OVERVIEW

Health Sciences Libraries and Information Center

Box 357155, Seattle, Washington 98195-7155
Tel: (206) 543-5531 / Fax: (206) 543-3389

OVERVIEW -- PROCESSING NON-ELECTRONIC MATERIALS

We are committed to providing high-quality reserves in a timely manner. Since situations vary, these general instructions may have to be adjusted to meet the needs of the instructor and the class.

Contact the instructor to acknowledge receipt of the request and/or materials. You can combine this step with any other requests for information/copyright if appropriate, or, if you process the materials immediately, you can acknowledge receipt and completion in the same message.

Check for copyright compliance A signed copyright compliance form is needed for all reprints. It is not necessary for other physical materials such as books or videotapes. Contact the instructor if you haven't received one.
NOTE: You can start processing the readings before you receive it, you just make them public until the signed permission form is received.
If a reprint is from a book chapter, it's necessary to include copies of both sides of title page. If this was not provided, get it from our stacks if possible. If that's not possible, request it from the instructor. If you still can't get a copy of the copyright information, you may use the standard copyright page.

Create a course folder
if necessary. There may already be a folder if this is a request to place additional materials on reserve for an existing class. File folders are color coded:

Autumn - Yellow

Winter - Manila

Spring - Green

Summer - Blue

When a new course is submitted, we use the color for the quarter it's placed on reserve -- even if the request is for multiple quarters. That way, we can keep accurate statistics. Once statistics are recorded during deprocessing, information regarding a course that is for multiple quarters will be placed in the folder for the next quarter or in a purple year round folder as appropriate.

Create a III course record if necessary. There may already be a course record if this is a request to place additional materials on reserve for an existing class. If necessary, you can update the course record with more current information.

Look up items in the UW Libraries Catalog making a notation of the shelving location. Make sure that you are noting information for the correct edition.

Gather materials Note: UW Libraries materials should not be put on reserve more than 2 months in advance so that they will continue to be available for others. Other branches wait until closer to the start of the quarter. However, our quarters do not follow the normal UW calendar and students may need materials much sooner.

Retrieve available HSLIC materials from our shelves.
Place holds on items that are checked out. Make sure you insert a hold note stating the course and quarter. Make a printout of the item record, note the course and quarter, and place the printout in the Outstanding UW Items folder.
Page available items from other UW Libraries. Again, make sure you insert a hold note stating the course and quarter. Make a printout of the item record, note the course and quarter, and place the printout in the Outstanding UW Items folder.
Follow standard missing item procedures for items in our collection that are not on the shelf.
Place orders for materials that are not in our collection.

Prepare/mark materials

Put reprints in a notebook, making sure that the notebook also contains a copy of the copyright statement.
Insert tattle tapes into personal copies. Videotapes use a special video tattle tape.
Label personal materials. They should have a call number label which includes the name of the course and something about the item (e.g. NURS 510 Readings or NURS 510 1), a barcodes, a yellow Reserve sticker and a red Not to be Taken from the Library sticker. Personal items aren't usually given an NLM-type call number unless the instructor requests it. That way, personal materials are shelved by course and have slightly more protection from casual browsing.
Label UW Libraries materials. They should have a yellow Reserve sticker on the spine and a reserves date due slip in the back. The date due slip should have the loan period marked -- usually 2 hours.

Create III records for personal materials. Personal materials are generally library use only. Nursing tapes are library use only for the first quarter, then change to a 1 week loan period.

Link III records to the course. You will need to cancel holds for UW Libraries materials and change the shelving location and loan period (or i-type). Most UW Libraries materials have a loan period of 2 hours (an i-type of 30).
Note: If you cancel a hold for a book from another branch within the reserve maintenance function, you will need to check it in after you are done in order to remove the In Transit status.

Double-check the Library Catalog to make sure that everything was processed correctly. Correct any errors. If there is an error in the title of a personal item, you can correct it by creating a new III record for the item and linking to that instead. Unused records will be deleted in a quarterly cleanup process done at Suzzallo. You can use the III Item Record Update function to correct shelving locations and call numbers. If necessary, you can remove any processing delay notes in the course record using the III Update a Course Record function

Shelve the materials in the reserves section. UW Libraries materials are shelved by call number. Personal copies should be shelved by course.

