ERes for Library Staff

Note: These instructions work for all three campuses even though screen captures are from the Seattle Campus.

Typical Work Flow

Associated Tasks

A typical work flow for placing materials on reserve using the ERes system is as follows. Because course reserves, by their very nature, must meet the needs of students and faculty, some flexibility is expected.

ERes has a number of functions that are less likely to be used as part of the daily work flow, but are needed from time to time.

• Accept reserves submissions in your usual fashion.
• Access the ERes System
• Log on to the Admin Functions
• Check for an existing course record
• Create a course record
• Prepare documents for ERes/scan documents
• Place materials on reserve for a specific course in ERes
• Transfer a file-based document
• Retrieve a faxed document
• Create a link to a web-based document
• Make a link to III for any physical materials
• Create a link in III to the ERes materials
• Double-check the links
• Keep the instructor informed
• Renew or deprocess material at the end of the quarter

• Create a department record
• Create a faculty account
• Restore a course from the archives
• Modify a course record
• Delete documents
• Cross link course records
• Fax in a document using the fax-to-pdf module
• Create a document on the fly
• Modify a document
• Use folders to arrange documents

Standardization

• Department name standards
• Course name standards
• Instructor name standards
• Document title standards
• III and ERes naming standards summary sheet

Access the ERes System

Log on to the Admin Functions

Select the "Admin Functions" link from the menu bar on the right hand side of the ERes screen. Bothell ERes users will need to log in at this point. Seattle and Tacoma users have already logged in using their UWNetIDs.

The screen at the right will appear:

Check for an Existing Course Record

Before creating a new department, course or faculty account, you need to check for existing records.

:Log on to the Admin Functions and click on the "Course Web Sites" link.

Click on the "Page Management Link." This will lead you to the page at the right where you can search by department by scrolling through a list. If the department is not listed, you will need to create a department.

Highlight the desired department and click on "continue."

The screen on the right includes a list of both current and archived courses, with their instructors.

Scroll through the list and select the appropriate course. Then click on "continue."

If there is an existing course record, add materials to it rather than creating a new record -- even if the existing record was created by staff in another unit.

If the course was archived, you will get a message saying that you need to restore it from the archives before using it.

If the course is not listed, you will need to create a new course record.

Create a Course Record

Start the create course sequence from the main ERes screen, by clicking "Create a Course Page" in the right hand navigation bar. At Bothell, you'll need to log in using your ERes user name and password. Seattle and Tacoma users have already been authenticated using UWNetID.

There are three input screens in the sequence that lets you customize the site to your needs. You will have the opportunity to go back and change any inputs before completing the process. You can also go back and modify this information at any time after the course is created.

This screen enables you to enter the number of instructors to be associated with the course. If there is more than one, enter the number of instructors.

Click on the gray "continue" button at the bottom of the screen.

Information entered on the next screen establishes the ERes indexing information so that users can find the course page. If a course has multiple names/numbers, you will need to crosslist additional courses to this record.

Please enter information in the following manner:

Instructor: Use the drop-down box to select the instructor(s). If an instructor is not listed, you'll need to create a faculty account.
Department: Use the drop-down menu to select the department. If the department is not listed, you'll need to create a department.
Course number: Enter the course number without department abbreviation and without spaces (if you're including a section letter). Any letters in the course number should be capitalized. If there is no course number, use an asterisk (*).
Course name: Enter the course name as it appears in the Time Schedule using a mixture of upper and lower case letters.
Term: Select the quarter from the drop-down menu. It's not possible to select more than one quarter. To renew these materials for another quarter, you must modify this setting at the end of the quarter.
Year: Select the year from the drop-down menu.

Click on the gray "continue" button to move on to the next entry screen.

The third screen provides further customization of the coursepage. Each input on this screen is optional.

