshman Composition, and each section has the same course information, except for the section number, using this wizard to create the 20 course records would be much faster than using the Create Course wizard for each one.

The Duplicate Course wizard guides you through the process of copying an existing course record.

1) In the Course Lookup step, enter the course ID, course name, instructor's user ID, or instructor's name. The Current field may display. Select this field to display infor-mation about the most recently created, displayed, or modi-fied course.

If a list of courses displays, select one and the Duplicate This Course next step button. The Course ID glossaries dis-play additional information about each course.

Note: Unicorn automatically uses the most recently

created course record's course ID.

2) In the next step, Identify New Course, enter a course ID for the new course record, and select OK. You may also return to the list of courses or look up another course ID.

Note: In the Creating New Course by Copying

Information From screen area, the original course ID is

displayed. Selecting this ID displays additional

information about the course.

Course Wizards 28


3) The Duplicate Course Information step displays the Basic Info and Extended Info folders. The fields in these folders contain the same values as the original course record. Change course information as needed, and select OK.

After copying a course record, you can copy another course record, review the course record you just created, return to the list of courses, or close the Duplicate Course wizard.

Duplicate Course Wizard Properties

The Duplicate Course wizard allows for the following properties to be set.

Defaults

Lookup Preferences


• Course ID

• Course Name

• Instructor ID

• Instructor Name


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Duplicate Course Wizard Properties 29


Removing Course Information

When a course no longer needs any materials at the reserve desk and is no longer linked to any reserve records, the course record can be removed, especially if the course is not frequently taught.

Note: All reserve records must be removed from the course

before it can be deleted.

The Remove Course wizard guides you through the process of removing course information.

1) In the Course Lookup step, enter the course ID, course name, instructor's user ID, or instructor's name in the Lookup field. The Current field may display. Select this field to display information about the most recently created, displayed, or modified course.

If a list of courses displays, select one and the View This Course next step button. The course ID glossaries display additional information about each course.

2) In the next step, Remove Course Record, review the infor-mation in the Basic Info and Extended Info folders.

3) Select the Remove next step button if this is the correct record. Select the Return to Course List or Lookup Another Course next step button if the displayed record is not the one you want to remove.

After removing course information, you can remove informa-tion about another course, return to the course list, or close the Remove Course wizard.

Course Wizards 30


Remove Course Wizard Properties

The Remove Course wizard allows the following properties to be set.

Defaults

Lookup Preferences


• Course ID

• Course Name

• Instructor ID

• Instructor Name


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Remove Course Wizard Properties 31


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Course Wizards 32


User Lookup and Information

User records, which are required to access the system, can be created manually by filling out an online user record template, or can be loaded in batch from machine-readable data files in a specific file format. User records represent not only patrons, but the library as well. The library’s departments and staff members are entered into Unicorn as users with privileges defined for each type of user.

In using the Academic Reserves module, all instructors must have a user record in Unicorn. This user record performs a dual function. In regards to circulation the user record and an item record is linked to a charge record when material is checked out. In Academic Reserves, a user record and course record is linked to the reserve record so students can lookup items on reserve by their instructor’s name. All students checking out reserve material must also have a user record in Unicorn.

The following are categorized as User Lookup and Information wizards.

• User Display

• New User Registration

• Modify User

• Renew Privilege

• Bill a User

• Pay Bill

• Place Hold

• Display User Holds

• Display Item Holds

Remove Course Wizard Properties 33


• Modify User Holds

• Modify Item Holds

• Remove User Holds

• Remove Item Holds

Registering a New User

The New User Registration wizard guides you through the process of creating a new user record.

CLICK ON THE NEW USER REGISTRATION WIZARD

Enter a User ID. This field will contain the scanned barcode.

Choose a profile. A profile is the user policy which determines a user’s privileges, like loan period and fine rate. Profiles are estab-lished by the Unicorn administrator.

Click OK.

Note: Consistency is important. Red fields are required

fields.

Last name, First name: The name should be entered in this order. The separating comma tells the software how to print names in the notice reports (such as overdues).

Title: This is an optional field. If used, it should be entered without a period. Unicorn will supply the period when printing the name in notice reports.

User Lookup and Information 34


Alt ID: A library can use this field to enter a unique number such as a driver’s license number. If the user does not have his library card and would like to check out a book, the circulation desk staff can look up the user by Alt ID to check out the item to the user.

Group ID: This is an ID that can be used to link members of a named group like a department or a family. Group ID is searchable and can be used to display all users associated with that ID.

Library: This is the lending library associated with the user’s library card.

Profile: This policy determines a user’s privilege. This field will have the value carried over that was entered on the first screen of the New User Registration wizard.

MOVE TO THE PRIVILEGE FOLDER

Privilege Expires: This date is automatically assigned and is determined by the user’s profile.

Status: The default setting is OK for a new user. The other choices will be covered in the Patron Privilege Statuses section of this guide.

MOVE TO THE DEMOGRAPHICS FOLDER

Demographics: These fields are used to categorize users for statis-tical purposes.

MOVE TO THE ADDRESS FOLDER

Addresses: The primary address is determined by selecting a radio button. The primary address will be used when running notice reports.

Registering a New User 35


MOVE TO THE EXTENDED INFORMATION FOLDER TAB

This folder includes free text fields where additional information about the user can be entered. Extended information can be an output selection in some reports.

Choose OK to create the user record. The following next steps are presented.

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Displaying User Information

The User Display wizard displays user information after guid-ing you through the process of selecting which user information to display.

1) In the Lookup User step, scan the user's barcode, or look up the user by name, alternate ID, or group ID. Select Current User to accept the most recently displayed or modified user.

If you identify the user by name or partial name, the library can be used as a qualifier. If you identify the user by partial name, a list may display. Select a user and the Display this User button.

2) In the next step, Displaying [Name], review the user infor-mation in the Summary folder. Use the displayed tabs to access additional folders containing user information.

A folder may contain a Display Options button, which allows you to change the type of information displayed. When applicable, use this button to limit or expand the amount of displayed information.

Example: Bill Options

If you have bills and if you select the Display Options button from the Bills folder, the Bill Options window displays. From this window, opt to display All, Paid, or Unpaid bills.

Note: Selecting a glossary displays more detailed

information about the selected field or label.

Displaying User Information 37


After user information has been displayed, you can select one of the following final steps.

• Display another user's record

• Modify this user's record

• Pay bills (if applicable)

• Close the User Display wizard

Note: The Before and After helper buttons can be used to

add entry fields before or after the Address or Extended

Info field in which your cursor is positioned, and the Delete

helper button can be used to delete an entry field.

It is recommended that library staff verify that the user does not already have a user record prior to registration.

After a new user is registered, you can select final steps based on your property settings.

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Item Information and Creation

Item records represent physical objects in the library’s collec-tion. Before adding material to the catalog, check the catalog to see if the title exists as a cataloged entry. If existing cataloging appropriate for use with the items is not found, a new title, call number, and copy will be added to the catalog.

The following are categorized as Item Information and Creation wizards.

• Add Brief Title

• Add Copies

• Edit Copies

• Change Item Barcode

• Remove Title, Call Number or Copies

Adding a Brief Title

The Add Brief Title wizard is available so staff can create bib-liographic records for photocopies or instructor’s texts that need to be put on reserve, but are not permanent in the library cata-log.

The Add Brief Title wizard guides you through the process of adding a brief title, call number, and copy to the catalog.

1) In the Enter Brief Item Info step, enter the personal author and title. Title is a required field.

2) The Call Number and Copy Info screen area contains the Type, Home Location, Library, and Item ID fields. Change this information as needed.

3) Select OK when you have finished entering information.

Adding a Brief Title 39


After a brief title record has been added to the catalog, you can select final steps based on your property settings.

• The default values for the title fields and the item values can be set through this wizard's properties. If you set the Home Location of the brief title to a processing location, such as CATALOGING, then when this item is discharged from the patron, it will be routed to this location for further processing.

• When the wizard starts, it compares all default properties to the policies. If any property settings are invalid, the wizard displays a dialog box that indicates which setting is invalid. When you select OK to close the dialog box, the wizard opens the Properties screen and places the cursor on the invalid setting.

• When the wizard starts, it checks to see if the system is con-figured for a multilibrary system. If the system is configured for a single library system, the wizard ignores the default Library property and uses the specified station library.

• The call number and item ID are automatically generated by Unicorn, but can be changed.

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Item Information and Creation 40


Adding a Copy

The Add Copies wizard guides you through the process of add-ing a new copy to a library's title. In a multi library system, each library must have separate call numbers for the copies in its collection. You must have a call number that already exists in your library to use the Add Copies wizard to add a copy in your own library.

1) In the Item Lookup step, identify the item or title of the item to which you want to add a copy.

2) If multiple call numbers exist for the title, brief volume and copy information will display for all volumes. At this point, you can select the volume to which you want to add a copy, return to the search list, look up another title, or close the wizard. Once you select a volume, or if the title has only one call number, a New Copy folder will display.

3) Call number information displays but cannot be edited. Add or modify the fields in the Copy Info screen area of the New Copy folder as needed. Select Cancel to return to the volume list if present, look up another title, or close the wizard.

After a copy has been added you can perform one of the follow-ing next steps.

• Add another copy to the same volume or call number

• Review the current title to confirm changes or make more changes to copy information

• Print a spine label with or without modification

• Return to the volume list, if the title has multiple volumes

• Look up another title to which to add a copy

• Close the Edit Copies wizard

Adding a Copy 41


Add Copies Wizard Properties

The Add Copies wizard allows the following properties to be set.

BehaviorThe Generate New Item IDs Automatically field determines whether a Unicorn generated item ID will be inserted into the record that is being created.

DefaultsThe Show These Values field governs the display of the Defaults properties page while working with the wizard. The delivered default never displays the properties page.

Lookup Preferences

You can preset a Preferred Search Type by selecting one of the search method options.

You can preset a Preferred Search Index by selecting one from the verify list.

You can also enable the Fixed Fields field if you want to display fixed fields data and the Descriptive Labels field if you want to display descriptive labels in addition to entries or tags. The Fixed Fields field is delivered enabled, and the Descriptive Labels field is delivered disabled.

Copy Defaults

• Type, with the delivered value of BOOK

• Home Location, with the delivered value of STACKS

The Permanent field indicates whether the item is part of your library's permanent collection, the Circulate field permits the item to circulate to patrons, and the Shadow Copy field deter-mines whether the copy will be shadowed. The Permanent and Circulate fields are delivered enabled. The Shadow Copy is delivered disabled.



