Faculty Interactions

• Submitting materials
  Faculty information is linked from the HealthLinks Current Courses page at http://healthlinks.washington.edu/courses/ . This page includes links to the reserves request form. Instructors may ask about a copyright compliance form as well -- this is no longer needed. Request forms are also available in the handouts drawer at the desk itself and on the forms counter. If a faculty member wants to submit items for reserve:
• Have the person fill out a reserves request form.
• Bundle the forms and any materials together and put them in the Reserves box under the counter.
• Additional materials submitted later in the quarter (eg. videotapes of classes) need only a note saying what class it's for. If you're not sure, err on the side of asking the person to complete the forms.
• Faculty do-it-yourself services
  The Docutek ERes system has a number of features that allow faculty members to have some control over their own course reserve pages. This includes adding and deleting their own documents, arranging readings in folders, adding course announcements to the top of the page and viewing access statistics for each reading. Please refer interested faculty members to reserves processing staff.
• Faculty questions
  Refer faculty questions to reserves staff at 221-3418 or hslres@u.washington.edu. The reserves supervisor is Mary Van Court at 543-3395 or marylila@u.

Accessing Reserve Materials

• Finding Course Reserve Information
  Information about finding and using course reserve materials is described in the Finding Course Reserves page which is linked from the HealthLinks Current Courses page. In general, information about what is on reserve for a course and access to electronic readings is via the web version of the UW Libraries Catalog. You can search either by course name or by instructor.
• Interpreting Course Reserve Records
  A typical course record will include information about the course, followed by an alphabetical list by title of all physical reserve materials. If a course has electronic reserve materials, there will be a link at the top of the list to "+LIST OF ELECTRONIC MATERIALS..." The right column lists the location, which is usually Available Online, Health Reserve or SocWk Reserve, but can be anywhere in the UW Libraries system. At the beginning of the quarter, if there is a delay in processing a specific course, information about the delay will appear as a course note at the top of the record.
• Accessing E-reserves
  Access to electronic reserve materials (or e-reserves) is via the UW Libraries Catalog:
• Search the catalog by course name or by instructor.
• Click on "LIST OF ELECTRONIC RESERVE MATERIALS..."
• Click on the "Connect to this title online..." note
• Enter your UWNetID
• Acknowledge the copyright statement by clicking on "accept."
• Click on the desired reading.
• Close out all browser windows when you are done to maintain the security of your UWNetID.
• Accessing Print and A/V Materials
• Print and A/V materials are located on the reserve shelves unless otherwise specified. Materials owned by the UW Libraries are shelved by call number (including serials). Materials provided by the instructor are shelved by the course name and number (eg. NCLIN 500).
• Vcrs are located in the area adjacent to the reserve shelves and in all of the study rooms. To view tapes as a group, students may reserve one of the study rooms.
• All of the Microlab workstations have DVD drives. To view DVDs as a group, students may reserve one of the study rooms.
• Other a/v equipment (slide projectors, x-ray viewers, audio cassette players ...) are available on the reserve shelves. Equipment from the reserve shelves may be taken to any of the study rooms for use.
• Checking Out Reserve Material
  Most reserve materials are used in the library. However, for those cases where they are checked out, here are a few guidelines:
• Always tell borrowers to return materials directly to desk staff to check in. If they put them in the book drop, delays in checking in reserve material can lead to BIG fines. Reserve fine policies are spelled out in the Use Policies for Print Reserves. They cannot be renewed and you cannot place holds on them.
• Loan periods are marked directly on the items -- either in the form of a red "Not to be Taken from the Library" sticker or a notation on the top of the date due slip for circulating items.
• Most library-owned materials circulate for approximately 2 hours. III rounds off hours in an odd way, so a person can get as little as 1.5 hours. They can go out 1.5 hours before we close and are due back one hour after we open the next day. They MUST be returned to the desk where they are checked out.
• Most instructor-owned materials do not circulate at all.
• Models and software manuals do not circulate.
• Exceptions to the loan policies can be made for instructors who want to use reserve materials in class. Use your discretion or refer to reserves processing staff. If you choose to let an item circulate, please stress that the borrower MUST return the item to desk staff to be checked in. An item with a "Not to be Taken from the Library" sticker on it may not be checked in otherwise and BIG fines can result. To check out a library use only item:
• override the library use only status -- you will get today as a due date
• type --<enter> to get to the change the due date command
• enter the desired due date.
• Feel free to make an exception to the loan policies whenever you think that doing so will advance the educational mission of the UW. You may also call reserves staff if you have questions.