Teaching Assistants: You can include a list of Teaching Assistants on the course page by clicking on the "Click to add or change Teaching Assistants" link. Teaching Assistants added in this manner are not searchable. If you want students to be able to search by TA, they must be included as instructors.
Course Information: The text you enter in this box appears at the top of the main screen of the coursepage. This is a good place to enter alternate names for the course.
Course page password: At Bothell, each course page has a password. Leave this blank at Seattle and Tacoma unless the instructor wants an additional level of authentication beyond UWNetID.
Document Ordering: Select Alphabetical Document Ordering for most courses. Time order is the order the documents are entered in ERes, not the order they are used. So it's not very practical. If you want the materials to appear in the order they are assigned, you can enter a date as a part of a title or use folders later. If you want to customize the document ordering in some other way, select Time Order. This will allow you to change the order of the documents later.

Click "continue."

The confirmation screen lists all of the entries you made in in the create a course page sequence.

If you made any errors, you can simply use the gray “back” button to return to a previous screen to make corrections. In addition, you can always change any of these values after you create the coursepage by visiting the Page Management: Modify Coursepage screens.

Prepare Documents for ERes

ERes accepts documents in any electronic format. If you have a paper copy, you can scan it to one of a variety of image formats or to Adobe’s pdf format. You can put word processor (e.g. Word), spreadsheet (e.g. Excel), and presentation (e.g. PowerPoint) files directly into the system as well. In addition, you can add plain text, HTML, and even audio / video files. You can also use the fax-to-pdf module to input documents.

Scan Documents

In most cases, reprints are scanned to a local drive in pdf format using Adobe Capture. They can also be edited for quality and file size before being placed on reserve. Until we get better, more universal instructions, here are links to HSLIC's scanning instructions, editing instructions and reducing file size instructions. We need scanning instructions/guidelines.

Add a Document to a Course Page

Once you have prepared the file you want to add, start the add document sequence by going to the appropriate course page.

Click on the “Page Management” link in the right-side navigation bar on the main coursepage. In Bothell, you may have to enter your ERes username and password if you haven't alredy done so. You may add a document by transferring a file, retrieving a faxed document or linking to a web resource.

All features that allow administration of the course Web site are available hierarchically from the “Page Management” screen. To add a document, select “Add a document or link” from the “Course Page Documents” menu.

Documents already posted to the site can be manipulated using the “Delete,” “Modify,” and “Change Order” features. Modify allows both files and on-screen information to be changed.

Transfer a File-based Document

Select "add a file-based document" from this menu.

The “Browse” button brings up a dialogue box particular to the computer (and operating system) on which you work. The following examples are for Windows 95/98 dialogue boxes. Your windows may look a little different.

Browse for the desired file. You may need to change the selection for “Files of type:” in order to find the file you need. To see all the files, be sure to select "All Files (*.*)".

Double click a file or click it and then press “Open” to choose it for uploading.

Selecting a file in the dialogue box causes the file path to be copied to the file transfer pop-up screen. (Note: You may not see the entire path.)

If you make a mistake, you can click on "Browse" again to choose the correct file.

Click “Transfer” to upload it to the ERes webserver.

The file transfer is confirmed.

If you want to transfer another document to an ERes course page using the internal transfer mechanism, click "Browse" again and repeat the selection process.

Repeat the process until all of the files have been transferred.

Click “Done” after your last file transfer.

This will close the window and return you to the "Add Document (file transfer)" screen shown above.

Click the gray "Continue" button at the bottom of the screen to move on to the next step.

Initially, all files in your ERes staing area will appear on this screen. Documents are added to the course record one at a time. Select one document and any files associated with it (e.g. images that go with an html file) by clicking on the box(es) to the left of the file name. Click on the "Continue" button. (Note: you should only add more than one file to an entry if you are creating a multipage image set, or adding linked HTML documents)

If you have mistakenly transferred a file to your staging area, you can delete it by clicking on the "delete" link to the right of the file name.