The Optional screen area is not delivered with default values. You can preset values in the following fields.

• Price

• Media Desk

• Item Cat1

• Item Cat2

Helpers

Editing a Copy

The Edit Copies wizard guides you through the process of selecting and modifying individual copies of a library's title.

1) In the Item Lookup step, identify the item or title of the item you want to modify. If you search an exact item ID, that specific copy displays to be modified.

Note: The title you select must have an attached copy to

use the Edit Copies wizard.

2) If multiple call numbers exist for the title, brief volume and copy information will display for all volumes. At this point, you can select the volume and copy that you want to edit, return to the search list, look up another title, or close the wizard. Once you select a volume and copy, or if the title has only one call number and/or copy, a Vol/Copy folder will dis-play.

Properties Allow

Shadow Options Helper Yes

Print Spine Label Helper Yes

Editing a Copy 43


3) Call number information displays but cannot be edited. Add or modify the fields in the Copy Info screen area of the Vol/Copy folder as needed.

After a copy has been modified you can perform one of the fol-lowing next steps.

• Edit another copy on the same title

• Review the current title to confirm changes or make more changes to copy information

• Print a spine label with or without modification

• Look up another title to which to add a copy

• Close the Edit Copies wizard

Edit Copies Wizard Properties

The Edit Copies wizard allows the following properties to be set.

DefaultsThe Show These Values field governs the display of the Defaults properties page while working with the wizard. The delivered default never displays the properties page.

Lookup Preferences

You can preset a Preferred Search Type by selecting one of the search method options.


Title/Bibliographic Info

You can enable the Fixed Fields field if you want to display fixed fields data, and the Descriptive Labels field if you want to display descriptive labels in addition to entries or tags. The Fixed Fields field is delivered enabled and the Descriptive Labels field is delivered disabled.



Helpers

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Properties Allow

Shadow Options Helper Yes

Print Spine Label Helper Yes

Edit Copies Wizard Properties 45


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Creating Reserve Information

Before a copy can be circulated from the reserve desk, that copy’s call number must be linked to a reserve record. Since the reserve parameters have already been established, the reserve control records and their linked individual instructor/course reserve records can be created.

Creating reserve control records provides location and circula-tion information about the call number, linking it to the copies needed for reserve. Creating individual instructor/course records provides information about the instructor and course that needs the reserve copies. Each individual instructor/course reserve record must be linked with a reserve control record.

Both the reserve control record and the individual instructor/course reserve records contain information which influences the status of the reserve copies. These status values can be changed during the process of placing and removing reserves. However, before creating reserve records, copies needed at the reserve desk must be identified. Once it is determined which copies are needed at the desk, reserve control records and indi-vidual instructor/course records can be created for these copies.

If an instructor needs copies to be placed on reserve, the instructor must request that the library find the copies and cre-ate reserve records.

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Edit Copies Wizard Properties 47


Creating Reserve Records

The Create Reserve wizard guides you through the process of creating a reserve control record.

1) In the Item Lookup step, scan the item's barcode or identify the item by selecting another type of search.

2) In the next step, Create New Reserve Record, provide the following required information in the Basic Info folder.

• Select a circulation rule from the drop-down list.

• Enter an expiration date or select NEVER or TODAY from the drop-down list.

• Identify an instructor, using the Display User List gadget.

• Enter a course ID.

• Update the other fields as needed.

• If an item already has existing reserve information, the Existing Reserve Control Record window will display in the second step. You can make any necessary changes from this window

Note: If a Stage, Course ID, and Instructor ID are speci-

fied while creating the reserve control record, Unicorn auto-

matically creates an individual instructor/course reserve

record.

3) Select the Copies tab and enter new status information. Select OK.

After successfully creating a reserve control record, you can cre-ate another reserve control record, add/remove individual reserve records associated with the current reserve control information, review the previously created reserve information, or close the Create Reserve wizard.

Creating Reserve Information 48

Create Reserve Wizard Properties

The Create Reserve wizard allows for the following properties to be set.

BehaviorYou can enable the following checkboxes.

• Carry over Course ID upon wizard starting

• Carry over User ID upon wizard starting

Defaults

Basic Info

In the Basic Info screen area, you can select a default value for the reserve desk. The delivered Desk value is All. You can also set default values for the following fields.

• Circulation Rule

• Alt Circ Rule

• Booking Profile

• Expires(MM/DD/YY)

• Status

You can enable the following check boxes.

• Allow Manual Circ Rule

• Auto Select Copies

• Keep Copies at Desk

Individual Reserves

In the Individual Reserves screen area, you can select default values for the following fields.

• New Stage Value For All Reserves

• New Stages

• Expires(MM/DD/YY)

Create Reserve Wizard Properties 49


List of Copies

In the List of Copies screen area you can select the default val-ues for the following fields.

• New Status For All Copies

• New Status

Lookup Preferences

You can preset a Preferred Search Type by selecting one of the search methods options.


Helpers

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Properties Allow

Show Set Options for Item Lookup helper Yes


Adding and Removing Individual Reserve Information

Using the item ID or call number of the reserve control record that already exists, Unicorn links the new individual instruc-tor/course reserve record with the existing reserve control record.

The Add/Remove Individual Reserve wizard guides you through the process of creating an individual instructor/course reserve record.

1) In the Item Lookup, scan the item's barcode or identify the item by selecting another type of search.

2) In the next step, List Existing Individual Reserves, review the displayed information and select either the Add a New Instructor/Course Record next step button or the Remove Selected Instructor/Course Record next step button.

• If you select to add a new record, the Create Individual Reserve Record step displays. Provide the following infor-mation and select OK.

• Instructor ID (You can use the Display User List gadget to locate the instructor's user ID.)

• Expiration date (If a date is not entered in the Expires field, Unicorn defaults to the expiration date of the reserve con-trol record.)

• Course ID

• Stage

If you select a record from the listed individual reserves and the Remove Selected Instructor/Course Record button, the individual reserve record is removed.

Note: You cannot delete the last individual reserve record.

Adding and Removing Individual Reserve Information 51


3) Select the Done next step button.

After successfully adding or removing individual reserve records, you can add or remove individual instructor/course reserve records for another reserve control record, review the individual instructor/course records for the current reserve con-trol record, or close the Add/Remove Individual Reserve wizard.

Add/Remove Individual Wizard Properties

The Add/Remove Individual wizard allows for the following properties to be set.

BehaviorYou can enable the following checkboxes.

• Carry over Course ID upon wizard starting

• Carry over User ID upon wizard starting

Defaults

Basic Preferences

You can select default values for the following fields.

• Desk

• Stage

• Expires

Lookup Preferences

You can preset a Preferred Search Type by selection one of the search methods options.


HelpersProperties Allow



Understanding Reserve Status Relationships

Each reserve control record, each individual instructor/course reserve record, and each reserve copy within the individual instructor/course reserve record has a Status field.

Reserve Control Record StatusBy using the call number to associate the reserve control record with the physical materials, the reserve control record Status field reflects what is happening to the materials being placed on reserve or being removed from reserve. This field may con-tain the following values, which allow the reserve control record to track the linked individual instructor/course reserve records.

DORMANT

No materials associated with this reserve control record are currently on reserve, though these materials may have been on reserve in the past.

COLLECT

Individual instructor/course reserve records require the materi-als associated with this reserve control record. Materials need to be collected from their home location and placed at the library’s reserve desk.

CURRENT

At least one copy linked to this record is available for circula-tion as a reserve copy from the reserve desk.

RETURN

No individual instructor/course reserve records currently require the materials linked to this reserve control record. The physical materials can be returned to their home location or routed in response to a hold request.

Understanding Reserve Status Relationships 53


Individual Instructor/Course Reserve Record StatusThe individual reserve record Stage field reflects how soon the copies will be posted to the reserve browse index, and conse-quently, how soon students will be able to check out these cop-ies. This field may contain the following values.

ACTIVE

Library staff have gathered the materials associated with indi-vidual instructor/course records that have this status. These records are posted to the reserve browse index, and public users can search and view copies by Course ID, Course Name, and/or Instructor Name.

INACTIVE

The title does not currently need to be on reserve for the speci-fied course and instructor.

PREPARE

Library staff should be in the process of gathering materials associated with individual instructor/course records that have this status, since they will be needed soon. However, these materials are not yet ready for circulation. Usually, reserves are given this status just before a new term begins.

Reserve Copy StatusThe reserve copy Status field reflects what is happening to each copy being placed on or being removed from reserve. This field may contain the following values.

FLAGGED

The specified copy will be brought to the reserve desk in the future. This “tags” the item, but does not affect its normal cir-culation. However, items with this status may not be “tagged” for another reserve control record.


KEPT AT DESK

Although this copy retains its reserve desk location and is phys-ically shelved at the reserve desk, the copy is circulated to any user as non-reserve material. Usually, copies with this status are copies that are needed at the reserve desk often, such as three terms out of four.

NOT ON RESERVE

The specified copy is not linked in any manner with a reserve desk.

ON RESERVE

The specified copy is currently at the reserve desk and avail-able for students to check out. This copy is on reserve for at least one individual instructor/course record.

PICKUP

This copy should be brought to the reserve desk immediately if it is available in the library. Unicorn automatically places a copy hold to prevent this item from circulating before it is retrieved for the reserve desk. A hold for this item will be placed first in the hold queue list, and any currently available holds on this item will become unavailable. If the item is checked out, the hold placed will be a recall hold.

Note: When a copy has a KEPT AT DESK status and is

circulated as non-reserve material, Unicorn refers to the

Circulation Map policy for information about how to circu-

late this copy. For more information about the Circulation

Map policy, refer to the WorkFlow Online Helps.

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Understanding Reserve Status Relationships 55


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Charging and Discharging Reserve Material

The Checkout wizard is used to check out reserved items. The Discharge Checkin wizard is used to check in reserved items. The Renew Reserve wizard allows you to renew reserved mate-rials that are currently checked out.

Charging Reserved Material

The Checkout wizard checks out a copy placed on reserve. Both a user ID and an item ID are required to check out a copy. Unicorn then determines the item’s due date and time, based on information in the Reserve Desk policy, reserve control record, alternate due date, and alternate circulation rule. The Charge Reserve command wizard guides you through the pro-cess of checking out materials placed on reserve.