Reserves Problems

• Can't find a course/item record in the UW Libraries Catalog
  Ask the student to complete the HealthLinks Comments and Questions form. Reserves staff will look into the problem and get back to him/her.
• Can't find an item on the shelf
  The item is most likely in use in the library. Our loss rate is VERY low. If someone is convinced that it is missing rather than in use, ask the person to complete the HealthLinks Comments and Questions form. Reserves staff will look into the situation and get back to him/her.
• E-reserves access problems
  A few steps can solve most any e-reserves access problems:
• Is Adobe Acrobat Reader loaded on the student's workstation?
• Is the student trying to access an IP restricted direct link to a licensed resource from off campus? Suggest that the student log into the proxy server then find the resource directly through HealthLinks.
• Is the student trying to download a long reading? Some ISPs, including UWICK, time out after 15 minutes of inactivity -- and they consider downloading to be inactivity. The solution is to read email or do web surfing while downloading.
• Is the cache full? Sometimes temporary internet files in the cache take up so much space that a large pdf file can't be opened. Sometimes it needs to be saved instead. Or the cach needs to be emptied.
• Is the browser security set too high? In IE, go to Tools>Internet Options>Advanced and uncheck the box that says "Do not save encrypted pages to disk."
If these steps don't solve the problem, refer the student to reserves processing staff or ask the student to complete the HealthLinks Comments and Questions form.
• E-reserves printing problems
  Some older printers do not print large files (such as ereserves) very well. The best thing to ask students to do is to print one or two pages at a time instead of sending the entire print job at once. If that doesn't work, they can always print it here.
  Other printers don't like to print landscape-oriented pages. They print out as garbage characters or mirror-images. Sometimes the student can download updated printer drivers from the printer manufacturer's web site. The student can also select the print as image option from the print dialog screen. Printing it here is also an option.
• A/V equipment problems
  Report problems with a/v equipment to reserves processing staff. If they are not available, put an out of order sign on the equipment and send an email to reserves staff.

Non-Standard Uses for Reserves

Because Course Reserves offers excellent tools for sharing materials, there is sometimes demand for our services beyond the normal scope of classroom support. Traditionally, this has meant putting physical materials on the reserves shelves. These can be taped lecture series such as the Bioscience Careers series or the Medical Education Biomedical Research Integrity series that all NIH grant recipients must attend. We've also had training tapes such as animal use laws and regulations. When we accept these non-course-related materials, we enter them in the UW Libraries Catalog just like any other reserves, using the name of the sponsoring department as the course name. We also enter any commonly used names for the program as course names so that we can find them. Of course, even with that and the fact that we give complete instructions to the staff working with the program, library users often show up at the front desk with little or no information about what they need. Feel free to consult reserves staff about these questions. If we're not available, look any paperwork the library user has and consult the UW Libraries Catalog.

InfoShare is another non-standard use for the Reserves tools. In this case, ERes is used to share documents within a group of UW users. InfoShare pages are listed by department in ERes, but are not linked from the UW Libraries Catalog. Reserves staff are involved in setting up InfoShare courses and training participants to use the self-service ERes functions. Once InfoShare pages are set up, they are completely the responsibility of the owners. At the Info Desk, you are likely to hear the term InfoShare from faculty who really mean course reserves.