Document Title: Enter the desired title for the document. This title will be displayed on your course Web site as the link to the document. You should use upper case letters for the first letters of major words and lower case letters for everything else. Please follow standard practices for naming commonly used documents (e.g. course syllabus).
NOTE: By default, documents will be arranged alphabetically on the course page. You can include assignment designations (such as dates) at the beginning of the title in order for them to alphabetize in the order they are used. You can also create folders after the articles are entered.
If you want a particular title to appear at the top of the list, you can put a + at the beginning of the title.
For example: +Course Syllabus.
Hint: You can use html markup while entering a title to enter line breaks, emphasized sections of text, or even create a second link within the title.
Document Password: At your option, the document can be separately password protected by entering a password on this screen. Guidelines for using document passwords -- music???
Number of Pages: This is especially useful for long documents so that users will be prepared for long download times.

Click on the gray "continue" button at the bottom of the screen.

The document has now been added to the course page. If you wish to add information to the document concerning the status of copyright permissions, click on the "Add copyright information to this document" link. You can also add a searchable author field to the document by using this function.

To add or modify another document, click on the "Add/Modify another document" link.

To view the course page, click on the "Course Page" link. It is always a good idea to do this after linking documents to verify that all document links work.

Retrieve a Faxed Document

You begin the sequence of retrieving a faxed file the same way as you begin transferring a document:

• Go to the course record
• Select "Page Management" from the menu on the right hand side
• Select "Add a document or link" from the Page Management Functions page
• Select "Add a file-based document" from the Add a Document or Link page

The process differs on the next screen. Here you should select "Retrieve a Faxed Document" at the bottom of the screen.

You will get a list of all the documents that have been faxed in. You can identify your document by the date and time it was faxed in. If you're not sure which one is yours, you can preview any document by clicking on the file name.

Select the document you want to put on reserve by clicking in it's radio button, then click on the gray "continue" button on the bottom.

At this point, the process again becomes the same as transferring a document:

Document Title: Enter the desired title for the document. This title will be displayed on your course Web site as the link to the document. You should use upper case letters for the first letters of major words and lower case letters for everything else. Please follow standard practices for naming commonly used documents (e.g. course syllabus).
NOTE: By default, documents will be arranged alphabetically on the course page. You can include assignment designations (such as dates) at the beginning of the title in order for them to alphabetize in the order they are used. You can also create folders after the articles are entered.
Hint: You can use html markup while entering a title to enter line breaks, emphasized sections of text, or even create a second link within the title.
Document Password: At your option, the document can be separately password protected by entering a password on this screen. Document passwords may be used for time-sensitive materials, such as homework solutions or exam keys, where the instructor wants to limit access until after a certain date.
Number of Pages: This is especially useful for long documents so that users will be prepared for long download times.

Click on the gray "continue" button at the bottom of the screen.

The document has now been added to the course page. If you wish to add information concerning the status of copyright permissions, click on the "Add copyright information to this document" link. You can also add a searchable author field to the document by using this function.

To add or modify another document, click on the "Add/Modify another document" link.

To view the course page, click on the "Course Page" link. It is always a good idea to do this after linking documents to verify that all document links work.

Create a Link to a Web-Based Document

Begin the sequence of creating a link to a web-based document the same way as you begin transferring a document:

• Go to the course record
• Select "Page Management" from the menu on the right hand side
• Select "Add a document or link" from the Page Management Functions page

The following menu will appear.

Select "add a link."

The document has now been added to the course page. If you wish to add information concerning the status of copyright permissions, click on the "Add copyright information to this document" link. You can also add a searchable author field to the document by using this function.

To add or modify another document, click on the "Add/Modify another document" link.

To view the course page, click on the "Course Page" link. It is always a good idea to do this after linking documents to verify that all document links work.

Make a link to III for Any Physical Materials

Place the physical materials on reserve in III.

Follow the instructions for creating a link to a web-based document.

On the data-entry screen, enter the following information:

Document Title: + List of Non-electronic Reserve Materials
Document Password: leave this field blank
Document URL: find the listing for the course in the UW Libraries Catalog, making sure that you type in the entire course name in your search. Copy the URL from the top of the screen and paste it in this field. You can click on the green check mark if you want to double-check to make sure you entered it correctly.

Click on "continue."

Create a link in III to ERes materials

Create a III Course Record if necessary.