1) In the Charge Reserve wizard, scan the user's library card. You may also be required to enter the user's PIN or to pro-vide an alternate ID.

2) In the next step, Charge Reserve, scan the item barcode. If needed, select an alternate circulation rule and specify an alternate due date.

3) Select OK to check out the copy and display brief biblio-graphic information including the due date and time.

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Charging Reserved Material 57


Checking in Materials

The Discharge Checkin wizard guides you through theprocess of checking in materials.

1) In the Identify Item step, scan the item's barcode.

2) In the next step, review the title and routing information.

3) Continue checking in items.

Note: The Clear Discharge List button allows you to reset

the List of Discharges screen area to a blank area.

Discharge Checkin Wizard Properties

The Discharge Checkin wizard allows the following properties to be set.

BehaviorYou may enable the following behavior properties.

• Clear previous Item ID

• Pay Bills

• Warning if user is delinquent

• Display instruction

• Play sound for discharging alert

Defaults• Print available hold slips

• Print reshelving slips

• Print transit slips

Charging and Discharging Reserve Material 58

Helpers

Renewing Reserved Materials

The Renew Reserve wizard can be used to check out a reserve copy after the initial charge, extending the loan period. Since the reserve copy is currently checked out to the user requesting a renewal, the amount of time the copy can be borrowed is sim-ply extended.

The Renew Reserve wizard guides you through the process of renewing reserved material.


2) In the next step, Renew Reserve, review the displayed infor-mation in the Basic Info, Individual Reserves, and Copies folders, and select the Renew Reserve button to extend the loan period. To display information about another reserved item, select the Lookup Another Reserve button.

After successfully renewing an item, you can renew another reserved item, review the reserve information about the cur-rent item, review all renewed reserved items for this user, or close the Renew Reserve wizard.

Note: If a workstation has a receipt printer, the Charge

Reserve or Renew Reserve wizards can be used to print date

and time due slips.

Properties Allow

Lookup Item Helper Yes

Pay Bills Helper Yes

Replace Item Barcode Helper Yes

Renewing Reserved Materials 59


Renew Reserve Wizard Properties

The Renew Reserve wizard allows the following properties to be set.

Defaults

Lookup Preferences

You can preset a Preferred Search Type by selecting one of the search methods.


In the Lookup Preferences screen area, the Preferred Search Type default setting is Exact. The Preferred Search Index default setting is Item ID.

Helpers

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Properties Allow


Charging and Discharging Reserve Material 60

Modifying, Displaying, Receiving, and Removing Reserves

The Modify Reserve wizard allows you make changes to reserve records; the Display Reserve wizard allows you to view reserve records; the Receive Reserve wizard allows you to change the status of an item to ON RESERVE, and the Remove Reserve wizard removes reserve records.

Modifying Reserve Information

The Modify Reserve wizard guides you through the process of making changes to reserve control and individual instructor/course reserve information.


2) In the next step, Existing Reserve Control Record, review the displayed information in the Basic Info, Individual Reserves, Copies, and Extended Info tabs.

3) Make changes as needed, and select OK.

After modifying the reserve information, you can modify another reserve control record, add/remove individual instruc-tor/course reserve records to the current reserve control record, review the current reserve record, or close the Modify Reserve wizard.

Modifying Reserve Information 61


Modify Reserve Wizard Properties

The Modify Reserve wizard allows for the following properties to be set.

Defaults

Basic Preferences

In the Basic Preferences screen area, you can specify whether to display a full or brief item record, and whether to display extended information. The Display field is set to Full and the Extended Info check box is enabled.

Lookup Preferences



Multiple Reserves

You can opt to modify all of the reserves or selected reserves.

Helpers

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Properties Allow


Modifying, Displaying, Receiving, and Removing Reserves 62

Displaying Reserve Information

The Display Reserve wizard displays all individual instructor/course reserve records as well as parent information from the reserve control record associated with these individual reserves. The Display Reserve wizard guides you through the process of displaying information about reserved material.


2) In the next step, Single Reserve Record, review the informa-tion in the Basic Info, Individual Reserves, and Copies fold-ers.

If the Multiple Reserve Records window displays, select the correct record and the Display This Reserve button and the Single Reserve Record displays.

After reviewing the displayed information, you can look up information about another reserved item or close the Display Reserve wizard.

Display Reserve Wizard Properties

The Display Reserve wizard allows for the following properties to be set.

Defaults

Options

In the Call Number/Item ID area, you can specify whether to display copy, call, or title information about the reserve item; the level field is set to Copy.

In the Instructor/Course you can set a default value for Stage field.

Displaying Reserve Information 63


Lookup Preferences



Helpers

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Properties Allow



Receiving Reserved Materials

The Receive Reserve wizard can be used to receive a copy with a status of PICKUP for the reserve desk. When the library cir-culation staff discharges an item needed at the reserve desk, the item is routed to the holds desk and the copy level hold is removed. Reserve desk staff can then run the List Reserve Desk Holds (Deskholdlst) report for a list of items available at the holds desk. Reserve desk staff retrieve these items and use the Receive Reserve wizard to change the reserve copy status to ON RESERVE and the current location to that of the reserve desk.

The Receive Reserve wizard guides you through the process of receiving reserved material.

1) In the Item Lookup step, scan the item barcode or identify the item by selecting another type of search.

2) In the next step, Receive Reserve, review the displayed information and select the Receive Reserve next step but-ton.

After successfully receiving an item, you can receive another item for the reserve desk, review information about the reserved item that you just received, or close the Receive Reserve wizard.

Receive Reserve Wizard Properties

The Receive Reserve wizard allows for the following properties to be set.

Defaults

Lookup Preferences


Receiving Reserved Materials 65



Helpers

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Properties Allow



Removing Reserve Information

The Remove Reserve wizard guides you through the process of removing reserve information.


2) In the next step, Remove Reserve Record, review the infor-mation in the Basic Info, Individual Reserves, and Copies folders.

3) Select the Remove next step button if this is the correct record. Select the Lookup Another Reserve next step button if the displayed record is not the one you want to remove.

After removing reserve information, you can remove informa-tion about another reserved item or close the Remove Reserve wizard.

Remove Reserve Wizard Properties

The Remove Reserve wizard allows for the following properties to be set.

Defaults

Basic Preferences

In the Basic Preferences screen area, you can specify whether to display a full or brief item record. The Display field is set to Full.

Lookup Preferences



Removing Reserve Information 67


Remove Multiple Reserve Records

You can preset if all or selected reserve records should be removed.

Helpers

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Properties Allow



Frequently Asked Questions

This Section includes frequently asked questions about the fol-lowing Academic Reserves topics.

• Borrowing reserve materials

• Charging reserve materials

• Maintaining course information

• Maintaining reserve information

• Selecting a reserve status

• Using reports to update reserve information

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Remove Reserve Wizard Properties 69


Borrowing Reserves Material

Can an item be borrowed from a library within the same Unicorn system?

If the copies needed for reserve are not located in the library’s collection, they may be obtained from another library within the Unicorn system. A Place Academic Reserves request can be sent to the owning library after the appropriate policies and user records have been created.

Note: The system must have been properly configured per

the requirements set in the Establishing Reserve Parame-

ters section of this guide

The owning library charges the copy to the requesting reserve desk user, which will automatically set the copy’s current loca-tion to INTRANSIT. When the copy arrives at the borrowing library, the copy is discharged and routed to the borrowing reserve desk.

Note: For more information about the INTRANSIT value,

refer to the WorkFlows Online Helps.

Once the copy has arrived at the reserve desk, a reserve control record must be created using the Create Reserve wizard and the copy status set to ON RESERVE.

Caution:

Do not set the reserves copy status to any value except ON RESERVE orNOT ON RESERVE since the item belongs to another library.

Frequently Asked Questions 70

Can a second copy of an item be placed on reserve?If your library has one copy of a call number placed on reserve but needs to borrow a second copy of the same call number from another library, a second reserve control record should be cre-ated using the item ID. The item ID distinguishes between the two copies with the same call number and routes the borrowed copy back to its owning library.

Note: When both the item ID and the call number are pro-

vided, Unicorn sends the item ID as the preferred key.

How do I circulate a borrowed copy?This copy circulates from the borrowing reserve desk using the standard reserve circulation wizard: Checkout Item, Renew Reserve, and Discharge/Checkin. Because this copy is linked with a RESERVE Type Location policy and a Reserve Desk pol-icy, the borrowed copy is always routed back to the reserve desk when it is discharged. If the copy is accidentally discharged twice, the following message displays.

Item on reserve--may not be discharged

Can copies be borrowed from a library outside the Unicorn system be placed on reserve?

If the copies needed for reserve are not located in the library’s collection, they may be obtained from a library within the same Unicorn system, from a library outside the Unicorn system, or from an instructor. If the item is available through interlibrary loan, you can create a temporary title, call, and copy catalog records for each copy, using the Create Item wizard. The home location should be defined as the borrowing reserve desk.

Note: For more information about the Create Item

wizard and the procedure for creating a record, refer to the

WorkFlows online helps.

Borrowing Reserves Material 71


How do I place an instructor's personal copy of an item on reserve?

Copies may be borrowed from an instructor. Create a tempo-rary catalog record with the Add Brief Title wizard for each item provided by the instructor. (This wizard is on the Reserves toolbar, in the Item Information and Maintenance wizard group).

In the Add Brief Title wizard properties, disable the Permanent checkbox to create temporary catalog records by default. Dis-abling the Permanent checkbox identifies the catalog record as a temporary record, and you can run reports later to easily identify the temporary records for removal.

Define the home location as the borrowing Reserve Desk so that the item will always be routed back to the Reserve Desk when it is discharged.

Once you create the temporary catalog record, you can create a reserve for the instructor's personal copy.

How do I remove a borrowed copy from reserve when it is no longer needed?

When the Reserve Desk no longer needs the borrowed copy, use the Modify Reserve wizard to set the borrowed copy's reserve control record status to DORMANT or RETURN, the instruc-tor/course stage to INACTIVE, and the copy status to NOT ON RESERVE. If you have a large number of borrowed items, you may use reports to update reserve records and take items off reserve.


Charging Reserved Material

What causes Unicorn to block a charge on an item placed on reserve?

Unicorn blocks a charge if it will exceed the maximum number of reserve copies a user can have simultaneously checked out, or if the user has overdue reserve charges. This limit is speci-fied in the User Profile policy. The Override Block attribute must also be set to Yes in the associated Reserve Desk policy to allow an override to be performed.