Inform the instructor that the materials are now available on reserve. You may also have to inform the instructor of delays in processing any of the items.

Contact the instructor to acknowledge receipt of the request and/or materials.	You can combine this step with any other requests for information/copyright if appropriate, or, if you process the materials immediately, you can acknowledge receipt and completion in the same message.
Check for copyright compliance	A signed copyright compliance form is needed for all reprints. It is not necessary for other physical materials such as books or videotapes. Contact the instructor if you haven't received one. NOTE: You can start processing the readings before you receive it, you just make them public until the signed permission form is received. If a reprint is from a book chapter, it's necessary to include copies of both sides of title page. If this was not provided, get it from our stacks if possible. If that's not possible, request it from the instructor. If you still can't get a copy of the copyright information, you may use the standard copyright page.
Create a course folder	if necessary. There may already be a folder if this is a request to place additional materials on reserve for an existing class. File folders are color coded: Autumn - Yellow Winter - Manila Spring - Green Summer - Blue When a new course is submitted, we use the color for the quarter it's placed on reserve -- even if the request is for multiple quarters. That way, we can keep accurate statistics. Once statistics are recorded during deprocessing, information regarding a course that is for multiple quarters will be placed in the folder for the next quarter or in a purple year round folder as appropriate.
Create a III course record	if necessary. There may already be a course record if this is a request to place additional materials on reserve for an existing class. If necessary, you can update the course record with more current information.
Look up items in the UW Libraries Catalog	making a notation of the shelving location. Make sure that you are noting information for the correct edition.
Gather materials	Note: UW Libraries materials should not be put on reserve more than 2 months in advance so that they will continue to be available for others. Other branches wait until closer to the start of the quarter. However, our quarters do not follow the normal UW calendar and students may need materials much sooner. Retrieve available HSLIC materials from our shelves. Place holds on items that are checked out. Make sure you insert a hold note stating the course and quarter. Make a printout of the item record, note the course and quarter, and place the printout in the Outstanding UW Items folder. Page available items from other UW Libraries. Again, make sure you insert a hold note stating the course and quarter. Make a printout of the item record, note the course and quarter, and place the printout in the Outstanding UW Items folder. Follow standard missing item procedures for items in our collection that are not on the shelf. Place orders for materials that are not in our collection.
Prepare/mark materials	Put reprints in a notebook, making sure that the notebook also contains a copy of the copyright statement. Insert tattle tapes into personal copies. Videotapes use a special video tattle tape. Label personal materials. They should have a call number label which includes the name of the course and something about the item (e.g. NURS 510 Readings or NURS 510 1), a barcodes, a yellow Reserve sticker and a red Not to be Taken from the Library sticker. Personal items aren't usually given an NLM-type call number unless the instructor requests it. That way, personal materials are shelved by course and have slightly more protection from casual browsing. Label UW Libraries materials. They should have a yellow Reserve sticker on the spine and a reserves date due slip in the back. The date due slip should have the loan period marked -- usually 2 hours.
Create III records for personal materials.	Personal materials are generally library use only. Nursing tapes are library use only for the first quarter, then change to a 1 week loan period.
Link III records to the course.	You will need to cancel holds for UW Libraries materials and change the shelving location and loan period (or i-type). Most UW Libraries materials have a loan period of 2 hours (an i-type of 30). Note: If you cancel a hold for a book from another branch within the reserve maintenance function, you will need to check it in after you are done in order to remove the In Transit status.
Double-check the Library Catalog	to make sure that everything was processed correctly. Correct any errors. If there is an error in the title of a personal item, you can correct it by creating a new III record for the item and linking to that instead. Unused records will be deleted in a quarterly cleanup process done at Suzzallo. You can use the III Item Record Update function to correct shelving locations and call numbers. If necessary, you can remove any processing delay notes in the course record using the III Update a Course Record function
Shelve the materials	in the reserves section. UW Libraries materials are shelved by call number. Personal copies should be shelved by course.
Inform the instructor	that the materials are now available on reserve. You may also have to inform the instructor of delays in processing any of the items.