Creating Personal Copy and Electronic Reserve Item Records

1. Access 'Course Reserves' on Millennium

2. Click on 'Options'

3. Select 'Key a bibliographic-item record', then select 'New'

4. Choose the bibliographic record template

- cirres for a personal copy record

5. Enter the author's name in capital letters. Type the name in the format LAST NAME, FIRST NAME

6. Enter the title in capital letters. If the material is a course pack, use the course department and number at the beginning of the title. (Example - GEOGRAPHY 206 - COURSE PACK) A message will come up on the screen if a duplicate record is found. Only link to a duplicate record if it is a personal copy record.

7. Select the item record template

- ugresv for personal copy records

8. Select the loan period

9. Enter the price. Leave this at $0.00 unless you are setting up a book with a price of more than $100.00. If the book costs more than $100.00; the actual cost of the book should be entered.

10. All of the personal copy call numbers in Undergraduate Library reserve start with UGRES and are followed by a Library of Congress call number.

To find a LCC, Check the title page verso, the OPAC, or OCLC First Search.
If you need to build a LCC, use the OUGL Browse by-Subject guide or the Library of Congress Classification outline.

-Once you have found the LCC letters, take the first 2, then add the course number, then the 1st letter of the instructor's last name plus the two diget cutter.
- To create the cutter number for the instructor use the Cutter table.
11. Before saving the bibliographic record you can add additional searchable information - edition, volume or additional author.

12. Scan in barcode. The barcode is usually placed on the upper right corner of the back inside cover.

13. Save the record.

14. Sometimes errors are made in the records. Click here for information about correcting records.

15. Make a call number label. The call number should be printed or typed neatly on a call number label. The UGRES preface is not used on the call number labels. It is also not necessary to add copy number information.

16. The call number label is attached to the lower part of the book's spine. Put a layer of clear tape over the spine first. Put the label over the tape. Put a layer of tape over the call number label.

17. The reserve label is placed at the top of the book's spine. A piece of clear book tape is attached first. The reserve label is then taped on with scotch tape. The second layer of tape should not overlap past the first layer of tape.

18. Put tattle tape in the book.

19. Add the extra 'closed reserve' label to materials that will be in that location. All Accompanying materials will be located on the closed reserve shelves. They should receive stickers and the closed reserve label.

20.Write the professor's name and mailbox number on the inside back cover in pencil. Print information clearly.

Photo of reserve book label.

Photo of Reserve Call Number Label

21. Link the book to the reserve list record.



Creating Bibliographic and Item Records on Millennium 1. Access 'Course Reserves' on Millennium 2. Click on 'Options' 3. Select 'Key a bibliographic-item record', then select 'New' 4. Choose the bibliographic record template - cirres for a personal copy record 5. Enter the author's name in capital letters. Type the name in the format LAST NAME, FIRST NAME 6. Enter the title in capital letters. If the material is a course pack, use the course department and number at the beginning of the title. (Example - GEOGRAPHY 206 - COURSE PACK) A message will come up on the screen if a duplicate record is found. Only link to a duplicate record if it is a personal copy record. 7. Select the item record template - ugresv for personal copy records 8. Select the loan period 9. Enter the price. Leave this at $0.00 unless you are setting up a book with a price of more than $100.00. If the book costs more than $100.00; the actual cost of the book should be entered. 10. All of the personal copy call numbers in Undergraduate Library reserve start with UGRES and are followed by a Library of Congress call number. To find a LCC, Check the title page verso, the OPAC, or OCLC First Search. If you need to build a LCC, use the OUGL Browse by-Subject guide or the Library of Congress Classification outline. -Once you have found the LCC letters, take the first 2, then add the course number, then the 1st letter of the instructor's last name plus the two diget cutter. - To create the cutter number for the instructor use the Cutter table. 11. Before saving the bibliographic record you can add additional searchable information - edition, volume or additional author. 12. Scan in barcode. The barcode is usually placed on the upper right corner of the back inside cover. 13. Save the record. 14. Sometimes errors are made in the records. Click here for information about correcting records. 15. Make a call number label. The call number should be printed or typed neatly on a call number label. The UGRES preface is not used on the call number labels. It is also not necessary to add copy number information. 16. The call number label is attached to the lower part of the book's spine. Put a layer of clear tape over the spine first. Put the label over the tape. Put a layer of tape over the call number label. 17. The reserve label is placed at the top of the book's spine. A piece of clear book tape is attached first. The reserve label is then taped on with scotch tape. The second layer of tape should not overlap past the first layer of tape. 18. Put tattle tape in the book. 19. Add the extra 'closed reserve' label to materials that will be in that location. All Accompanying materials will be located on the closed reserve shelves. They should receive stickers and the closed reserve label. 20.Write the professor's name and mailbox number on the inside back cover in pencil. Print information clearly. Photo of reserve book label. Photo of Reserve Call Number Label 21. Link the book to the reserve list record.