How do I enter a special due date for a reserved item?Checkout screens display a Set Special Due Date helper that allows a different due date and time to be specified for a reserve copy. This special due date overrides both the standard circula-tion rule and the alternate circulation rule defined in the asso-ciated Reserve Desk policy and reserve control record.

Unicorn may be configured to require an override code before a special due date can be accepted when charging or renewing reserves.

Note: If you use a barcode reader to enter the item identi-

fication, enter the special due date before scanning the item

identification.

1) Select the Checkout wizard, and enter the user identifica-tion in the Identify User step.

2) Select the Set Special Due Date helper to display the Enter Special Due Date step.

3) Enter the due date and time, or select the Calendar gadget to select a due date and time.

Example: 12/28/2001, 7:00



4) In the Use Special Date Due field, select one of the following radio buttons.

• Select From Now On to use the special due date you entered for the duration of the Checkout wizard session.

• Select For This Checkout Only to use the special due date you entered only for the item you are currently charging to the user.

5) Select OK to return to the Checkout screen and continue the checkout process.

How does the Reserve Desk policy affect circulation?Each Reserve Desk policy controls the circulation of reserve items, using the following policy attributes.

• The Allow (Alternate Rules) attribute determines whether or not an alternate circulation rule may be used.

• The Automatically Applied (Alternate Rules) attribute determines whether or not the alternate circulation rule is applied automatically.

• The Not Allowed Until [ ] Minutes Before Closing attribute specifies the number of minutes before the Reserve Desk closes that an alternate or manual circulation rule may be applied.

• The Desk Hours attribute lists the daily hours of the Reserve Desk.

Allow Alt. Circ Rules Yes

Auto Alt. Circ Rule Yes

Minutes to Close 30

Desk Open Period Sun 9:00-17:00

Desk Open Period Mon 8:00-1:00 (Tues)

Desk Open Period Wed 8:00-23:00

Desk Open Period Thu 8:00-23:00

Desk Open Period Fri 8:00-23:00

Desk Open Period Sat 9:00-20:00


Note: Due dates cannot occur outside of Reserve Desk

hours. Unless the alternate circulation rule is enabled, the

calculated due date and time will be shortened to the clos-

ing time of the desk if the time due would otherwise occur

after the Reserve Desk closes.

The RSV-OVERNT Loan Period policy may be configured

as an alternate circulation rule to allow last-minute

reserves to be checked out overnight. Using this policy,

reserve items will be due when the desk opens the next day.

These items will not begin accruing fines until after the

Reserve Desks opens. The library's Reserve Desk policy

must be modified to automatically apply this, or any, alter-

nate policy.

How does the reserve control record affect circulation?The reserve control record has three fields which contain infor-mation about how Unicorn circulates associated reserve copies. Unicorn uses the information in these fields of the reserve con-trol record to determine how an item circulates, and when the item is due.

• The Circulation Rule field contains the name of the primary circulation rule that is used when charging reserved materi-als.

• The Alt Circ Rule field contains the name of the alternate circulation rule to use when charging reserved items within the specified minutes before closing, as defined in the Reserve Desk policy.



• The Allow Manual Circ Rule (Y/N) field, when set to Yes, allows an exception to be made for an item at a given Reserve Desk and allow any valid circulation rule to be manually entered in the Alt. Circ Rule field. If the Allow Manual Circ Rule (Y/N) field is set to No, you cannot manu-ally set an alternate circulation rule when charging a reserved item.

Displaying Course Information

How do I display course information without the complete course ID or course name?

In the Display Course wizard, the Course Lookup step allows you to enter a partial course ID or course name to search the list of courses. You may also search for course information by instructor name or instructor ID.

1) Select the Display Course wizard from the Course Information and Maintenance wizard group.

2) In the Course Lookup step, select the Search, Browse, or Exact radio button.

• In the search criteria drop-down list, select the search method you want to use. For example, to search by the course ID, select Course ID from the drop-down list.

• Type the search term or phrase in the empty field next to the search criteria drop-down list.

• Select OK to conduct your search for the course informa-tion.

3) If a list of courses displays, review the list and select a course, then select the Display This Course next step but-ton.


Maintaining Course Records

How do I display course information if I don't know the complete course ID or course name?

In the Display Course wizard, the Course Lookup step allows you to enter a partial course ID or course name to search the list of courses. You may also search for course information by instructor name or instructor ID.

1) Select the Display Course wizard from the Course Information and Maintenance wizard group.

2) In the Course Lookup step, select the Search, Browse, or Exact radio button.

In the search criteria drop-down list, select the search method you want to use. For example, to search by the course ID, select Course ID from the drop-down list.

Type the search term or phrase in the empty field next to the search criteria drop-down list.

Select OK to conduct your search for the course information.

3) If a list of courses displays, review the list and select a course, then select the Display This Course next step but-ton.

If my instructor has reserves for more than one class, how do I find which items are for each class?

1) Select the Display Course wizard, and enable the Instructor Name field. Then, enter a name and select OK.

2) The Multiple Course Records window will display. Select a course and press the Display This Course next step button.

3) The Single Course Record will display for review.

4) You can select the Return to Course List button or the Lookup Another Course button from this window.

Maintaining Course Records 77


Maintaining Reserve Information

How do I create a reserve record if I don't know the item's ID or call number?

Using the Create Reserves wizard you can select from several search types from the pull down list in the Item Lookup next step window.

1) If you know the author's last name, select Author for the search type from the pull-down list and enter the author's name in the empty field.

2) Enable the Search or Browse button and OK to conduct your search for the item.

3) If a list of items displays, review the list and select an item, then select the Create Reserve next step button.

4) Continue the create reserve process.

How do I add/remove individual instructor/course information to a reserve control record if I don't know the item ID or call number?

Using the Add/Remove Individual wizard you can select a search type from the pull down list in the Item Lookup next step window.

1) If you know the title of the item placed on reserve, select Title from search type pull down list and enter the title in the empty field.

2) Enable the Search or Browse button and select OK to con-duct your search for the item.

3) If a list of items displays, review the list and select an item, then select the Add/Remove Individual Reserve next step button.

4) Review the information and if the item is the correct reserve item select either the Add a New Instructor/Course Record or the Remove Selected Instructor/Course Record.

5) Continue creating the individual reserve record.


How do I remove reserve information if I don't know the item's ID or call number?

Using the Remove Reserve wizard you can select from several search types from the pull down list in the Item Lookup next step window.

1) If you know the title of the item placed on reserve, select Title from the search type pull down list and enter the title in the empty field.

2) Enable the Search or Browse button and select OK to con-duct your search for the item.

3) If a list of items displays, review the list and select an item, then select the Remove This Reserve next step button.

4) Review the information and if the item is the correct reserve item select the Remove button. If it is not the correct reserve information select the Lookup Another Reserve button and continue.

How do I display reserve information if I don't know the item ID or call number?

Using the Display Reserve wizard you can select from several search types from the pull down list in the Item Lookup next step window.

1) If you know the instructor's name that the reserve is placed under, select Instructor Name from the pull down list and enter a name in the empty field and select OK.

2) If a list of items displays, review the list and select an item, then select the Display This Reserve next step button.

3) Review the displayed information.

Maintaining Reserve Information 79


How do I display reserve information if I only know the course and/or instructor?

Using the Display Reserve wizard you can select from several search types from the pull down list in the Item Lookup next step window.

1) If you know the instructor's name that the reserve is placed under, select Instructor Name from the pull down list and enter a name in the empty field and select OK.

If you know the course ID of the items on reserve, select the Course ID from the pull down list and enter it in the empty field and select OK.

2) If a list of items displays, review the list and select an item, then select the Display This Reserve next step button.

3) Review the displayed information.

How do I place a reserve when the item is currently checked out?1) Select the Create Reserve wizard.

2) In the Basic Info folder of Create New Reserve Record, set the Status field to Collect and the Stage field to Prepare.

3) In the Copies Folder, select the copy to be placed on reserve and change the New Status to Pickup.

4) Issue a recall notice to the user who has the book checked out. When the book is discharged it will then be routed to the Reserve desk.

5) When the item is at the reserves desk, use the Modify Reserves wizard to make the item a current reserve. Change the Status to Current, the New Stage to Active and the New Status to On Reserve.


How do I place an instructor's personal copy of a book on reserve?

1) Select the Add Brief Title wizard. Accept the Create Title default, and press Enter.

2) Fill in Required fields: Item ID, Type, Location, and Library.

3) In the Descriptive Info area, provide the author and title. In the General Note field you may include the instructor name or other information. Press Enter.

4) Select the Create Reserve wizard.

5) Continue with the Create Reserve process.

How do I remove a reserve record by call number or item ID?Removing a reserve record by call number or item ID allows only that specific individual record to be deleted. To perma-nently remove a specific reserve record, refer to the following procedure.

1) Using the Remove Reserve wizard you can enter the item ID from the search type pulldown list in the Item Lookup next step window.

2) In the Remove Reserve Record next step window, review the displayed information and select the Remove next step but-ton to remove the reserve.

When a reserve record is removed, Unicorn responds with a routing message, explaining where the associated materials should be sent and displaying any outstanding hold requests. If the workstation has been configured with a receipt printer, shelving slips containing this information can be printed.

Note: For more information about shelving slips, refer to

the WorkFlows Online helps.



How do I remove a reserve record by course ID?Removing a reserve record by course ID allows all individual reserves or only a selected few associated with a particular course to be removed at one time.

1) Using the Remove Reserve wizard select Course ID from the search type pulldown list in the Item Lookup next step win-dow.

2) In the Multiple Reserve Record next step window review the information and select the Display This Reserve next step button. If a list displays, review the list and select an item then select the next step button.

Because this reserve is removed based on the course ID, information about all reserve records attached to this speci-fied course displays.

3) You can enable either the Remove All button, to remove all reserves attached to the course record, or check individual check boxes to remove selected reserve records attached to this course with the Selected button.


How do I remove a reserve record by instructor ID?Removing a reserve record by Instructor ID allows all individual reserves or only a selected few associated with a particular instructor to be removed at one time.

1) Using the Remove Reserve wizard select Instructor ID from the search type pulldown list in the Item Lookup next step window.


3) In the Multiple Reserve Records next step window you may enable either the Remove All button or the Selected button to remove reserve records attached to this instructor.



Can I remove just one reserve record associated with an instructor?