Create a III Electronic Reserves Bibliographic Record

These are linked to the HSLIC staff instructions until the generic UW Libraries instructions are finished).

Enter the following information at the prompts:

AUTHOR MARC tag 100: Leave this blank.
TITLE MARC tag 245: Type+LIST OF ELECTRONIC RESERVE MATERIALS in capital letters and press [enter]
Press [enter] At the MISC MARC tag 85640 prompt to accept the MARC tag
MISC MARC tag 85640: Go to the appropriate ERes course page and copy the URL. Then, enter information as follows:
|uERes Course Page URL|zConnect to this title online; UW restriced
Example: |uhttps://eres.lib.washington.edu/coursepage.asp?cid=6&page=01|zConnect to this title online;UW restricted

Place the new III item record on reserve for the course.

Renew or deprocess materials at the end of the quarter

Make sure the radio button for "Archive" is selected. Warning, if you select "Delete," the course is permanently deleted.

Click on "continue."

You will get a confirmation screen saying that you have successfully archived the course.

Courses will be archived for 5 quarters (i.e. a Summer 01 course will be deleted at the end of Autumn 02).

Any courses that are not renewed are archived by the 3rd week of the quarter will be archived by UGL staff.

Create a Department Record

For the most part, departments have been pre-loaded at both the Seattle and Tacoma campuses. At Bothell, departments are being added as needed.

Start the create a department sequence from the main ERes screen, by logging on to the "Admin Functions."

Click on the "Departments List" menu item. The following screen will appear:

Click on "Add."

Department Name:
For the Seattle campus, enter the department name as it is listed in the UW Seattle Time Schedule.
For the Bothell campus, enter the word Bothell, followed by the department name as it is listed in the UW Bothell Time Schedule.
For the Tacoma campus, enter the department as it is listed in the UW Tacoma Time Schedule.
Departments should be entered with the first letter of each word capitalized and the remainder of the letters in lower case.
Department Abbreviation:
For the Seattle campus, the department abbreviation should be entered as it appears in the UW Seattle Time Schedule, in upper case letters without any spaces.
For the Bothell Campus, the department abbreviation should be entered a an upper case B followed by the department abbreviation as it appears in the UW Bothell Time Schedule, in upper case letters without any spaces.
For the Tacoma Campus, the department abbreviation should be entered as it appears in the UW Tacoma Time Schedule, in upper case letters without any spaces.
Note: You can also create a pseudo-department to meet a special academic need.

Click on the "add" button.

Create a Faculty Account

All material in ERes must be associated with an ERes account holder. If a faculty member does not have an account, you must create one.

Start the create a department sequence from the main ERes screen, by logging on to the "Admin Functions."

Click on "Accounts" in the upper left hand corner of the Administrative Functions screen. The following screen will appear.

Click on the "Add a new ERes account" link on the left.

If a faculty member does have an account, you can click on the "Modify and ERes account" link to view existing information and modify it if necessary. You can also choose to delete or view ERes accounts from this screen.

The "Add a new ERes account" screen contains blanks for entering instructor information. Standards for entering information are as follows:

When you've completed entering information, click on the gray "continue" link at the bottom to complete the process.

Restore a Course Record from the Archives

Log on to the Admin Functions and click on the "Course Web Sites" link.

Click on the "Page Mangement" link in the upper left-hand corner. The screen to your right will appear:

Highlight the desired department and click on "continue."

The screen on the right includes a list of both current and archived courses, with their instructors.

Scroll through the list and select the appropriate course. Then click on "continue."

If the course was archived, you will get a message saying that you need to restore it from the archive before using it.

Click on "continue."

Once the document is restored, modify the course page information to reflect the current quarter, delete any unnecessary documents and add desired documents. Double-check all links to make sure that they still work correctly.

Modify a Course Record

Crosslist Course Records

Log on to the Admin Functions and click on "Course Web Sites."

NOTE: The ERes Crosslisting function is not working correctly -- it will not let you delete a cross-listing at the end of the quarter. It is best to list all of the courses in the III record and only one course in ERes. In the ERes record, you can make a note of the other courses so that students viewing the record won't be confused.