Remove an individual reserve control record or all associated individual instructor/course reserve records using the Remove Reserve wizard.

If I want to place an item on reserve again in the future can I just change the status and not remove the reserve information?

Change an individual reserve record and reserve copy status using the Modify Reserve wizard.

Reserve records for materials needed periodically should not be removed although the items are returned to their home loca-tion. Reserve records for materials only needed once should be removed.

If a course is no longer taught at an institution can I remove the course reserve record?

Remove individual/course reserve records using the Remove Course wizard.

When individual instructor/course reserve records become inac-tive or are removed, they no longer reference the associated course records, so these course records can also be removed.



Selecting a Reserve Status

When is a reserve item set to INACTIVE?If a copy is needed at the reserve desk periodically (for instance, if a copy was reserved in the past, may be needed at the reserve desk in the future, but is not currently needed), this copy is returned to its appropriate location.

1) Using the Modify Reserve wizard you can select from sev-eral search types from the pull down list in the Item Lookup next step window.

2) If you know the course ID of the item placed on reserve, select Course ID from the pull down list and enter the course in the empty field and select OK.

3) In the Multiple Reserve Record window, in the Global Edit Fields Values screen area, select the pull down list from the Stage field and set to INACTIVE. If a list of items displays in the Multiple Reserve Records, review the list and select the check box of the item or items to be modified, then select the OK next step button.

Note: When all individual instructor/course reserve

records have been set to INACTIVE and if copies are set to

ON RESERVE, the reserve control status automatically

changes to RETURN.

__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________


When is a reserve item set to ON RESERVE?A copy may be on reserve for several instructors and courses. As long as at least one instructor or course needs the copy it remains on reserve.

1) Using the Create Reserve wizard you can select from sev-eral search types from the pull down list in the Item Lookup next step window.

2) If you know the author's last name, select Author for the search type from the pulldown list and enter the author's name in the empty field.



5) Review the displayed information. The reserve control record status remains CURRENT and the copy status remains ON RESERVE.

The associated reserve copy status must be set to KEPT AT DESK, FLAGGED, or NOT ON RESERVE. A previously reserved copy with a KEPT AT DESK status remains at the reserve desk.

Example:

A copy may be needed three terms out of four, in which case the copy could be shelved at the reserve desk with a copy status of KEPT AT DESK and a reserve sta-tus of INACTIVE.

Note: The Setinactive and Rsvreturn reports can also be

used to perform these edits in batch. For more information

about batch reports, refer to the Reserve Reports section of

this guide. (The individual instructor/course reserve

record’s expiration date can be used as the basis for releas-

ing the materials from the reserve desk.)

Selecting a Reserve Status 85


When is a reserve item set to NOT ON RESERVE?When the last individual instructor/course reserve record asso-ciated with the copy becomes inactive and materials are ready to be released from the reserve desk, the copy status associated with these materials can be manually changed to NOT ON RESERVE.





5) In the Existing Reserve Control Record, select the Copies folder and in the NEW STATUS pulldown list select NOT ON RESERVE.

Based on this change, Unicorn may display a routing message containing each copy’s home location and/or hold information.

Example:

Record updated **** route to:HOLDS **** Item now held for: user ID:CHET name:Wright, Chet


When is a reserve item set to KEPT AT DESK or FLAGGED?A copy may be needed three terms out of four, in which case the copy could be shelved at the reserve desk with a copy status of KEPT AT DESK and a reserve status of INACTIVE.





5) In the Existing Reserve Control Record, select the Copies folder and in the NEW STATUS pulldown list select KEPT AT DESK. In the reserve STAGE pulldown list, select INACTIVE.

Are inactive reserve items still in the Unicorn database?The inactive individual instructor/course reserve records are still linked with the reserve control records stored in the Unicorn database. These control records store the Instructor ID and Course ID.

Although individual instructor/course reserve records and linked copies are still associated with the reserve control record, they are not controlled by the reserve circulation rule. A copy linked with an inactive reserve record still uses the Circulation Map policy to determine the loan period.

Is a reserve item listed as PREPARE held at the reserve desk? If a reserve item is listed as PREPARE there has been a request made for the item to be placed on reserve. The item will not present at the reserve desk but is in the process of being collected and placed on reserve.

Selecting a Reserve Status 87


Using Reports to Update Reserve Information

Reserve Group reports can be used to update the status and location of several reserve records at the same time.

Is there a report that will produce a list of reserves changed from INACTIVE to PREPARE?

Set Reserves to Prepare Report (Setprepare)

Before materials for the upcoming term’s reserve desk are col-lected, the Set Reserves to Prepare report (Setprepare) can be run. This report changes the individual instructor/course reserve status to PREPARE and the reserve control record sta-tus to COLLECT based on specified selection criteria. Only records with a status of INACTIVE can be changed to PRE-PARE.

Example: Report Based on Course Term Selection

In preparation of items needed at the reserve desk during the Spring and Fall quar-ters, this report can be generated at the end of the Summer and Winter quarters based on Course Term selection.

Is there a report that will produce a pick up list for reserve items?

Reserves Pickup List, Update Report (Rsvpickup)

Once the individual instructor/course reserve statuses have been updated to PREPARE, items needed at the reserve desk can be readied for pickup. First the copy status of these items must be set to FLAGGED. This can be done manually or auto-matically by this report. Once copies are set to FLAGGED, the copy status is changed to PICKUP. (If any needed copy has a status set to KEPT AT DESK, this status is changed to ON RESERVE.)

The Reserves Pickup List, Update report prints a list of items ready for pickup. Using this list, library staff can gather these items. If any of the needed copies are unavailable, this report generates holds for these copies and produces lists of available holds made unavailable.

Note: The Recall for Reserve Notices report

(Recallrsvntc) can be used to produce recall notices, based

on checked-out items with a reserve copy status of PICKUP.


Is there a report that will produce a list of the reserves that has charged from PREPARE to ACTIVE?

Set Reserves to Active Report (Setactive)

The Set Reserves to Active report (Setactive) can now be run. This report activates the individual instructor/course reserve status by changing the Stage field from PREPARE to ACTIVE.

Note: The List Individual Reserves report (Rsvlist) can

print a list of all individual instructor/course records set to

ACTIVE; this list can be used to manually update the asso-

ciated reserve copy status to ON RESERVE.

Is there a report that will produce a list of reserves charged from ACTIVE to INACTIVE?

Set Reserves to Inactive Report (Setinactive)

At the end of the term, when reserve materials are no longer needed, the Set Reserves to Inactive report (Setinactive) can be run. The individual instructor/course reserve record status changes to INACTIVE. This triggers the reserve control status to change to RETURN (or DORMANT if no copies are currently set to ON RESERVE), provided it contains no other individual instructor/course reserve records still set to ACTIVE or PREPARE.

Like the Set Reserve to Inactive report (Setprepare), this report is often based on Course Term selection.

Using Reports to Update Reserve Information 89


Is there a report that will produce a reshelving list for reserve items?

Reserves Reshelving List Report (Rsvreturn)

Finally, the Reserves Reshelving List report (Rsvreturn) can be run to automatically select copies no longer needed at the reserve desk and to change their reserve copy status to NOT ON RESERVE, FLAGGED, or KEPT AT DESK based on a reserve control status of RETURN.

What report lists the items that must be collected for reserves in the upcoming term?

To list the materials that need to be collected and brought to the Reserve Desk for the upcoming term, run the Set Reserves to Prepare (Setprepare) report. You may schedule the report to run at a specified time prior to each term to select individual instructor/course reserve records with a stage of INACTIVE for courses that will be taught in the upcoming term.

The Set Reserves to Prepare report does the following.

• Changes the instructor/course reserve record stage from INACTIVE to PREPARE

• Changes the associated reserve control record status from DORMANT to COLLECT

• Shows the number of reserve control records that were edited

• Lists the items that need to be collected and brought to the Reserve Desk for the upcoming term

The Set Reserves to Prepare report automatically sets the Stage field in the Selection Criteria tab to INACTIVE by default. You may specify other selection criteria if you wish, but no other settings are required to run the report.

Example:Preparing Reserved Items for an Upcoming Term

If the upcoming term is Fall, the Set Reserves to Prepare report selects courses that will be taught during the Fall term. Running the report changes each individ-ual instructor/course reserve record stage to PREPARE, and changes each asso-ciated reserve control record status to COLLECT. The library staff will use the list of items generated by the report to pull the requested materials and bring them to the Reserve Desk.


What report puts items on reserve for the current term?When the requested materials to be put on reserve for the upcoming term have been collected and brought to the Reserves Desk, run the Set Reserves to Active (Setactive) report to update the individual instructor/course reserve record stage for each item from PREPARE to ACTIVE. The Set Reserves to Active Report does the following.

• Changes the instructor/course reserve record stage from PREPARE to ACTIVE

• Changes the associated reserve control record status to CURRENT

• Produces a list of all individual instructor/course reserve records whose stage changed

• Enables all items associated with active individual instruc-tor/course reserve records to display in the Online Public Access Catalog (OPAC) when users search for reserved items by course ID, course name, or instructor

The Set Reserves to Active report automatically sets the Stage field in the Selection Criteria tab to PREPARE by default. You may specify other selection criteria if you wish, but no other settings are required to run the report.


Note: The List Individual Reserves (Rsvlst) report can

print a list of all items whose associated individual

instructor/course records are set to ACTIVE. This list can

be used to manually update the item's reserve copy status to

ON RESERVE with the Modify Reserve wizard. To gener-

ate this list, set the Stage field in the Selection Criteria tab

to ACTIVE when you run the report.

What report takes items off reserve at the end of the term?At the end of the term, when reserve materials are no longer needed, run the Set Reserves to Inactive (Setinactive) report to select active individual instructor/course reserve records for courses taught during the previous term that will not taught in the upcoming term.

The Set Reserves to Inactive report does the following.

• Changes the Stage field of the individual instructor/course reserve record from ACTIVE to INACTIVE

• Changes the reserve control record status. If any copy status is ON RESERVE, then the associated reserve control record status is changed to RETURN; if no copy status is set to ON RESERVE, the associated reserve control record status is changed to DORMANT.

• Produces a list of all individual instructor/course reserve records whose stage was changed

The Set Reserves to Inactive report automatically sets the Stage field in the Selection Criteria tab to ACTIVE by default. You may specify other selection criteria if you wish, but no other settings are required to run the report.

Example: Removing Items From Reserve

If the upcoming term is Spring, the Set Reserves to Inactive report can be set up to select courses taught in terms other than Spring and change the instructor/course reserve stage to INACTIVE. The reserve control record status is set to RETURN for any reserved items with a copy status of ON RESERVE. The reserve control record status is set to DORMANT if no copies of the reserved item have a copy status of ON RESERVE.


Various Reserve Scenarios

Sometimes copies are needed at the reserve desk immediately; sometimes copies are needed in the future. Although the basic steps for creating reserves remain the same, the Create Reserve process varies depending on the current status of the needed material and on how quickly the material is needed at the reserve desk. Often, the Reserve batch reports can be used to quickly update reserve records.

Copy Needed Immediately

What records need to be created before an item can be put on reserve?

If a needed copy is currently in the library's collection, the item's catalog record already exists. Before you can put the item on reserve, the following records must exist or be created.

• The instructor user record

• The course record

Do the following steps to create the necessary records.

1) If the instructor user record does not already exist, use the New User Registration wizard to create it.

2) If the course record does not already exist, use the Create Course wizard to create it.

If the needed copy is not already in the library's collection, you may borrow it from another library, or use a personal copy sup-plied by the instructor. Before you can put the item on reserve, the following records must exist or be created.

• The temporary catalog record for the item

• The instructor user record

• The course record

Copy Needed Immediately 93

Do the following steps to create the necessary records.

1) If a temporary title record for the borrowed item does not already exist, use the Add Brief Title wizard (which displays in the Item Information and Maintenance wizard group on the Reserves toolbar). Make sure the Permanent checkbox in the wizard properties is disabled, so that the catalog record you create is a temporary record. You can run reports later to easily identify the temporary records for removal.

2) If the instructor user record does not already exist, use the New User Registration wizard to create it.

3) If the course record does not already exist, use the Create Course wizard to create it.

How do I put an item on reserve immediately for the current term?

If the requested item is in your hand or has been brought to the Reserve Desk, and should be put on reserve immediately, you must set the statuses and stage correctly in the Create Reserve wizard to place the item on reserve.

1) Start the Create Reserve wizard.

2) In the Item Lookup step, select the Search, Browse, or Exact radio button.

3) In the search criteria drop-down list, select the search method you want to use. For example, to search by the item title, select Title from the drop-down list.


If you want to search for items in a certain library, select the library name from the Library drop-down list.

Select OK to conduct your search for the item.


5) In the Basic Info folder of Create New Reserve Record step, set the Status field to CURRENT and the Stage field to ACTIVE.


6) In the Copies Folder, select the copy to be placed on reserve, and set the New Status field to ON RESERVE. To change the copy status of all the listed copies, select ON RESERVE from the New Status For All Copies drop-down list at the top of the Copies folder.

7) Select OK to save your changes.

If a copy is shelved at the reserve desk, will it already have a reserve control record?

If a copy is shelved at the reserve desk, a reserve control record and an individual instructor/course reserve record probably exist for this copy.

If so, using the Modify Reserve wizard, the reserve control sta-tus should be changed to CURRENT, the individual instructor/course reserve to ACTIVE, and the copy to ON RESERVE.

If a copy is currently checked out what should the copy status be set to?

If a needed copy is checked out, the reserve control status should be set to COLLECT and the individual instructor/course reserve status to PREPARE. The copy status should be set to PICKUP, which automatically places a recall hold for the reserve desk. When the copy is returned, it will be routed to the reserve desk.

If a copy is currently on hold what should the reserve control status be set to?

If a needed copy is currently on hold, the reserve control status should be set to COLLECT and the individual instructor/course reserve status to PREPARE. The copy reserve status should be set to PICKUP, which automatically places a hold for the reserve desk and positions the reserve desk first in the hold queue list.


Copy Needed in the Future

Can reserve records be created in advance?Sometimes copies are not presently needed at the reserve desk but will be needed in the future. Reserve records for these cop-ies can be created in advance. Then, when the reserve desk needs these copies, only the reserve statuses will need to be updated and the physical copies gathered.

However, depending on the current status of this material, the basic Create Reserve procedure may need additional informa-tion. Refer to the following sections.

If I want to place an item on reserve again in the future, can I just change the status and not remove the reserve information?

Yes. If a copy is being taken off reserve but will be needed again in the future for a reserve, you can simply change the individ-ual reserve record and reserve copy status. Reserve records for materials needed periodically should not be removed even though the items are returned to their home location.

Note: Reserve records for materials only needed once

should be removed. Refer to the Removing Reserve

Information topic for more information.

1) Start the Modify Reserve wizard.


In the search criteria drop-down list, select the search method you want to use. For example, to search by the item title, select Title from the drop-down list.



3) If a list of items displays, review the list and select an item, then select the Modify This Reserve or Modify Reserves next step button.

Copy Needed in the Future 96

4) In the Modify Reserve: Existing Reserve Control Record step, select the Basic Info folder, and select DORMANT from the Status drop-down list.

5) Select the Individual Reserves folder, and select INACTIVE from the New Stage drop-down list for each reserve you want to change.

6) Select the Copies folder, and select NOT ON RESERVE from the New Status drop-down list for each copy whose sta-tus you want to change. To change the copy status of all the listed copies, select NOT ON RESERVE from the New Status For All Copies drop-down list at the top of the Copies folder.

OR

If the copy or copies will be needed for a future reserve, select FLAGGED from the New Status drop-down list for each copy whose status you want to change. To change the copy status of all the listed copies, select FLAGGED from the New Status For All Copies drop-down list at the top of the Copies folder.


When the item is needed again for the reserve, set the reserve status of the reserve record to collect the items.

1) Select the Modify Reserve wizard.








4) In the Modify Reserve: Existing Reserve Control Record step, select the Basic Info folder, and select COLLECT from the Status drop-down list.

5) Select the Individual Reserves folder, and select PREPARE from the New Stage drop-down list for each reserve you want to change.

6) In the Copies Folder, select the copy to be placed on reserve, and set the New Status field to PICKUP. To change the copy status of all the listed copies, select PICKUP from the New Status For All Copies drop-down list at the top of the Copies folder. Setting the copy status to PICKUP automatically places a Copy level hold with a Rush recall on the item. The Reserve Desk hold is positioned as the first hold in the hold queue for the item.


To put the item on reserve again, do the following.

1) Select the Modify Reserve wizard.








4) In the Modify Reserve: Existing Reserve Control Record step, select the Basic Info folder, and select CURRENT from the Status drop-down list.

5) Select the Individual Reserves folder, and select ACTIVE from the New Stage drop-down list for each reserve you want to change.

6) In the Copies Folder, select the copy to be placed on reserve, and set the New Status field to ON RESERVE. To change the copy status of all the listed copies, select ON RESERVE from the New Status For All Copies drop-down list at the top of the Copies folder.


Note: When several copies need to be placed on reserve,

the Set Reserves to Prepare (Setprepare) report can be run

to change the reserve statuses to PREPARE. Then, the Set

Reserves to Active (Setactive) report can be run to change

the reserve statuses to ACTIVE. Refer to the FAQs: Using

Reports to Update Reserve Records topic for more informa-

tion.

If a copy is shelved at the reserve desk, how should its copy status be set?

If a copy is shelved at the reserve desk, a reserve control and an individual instructor/course reserve record probably exist for this copy. The copy probably has the copy status of KEPT AT DESK; when the copy is placed on reserve again, the reserve control status will simply need to be changed to CURRENT, the individual instructor/course reserve record status to ACTIVE and the copy status value to ON RESERVE.


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Reserves Policies

The Academic Reserves module maintains a special collection of materials circulated to a specific set of users, usually stu-dents in specific courses. These courses are specified in the Course Term policy. The physical location of circulation reserve material is usually restricted to the library itself. The loan period of reserve materials is often short to allow access to the largest number of students.

All reserve materials must be linked with a reserve control record. The reserve control record is linked to the item record using the copy’s call number or item ID; this reserve control record contains information about the associated Reserve Desk policy and circulation rule. Each reserve control record is linked with individual instructor/course reserve records, which are linked with instructor and course records.

The Reserves policies allow the library to define periods of time when courses may require reserved items as well as informa-tion about the location and circulation of these reserved items. The Reserve Configuration: Select A Policy window allows you to select the following policies.

• Course Term

• Course Extended Info

• Reserve Desk

• Reserve Extended Info

Course Term Policy

From the Reserve Configuration: Select a Policy window, select Course Term to display the Reserve Configuration: Display Course Term Policy List window.

A Course Term policy identifies the library system’s semesters or quarters and is linked to course records. The Terms Offered verify field in a course record references the Course Term poli-cies. The Course Term policies are useful when determining when a course will be taught and when reserve copies will be needed for circulation.

Course Term Policy 101

From the Reserve Configuration: Display Course Term Policy List window, you can create, display, modify, copy, or remove the Course Term policies. Selecting Cancel closes the window.

AttributesThe Course Term policy includes the Name and Description attributes.

Name

This attribute provides an abbreviated course term name that is used to link reserve records and course records.

Description

This attribute provides more information about the policy and its use by the library.

Reserve Desk Policy

From the Reserve Configuration: Select a Policy window, select Reserve Desk to display the Reserve Configuration: Display Reserve Desk Policy List window. The Reserve Desk policy defines the location of reserve copies as well as explains how to circulate the reserve copies. Reserve Desk policy names are used as values in the Desk field in reserve control records.

From the Reserve Configuration: Display Reserve Desk Policy List window, you can create, display, modify, copy, or remove the Reserve Desk policies. Selecting Cancel closes the window.

AttributesThe Reserve Desk policy contains several attributes that define characteristics of the reserve collection associated with this pol-icy. The attributes also provide circulation and location infor-mation for items at the reserve desk.

Name

This attribute uniquely identifies a Reserve Desk policy.

Description

This attribute provides more information about the policy and its use by the library.

Reserve Desk Policy 102

User ID

This attribute contains the reserve desk’s User ID; a user record must be created with this ID. It is recommended that this attribute’s value match the Reserve Desk policy name.

Use the Display User gadget to select a user ID.

Location

This attribute allows the location of a reserve copy to be speci-fied when it has been placed on reserve. This value must match a Location policy. When a copy is placed on reserve, a Location policy must exist for the reserve desk associated with that copy.

Example: Location Attribute

Items located at the Main Library reserve desk must be associated with the MAIN-RESV Location policy.

A Location policy type, RESERVE, must be assigned to all reserve user locations. This Location policy attribute allows copies at the owning library to be charged to a reserve desk at another library.

Use the Display Policy List gadget to select a location.

Library

This attribute allows the name of the reserve desk’s library to be specified. This value must match a Library policy.

Use the Display Policy List gadget to select a library.

Overdue Block

This Yes/No attribute determines whether a user with overdue reserve charges should be blocked from charging additional reserve items from this reserve collection.

Alternate Rules

This screen area contains the following attributes.

Allow (Alternate Rules)

This Yes/No attribute allows an alternate circulation rule to be used. If Yes is selected, an alternate circulation rule may be used when a copy is charged or renewed from the reserve collec-tion within a set time of the reserve desk closing time.


Automatically Applied (Alternate Rules)

This attribute specifies whether Unicorn should automatically apply the alternate circulation rule or not. If enabled, Unicorn will automatically apply the alternate circulation rule from the item’s reserve control record whenever a copy is charged or renewed from the reserve collection within a set time of the reserve desk closing time and a manual circulation rule is not supplied.

If the Auto Alt Circ Rule is disabled, an alternate circulation rule can be manually defined when the reserved item is charged if the reserve control record allows a manually defined alternate circulation rule.

Not Allowed Until [ ] Minutes Before Closing

This attribute specifies the number of minutes before the reserve desk closes that the alternate circulation rule may be applied. Alternate circulation rules are defined in reserve control records.

Desk Hours

This attribute lists the standard operating hours that the reserve desk is open.

Use the Desk Hours gadget to select the standard operating hours.

Display User GadgetThe Display User gadget displays a master list of all user IDs in the system database. If necessary, resize the window to dis-play the full range of the list on screen, and page through the displayed users with the Forward and Backward buttons. A Users Selected list displays next to the master user list. Select-ing a user ID from this master list moves the ID to the Users Selected list. Selecting a user ID from the Users Selected list moves the ID back to the master list.

Display Policy List GadgetThis gadget displays a list of valid policies, attributes, or attribute values that may be selected for the current field.


Desk Hours GadgetThis gadget allows you to specify the opening day/time and the closing day/time. In the Open From field, use the drop-down list to select a day of the week, and use the adjacent fields to specify the opening time. In the Until field, use the drop-down list to select a day of the week and use the adjacent fields to specify the closing time.

This range is added to the displayed lists in the Open From screen area and Until screen area. Select a day/time from these lists to modify an opening day/time or to modify a closing day/time. The Add button also allows a range to be added to the lists; the Update button saves a modified range, and the Remove button removes a range from the lists.

Note: Military time is used for the opening and closing

times.

Extended Info Format Policy

The Format policy controls the display, editing, and data valida-tion of all extended information fields in every type of record used in Unicorn. A Format policy is a list of entries allowed to be used by a given type of record, along with the characteristics of each entry.

All Formats in Unicorn have been grouped according to their general purpose or use. By assigning a particular purpose to a Format, Unicorn prompts the user only with appropriate Format choices at any place in the system when a Format policy is requested. Extended information-purpose formats all have the same set of attributes.

Extended Info Format Policy 105

The following Extended Information Format policies are deliv-ered for the Reserves module.

• COURSEX (Course Extended Information)

• RESCTLX (Reserves Extended Information)

• USERX (User Configuration)

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Extended Info Format Policy 106

Reserve Group Reports

The Reserve group of reports is used only by libraries that have the Academic Reserves module. The reserve desk provides more strict control over the circulation of library (and instructors') material which is in high demand because of reading lists for academic course work. The Reserves reports accomplish the fol-lowing tasks.

• Count and list reserve control records, and individual courses and reserves

• Manage holds, recalls, overdue and pickups for reserve materials

• Maintain statuses such as active, inactive, and materials in preparation for reserves in batch

Report Details

• Count Individual Courses

• Remove Reserve Records

• Count Individual Reserves

• Reserve Usage By Call Number

• Count Reserve Control Records

• Reserve Overdue Notices

• Instructor Reserve Notices

• Reserve Pickup List, Update

• List Individual Courses

• Reserve Pickup List

• List Individual Reserve

• Reserves Reshelving

• List Reserve Control Record

• Set Reserve Active

Report Details 107

• List Reserve Desk Holds

• Set Reserve to Inactive

• List Reserve Overdue

• Set Reserve to Prepare

• Recall for Reserve Notices

• Set Reserve to Select Status

Reserve Control Selection

Reserve DeskAll reserve control records selected by the report have been assigned this specified Reserve Desk policy. These policies iden-tify the library system’s reserve areas and contain each reserve desk's alternative circulation practice and hours information. The Reserve Desk in the reserve control record is the same as all reserve items associated with that control record. Use the Policy List gadget to select reserve desks. If no value is selected, all desks are included.

Date Created Each reserve control record selected by the report was created on this specified date. To select a range of dates, use the Date Range gadget.

Expiration DateEach reserve control record selected by the report is scheduled to expire on this specified date. This is the date that students will no longer need the title at the reserve desk, and is usually at the end of a course term. Individual reserve records can maintain a unique expiration date, but default to the expiration date of the reserve control record. To select a range of dates, use the Date Range gadget.

Reserve Control Selection 108

StatusEach reserve control record selected by the report currently holds this status. This field helps to track individual copies attached to the reserve control record call number. A DORMANT reserve control indicates that no copies are cur-rently on reserve, but one or more have been in the past and may be again. A COLLECT reserve control indicates that cop-ies need to be retrieved from the stacks to be added to the reserve desk. A CURRENT reserve control indicates that at least one copy is currently on reserve. A RETURN reserve con-trol indicates that copies are no longer required for reserve and the items may be returned to their home location.

Number of ReservesEach reserve control record selected by the report currently has this number of individual instructor/course records associated with it. To select a range of numbers, use the Number Range gadget.

Number of Active ReservesAll reserve control records selected by the report currently have this number of individual instructor/course records that are active. Either ACTIVE or PREPARE statuses are selected. To select a range of numbers, use the Number Range gadget.

Number of Copies on Reserve All reserve control records selected by the report have this number of associated copies with the status of ON RESERVE. To select a range of numbers, use the Number Range gadget.

Automatically Select Copies If Yes, only reserve control records with enabled fields of the same name will be selected. The Automatically Select Copies field in the reserve control record, when enabled, permits indi-vidual copies associated with the reserve control to be automat-ically updated by reports that are designed to modify the status of reserve copies. Only the Reserves Pickup List, Update and Reserves Reshelving List reports will automatically select and modify the status to the new value when this field is enabled. If No, only disabled fields will be selected.


Number of Copies Needed All reserve control records selected by the report require this number of copies to be on reserve. To select a range of numbers, use the Number Range gadget.

Number of Total Charges Each reserve control record selected by the report will have this specified total number of Charge Reserve and Renew Reserve transactions on any reserve copy that belongs to this reserve control record. To select a range of numbers, use the Number Range gadget.

Keep at Reserve Desk If Yes, only reserve control records with enabled fields of the same name will be selected. If this field in the reserve control record is enabled, then the Reserves Reshelving List report sets the copy statuses to KEPT AT DESK instead of NOT ON RESERVE or FLAGGED. KEPT AT DESK copies will not be returned to their home location. They will instead continue to be physically located at the reserve desk but will circulate as standard items. If No, only disabled fields will be selected.

Allow Manual Circulation Rule If Yes, only reserve control records with enabled fields of the same name will be selected. This field may only be enabled in the reserve control records only if the Allow Alt Circ Rule attribute in the associated Reserve Desk policy is set to Yes. Enabled, this field allows any valid circulation rule to be manu-ally entered in the Alt Circ Rule field. Disabled, an alternate circulation rule cannot be manually set when a reserve item is being charged. If No, disabled fields will be selected.

Circulation Rule All reserve control records selected by the report have been assigned this specified Circulation Rule policy as the primary circulation rule. The users who can circulate the materials and the and time period of circulation are contained in the Circulation Rule. Use the Policy List gadget to select rules. If no value is selected, all circulation rules are included.


Alternate Circulation Rule All reserve control records selected by the report have been assigned this specified Circulation Rule policy as the alternate circulation rule. This field may only be enabled in reserve con-trol records only if the Allow Alt Circ Rule attribute in the asso-ciated Reserve Desk policy is set to Yes. Unless the Allow Manual Circulation Rule attribute is also enabled, this is the only other valid circulation rule allowed for the reserve item. Use the Policy List gadget to select rules. If no value is selected, all circulation rules are included.

Extended Info Each reserve control record selected by the report has the spec-ified text in the specified entry of its extended information. To select entries and text, use the VED List gadget.

Reserve Selection

Reserve DeskAll reserved items selected by this report have been assigned this specified Reserve Desk policy. These policies identify the library system’s reserve areas and contain each reserve desk's alternative circulation practice and hours information. The Reserve Desk for individual reserves is the same as the associ-ated reserve control record. Use the Policy List gadget to select reserve desks. If no value is selected, all desks are included.

Date Placed Each reserve selected by the report was placed on this specified date. This field represents the date the individual instructor/course record was created (for example, added to an existing reserve control record), but does not represent the date that the copy went on reserve. To select a range of dates, use the Date Range gadget.

Reserve Selection 111

StageEach reserve selected by the report is currently in this stage or status. This field generally determines the relationship of the instructor and course to any copies of the linked call number. An INACTIVE reserve may be only reserved during another term, a PREPARE reserve is not yet available at the reserve desk, and an ACTIVE reserve is currently available and the instructor and course can be retrieved in a browsed search.

Expiration DateEach reserve selected by the report is scheduled to expire or be released from the reserve desk on this specified date. This is the date that students will no longer need the title at the reserve desk, and is usually at the end of a course term. If this date is not supplied, Unicorn defaults to the reserve control record’s expiration date. To select a range of dates, use the Date Range gadget.

Note: Reports that include a reserve selection may or may

not include all of the preceding selections.

Course Selection

Extended Info Each course selected by the report has the specified text in the specified entry of its extended information. To select entries and text, use the VED List gadget.

Number of Reserves All courses selected by the report currently have this number of items on reserve. To select a range of numbers, use the Number Range gadget.

Number of Students All courses selected by the report can accommodate enrollment of this specified number of students. To select a range of num-bers, use the Number Range gadget.

Course Selection 112

Terms Offered All courses selected by the report are offered during this speci-fied term or terms. These policies identify the library system’s semesters or quarters and are linked to course records. Use the Policy List gadget to select terms. If no value is selected, all terms are included.

Set Reserves to Inactive Report

The Set Reserves to Inactive report consists of the following components.

• Basic Information

• Selection Criteria, including Reserve Control Selection, Reserve Selection, Course Selection, User Selection

• Output Options

• Print Reserve

At a specified time prior to each term, this batch report selects active individual instructor/course/reserve records for courses taught during the previous term that are not taught in the upcoming term. For example, if the upcoming term is Fall, then this report selects courses taught in terms other than Fall and changes the reserve status to INACTIVE. The Stage field of the individual reserve record is changed from ACTIVE to INACTIVE. This report then produces a list of all individual instructor/course/reserve records whose status changed. This report also triggers a change to the reserve control status.

Note: If any individual instructor/course/reserve record

is changed to INACTIVE and if any copies are set to ON

RESERVE, then the status of the associated reserve control

record is changed to RETURN; if no copies are set to ON

RESERVE, the reserve control record status is changed to

DORMANT.

This report is in the Reserve Group of reports.

Set Reserves to Inactive Report 113

Reserves Reshelving List Report

The Reserves Reshelving List, Update report consists of the fol-lowing components.


• Selection Criteria, including Reserve Control Selection

The Reserves Reshelving List report can be used whenpulling items from the reserve desk shelves and routing them to another location. This report produces a list of items to be released from reserve. Depending on the values in the reserve control record's Auto Select Copies field and Keep Copies at Desk field, each item’s reserve copy status is changed to NOT ON RESERVE, KEPT AT DESK, or FLAGGED. Only reserve control records whose Status field is set to RETURN are consid-ered.


Set Reserves to Prepare Report

The Set Reserves to Prepare report consists of the following components.



• Output Options

• Print Reserve

At a specified time prior to each term, this batch report selects inactive individual instructor/course reserve records for courses that will be taught in the upcoming term. For example, if the upcoming term is Fall, then this report selects courses that will be taught during the Fall term and changes the individual instructor/course reserve records’ status to PREPARE. The sta-tus of each of inactive reserve records is changed from INACTIVE to PREPARE. This report then produces a list of all individual instructor/course/reserve records whose status changed.

Reserves Reshelving List Report 114

Note: If any individual instructor/course/reserve record

is changed from INACTIVE to PREPARE, then the status

of the associated reserve control record is changed from

DORMANT or RETURN to COLLECT.


Reserves Pickup List Report

The Reserves Pickup List report consists of the following com-ponents.


• Selection Criteria, including Reserve Control Selection, Item Selection, Call Number Selection, Catalog Selection

This report produces a list of items that need to be picked up and placed on reserve (for example, whose copy status is set to PICKUP). Listed items are sorted by location, then call num-ber.


Reserves Pickup List Report 115

Set Reserves to Active Report

The Set Reserves to Active report consists of the following com-ponents.



• Output Options

• Print Reserve

At a specified time prior to each term, this batch report selects individual instructor/course/reserve records which will be taught during the upcoming term. The Stage field of the indi-vidual reserve record is changed from PREPARE to ACTIVE. A list is produced of all individual instructor/course reserve records whose status changed, and all items associated with active individual instructor/course reserve records are posted to the Unicorn Public Access browse reserve list.


Set Reserves to Select Status Report

The Set Reserves to Select Status report consists of the following components.



• Value Modification

• Output Options

• Print Reserve

Set Reserves to Active Report 116

This report is similar to the Set Reserves to Active, Set Reserves to Prepare, and Set Reserves to Inactive reports, except that the status of the records, after the Set Reserves to Select Status report has run, can be specified as well as allow-ing any individual instructor/course reserve status to be changed regardless of the current status. The new record status value is required by this report. This report is primarily used to correct problems or mistakes.


Count Individual Courses Report

The Count Individual Courses report consists of the following components.


• Selection Criteria, including Course Selection

This report counts selected individual academic course records. This is the report to select if you have an information need that begins in the following way.

“I need to know how many courses...“

Note: The results of this report are embedded in the report

log. Do not select to view, print, or email results only, or the

system will return an error message.


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Count Individual Courses Report 117

Count Individual Reserves Report

The Count Individual Reserves report consists of the following components.


• Selection Criteria, including Reserve Selection

This report counts selected individual instructor/course reserve records. This is the report to select if you have an information need that begins in the following way.

"I need to know how many reserve titles..."





Count Reserve Control Records Report

The Count Reserve Control Records report consists of the fol-lowing components.



This report counts selected reserve control records. This is the report to select if you have an information need that begins in the following way.

“I need to know how many call numbers and/or copies on reserve...“





Count Individual Reserves Report 118

List Individual Courses Report

The List Individual Courses report consists of the following components.


• Selection Criteria, including Course Selection

• Sorting Criteria

• Output Options

• Print Course

This report produces a list of individual courses that includes information about the number of students enrolled, the term the course is offered, and the number of items on reserve. Results can be sorted by either course ID or course name.


List Reserve Desk Holds Report

The List Reserve Desk Holds report consists of the following components.


• Selection Criteria, including Hold Selection


• Output Options

• Print Reserve Control

This report produces a list of items held for a specific reserve desk. The Reserve Desk selection is required. These items can then be selected based on hold characteristics. The lists can be sorted by title/author or call number. The List Reserve Desk Holds report may be used to produce a list of available holds that can be used to retrieve items from the holds shelf and place them on reserve with the Receive Reserve wizard. Alter-nately, a list of unavailable, recalled holds can be used to deter-mine which needed items should be borrowed.


List Individual Courses Report 119

Reserves Pickup List Report

The Reserves Pickup List report consists of the following com-ponents.


• Selection Criteria, including Reserve Control Selection, Item Selection, Call Number Selection, Catalog Selection

This report produces a list of items that need to be picked up and placed on reserve (for example, whose copy status is set to PICKUP). Listed items are sorted by location, then call num-ber.


List Reserve Control Records Report

The List Reserve Control Records report consists of the following components.




• Output Options

• Print Reserve Control

This report produces a list of reserve control records. Records may be sorted by title/author or call number.


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Reserves Pickup List Report 120

List Individual Reserves Report

The List Individual Reserves report consists of the following components.


• Selection Criteria, including Reserve Control Selection, Reserve Selection


• Output Options

• Print Reserve

This report produces a list of reserves that may be output sev-eral ways. Reserves can be listed by item, instructor, or course and item. Instructor and course information is included regardless of the output method. Records may be sorted by title/author, call number, course ID or instructor. However, it is important when selecting the sort options that the groupings in the output options are also considered.


List Reserves Overdue Report

The List Reserve Overdue report consists of the following com-ponents.




This report produces a list of overdue reserve items that are charged to users. The lists can be sorted by title/author, call number, or user name.


List Individual Reserves Report 121

Reserves Pickup List, Update Report

The Reserves Pickup List, Update report consists of the follow-ing components.



The Reserves Pickup List, Update report changes copies and reserve control records in batch, places holds, and produces list reports. Only reserve control records whose status is set to COLLECT are considered. Based on information in each needed item’s reserve control record, Unicorn can change the reserve copy status from FLAGGED and NOT ON RESERVE to PICKUP.

First, this report must determine which copies of the qualifying reserve control records are to be set to PICKUP. Copies which have been set to FLAGGED prior to running this report are chosen first. Following this step, the report may automatically select copies to set to PICKUP if the Auto Select Copies field has been set to Yes. Additionally, any copies set to KEPT AT DESK are changed to ON RESERVE if they are not charged. A list of all items changed to PICKUP is produced to allow the copies to be retrieved. A separate shortfall report that displays in the finished list with the name Reserves PSHRT is also pro-duced for all reserve control records for which the number of copies specified by the Copies Needed field could not be auto-matically selected. If a needed copy is owned by the library but not available, holds or recall holds are placed. A list is produced for available holds made unavailable and for which availability notices have not been sent, and a list is produced for available holds made unavailable and for which availability notices have been sent.


Reserves Pickup List, Update Report 122

Reserve Usage By Call Number Report

The Reserve Usage by Call Number report consists of the fol-lowing components.


• Selection Criteria, including Transaction Selection, Item Selection, Reserve Control Selection, Reserve Selection, User Selection


This report determines how often reserved items were used during a specified time period. Selecting Yes in the Compare Database field of the Selection tab phase includes titles that have not been checked out as well as titles that have been checked out for comparison of usage. This report uses the trans-action log to determine the number of times the Charge Reserve or Renew Reserve wizard was used during a specified time period, then accrues this count based on call number and reserve desk. The output of the report includes a list of each instructor, the call numbers that each instructor has on reserve at each reserve desk, and the count of Charge Reserve and Renew Reserve transactions that have occurred on a specified call number at each reserve desk. Instructors may be selected based on characteristics of the user record of the reserved titles’ instructor. The output list can be sorted based on instructor ID/call number, instructor name/call number, instructor name/title, instructor name/usage, and reserve desk/call number.


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Reserve Usage By Call Number Report 123

Recall for Reserve Notices Report

The Recall for Reserve Notices report consists of the following components.


• Selection Criteria, including Charge Selection, Item Selection, Item Accountability Selection, User Selection, User Accountability Selection


• Output Options

• Charge Notice, including Price and Fine Information, Produce Mailing Labels

This report produces recall notices for items needed for the reserve desk. This report first selects charged items with a reserve copy status of PICKUP, and then sends a recall notice to the user who currently has the copy checked out. Selection for this report can be based on charge records, item records, and user records. The output can be sorted by user ID, user name, or zip code.


Instructor Reserve Notices Report

The Instructor Reserve Notices report consists of the following components.


• Selection Criteria, including User Selection, Course Selec-tion, Reserve Control Selection, Reserve Selection

• Output Options

• Reserve Notice

This report produces notices that can be sent to instructors list-ing all reserve items for a particular instructor or selected courses or reserve items that the instructor assigns that are being managed at the reserves desk. A specific instructor or list of instructors may be selected by user ID, or items included in

Recall for Reserve Notices Report 124

the notice may be based on various user, course, or reserve characteristics.


Reserves Overdue Notices Report

The Remove Reserve Records report consists of the following components.




• Output Options

• Charge Notice

This report produces overdue notices for items charged from the reserve desk. The only reserve control record selections available are Reserve Desk and Number of Active Reserves. Results may be sorted by user ID, user name, or zip code.


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Reserves Overdue Notices Report 125

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Reserves Overdue Notices Report 126

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