Click on "Crosslist" to list an existing course web site under more than one course name/number.

The screen at the right will appear:

Scroll down through the list and select the existing course. You can jump to the correct alphabetical area by typing the first letter of the course name.

Enter the crosslisted course name as follows:

Department: use the drop-down menue to select the department. If the department is not listed, you'll need to create a department.
Course number: Enter the course number without department abbreviation and without spaces (if you're including a section letter). If there is no course number, use an asterisk (*).
Course name: Enter the course name as it appears in the Time Schedule using a mixture of upper and lower case letters.

Click on "continue" to complete the process.

Repeat the process to crosslist additional course names/numbers.

Use the Fax-to-pdf Module to Submit a Document

The fax-to-pdf module is probably most useful for faculty members. However, faxing documents works as a reasonable backup for a small number of documents when your scanner is down. It is not efficient for processing a large number of documents.

Fax the document to: add Bothell's and Tacoma's fax numbers

• Bothell (425)
• Seattle (206) 616-5537
• Tacoma

The pdf file will automatically be named by the date and time you faxed it. So, make a note of this information to assist you in retrieving the file.

Create a Document On-the-Fly

All features that allow administration of the course Web site are available hierarchically from the “Page Management” screen.

To create a document on-the-fly, select “Add a document or link” from the “Course Page Documents” menu.

Enter the title of the document, using a mixture of upper and lower case letters. The title you enter will be displayed on your coursepage as the link to the document. At your option, the document can be separately password protected by entering a password on this screen.

Enter the text of the document in the box provided.

You may change any of these entries later using “Modify document” on the page management screen.

Press the gray "continue" button.

The document has been added to the course Web site. Clicking on the link formed from the document title on the previous screen causes the Web browser to display the document.

Modify a Document Record

Log in to the "Admin Functions" and click on the "Documents" link. The screen to the right will appear.

From here, click on the "Modify" link.

Select the desired document from the drop-down menu. You can type the first letter of the title in order to scroll down through the list faster.

If you'd like to limit the number of items in the drop down menu, you may enter one keyword or phrase from the title. Note: If you enter multiple words, they must be adjacent. Then click on "search."
You will get a smaller drop-down list to select from.

Click on "continue."

The data entry screen used to enter the document will appear. Modify the desired fields and click on "continue."

Use Folders to Arrange Documents

:Folders can be used to organize documents and links on an ERes course page. They can be especially useful when faculty members want to organize material by date or by assignment.

To create a folder, start the process by bringing up the course page and clicking on the “Page Management” link.

Click on the "Add a Folder" link.

Enter the folder name and click on "continue."

There is no limit to the number of folders that can be created, and no limit to the number of documents and links that can be added to a folder.

To move any number of course page entries into or out of a folder, use the "Change folder contents" option on the "Page Management" screen.

The top box contains a list of documents. Click on the document you want to move.

The lower box includes a list of folders as well as an entry for "root level" which is outside all the folders. Select the desired location from the drop-down menu.

Click on "continue."

Repeat this process to move additional documents.

The "Modify a Folder" command allows you to change the name of a folder which has already be added to the ERes course page.

The "Delete a Folder" command allows you to delete a folder.

When a folder is deleted, you have the choice of either keeping or deleting all of the entries that it contains. To delete the entries, click on the box labeled "Delete all documents in this folder!"

Department Name Standards

Course Name Standards

Instructor Name Standards

Document Title Standards

There can be A LOT of flexibility in document titles in order to meet the needs of the instructors and students. For example, a title can include a date, an assignment number, an author, or just about anything else. Titles are listed alphabetically on the ERes page by default. So, you can use the title entry in such a way as to order them in the desired fashion automatically. For example, you can put a plus sign (+) in front of a title to make it display at the top of the list. You can also rearrange the order later or use folders to order them.
Hint: You can use html markup while entering a title to enter line breaks, emphasized sections of text, or even create a second link within the title.

For consistency, the following title standards are used for links to particular types of materials: