Reserves FAQ
What happens to my Reserve List after I turn it in to the Reserve Desk?
After a Reserve List is received at the Reserve Desk, there are many steps taken to prepare it for use by the students.
For library materials, the first step taken is to determine if the Libraries own the item and if it currently available. If an item is available, it is retrieved from the stacks. If an item is currently charged out, it must be recalled from the patron that has it. This can take as long as several weeks depending on when the item is charged out and the promptness that it is returned. If the Libraries do not own the book, we must speak with Collections about the appropriateness of adding it to the collection and then the item must be ordered through regular channels and catalogued.
Once the book is in our hand, a Reserve bookband is placed on it showing the loan period and the associated overdue fines (for in the event that it is turned in late). Date due slips are affixed with the loan period stamped on them as is appropriate, book pockets are affixed as necessary, and security targets are added.
For personal items, the first step take is to determine if the material actually submitted matches what is listed on the form. Then it is determined if the item has been on Reserve in the past. If a particular item has never been on Reserve in the past, a call number is assigned, a barcode added, and record created in the Libraries catalog. Once an item has had a call number assigned, that call number will be associated with that item regardless of who places the item on reserve.
For E-Reserves appropriate items, the above steps are performed and the item is scanned into an electronic file. The electronic file is then linked with the record created in the Libraries catalog. Paper copies of all items are currently being maintained for the convenience of the students who prefer that format and in the unlikely event that the server goes down.
Next the Reserve List must be created in the Reserves Module of GIL. Information including Course name and number(s), instructor(s), semester, loan period, location, items, e-items, and links to web pages.
Items are then shelved in call number order in the closed stack Reserve Stacks and at this point are available for use.
Why does the processing time vary?
Processing time varies be due to several things. This includes where we are in relation to Rush Period, how many lists have already been turned in, how long the list is, are the items requested charged out to patrons or do they need to be ordered, were call numbers included, and technological issues.
What affects the availability of my Reserve Reading Materials?
Many things can affect the availability of your Reserve Readings. These include: Has the list been turned in yet? When was the list turned in? Are the materials requested charged out? Have the materials been submitted in an organized manner? How many items are on the list?
What happens at the end of the semester to my Reserve Readings?
At the end of the semester materials that have not been requested for the next semester are removed from the Reserve Stacks. Library materials are sent back to the stacks. Personal materials are returned to the instructors. We do not store personal materials from one semester to another.
How long is the processing rush period?
The processing rush period varies. Typically it lasts from about a week before classes start until about the 3rd full week of the semester.
Why should I turn my list in by the guarantee date or at least a couple of weeks before classes start?
Lists should be turned in by the guarantee date to allow time for processing. Books may be charged out to patrons and need time to be recalled. If a book needs to be ordered, this allows time for it to arrive and be cataloged. It also allows time for materials to be prepared and scanned for E-Reserves.
Why are E-reserves password protected?
E-Reserves are password protected to abide by copyright law. The UGA Libraries abides by the Fair Use clause of Copyright Law which states (in part) that photocopies of materials can be used for classroom purposes. The password provides for the restriction of the materials to a particular class. Tests, quizzes, and notes are also password protected to provide for continuity and protect the instructor's copyright on those materials.
How do I get the password to my E-Reserves?
If you are the instructor of the class, you chose the password and it is submitted along with the other Reserve materials.
If you are the student, your instructor gives the password to you. If you have lost your password, ask your instructor or stop by the Reserve Desk (at either Library) with your Student ID, and we can provide it to you.
I'm having trouble printing, any suggestions?
- Use the Adobe Acrobat Reader print options (or icon) rather than the browser print options.
- From the Acrobat print dialogue box, select the option “Print as Image”.
- If many people (for example, your entire class) are attempting to access a document at the same time, this may cause problems. Wait to print until demand for a document is lower.
- If your reserve item is in multiple parts, print the parts one at a time form the print release station.
- If a file your printed from a UGA Library public workstation is not found on the print release station where you expected to find it, check your workstation to see if the default printer was changed by a previous user. You can either print your document from the other print station, or change the default printer and try printing the file again.
- If your print file is incomplete (for example, one page when it should be ten), try printing the file again.
- You may find other solutions to PDF printing problems by searching the Support Knowledgebase on Adobe's Web site at www.adobe.com/support/main.html.
Contact the Reserve Desk with problems. Include where you were, when you tried to print, what you were trying to print, and error message if any.
These are my personal items and they don't have call numbers, don't you just put them on the shelf back there?
No, all items must have call numbers so that they can be tracked and are always easy to locate. For personal items, an in house call number is assigned. The in house call number consists of 3 parts. The first part is PC (personal copy) or SPC (Science personal copy). The second part is a letter (first letter of the instructors last name) and a 2 – 4 digit number that is uniquely assigned to that instructor. The third part a lower case letter or 2 that uniquely identifies the item. If there are multiple volumes associated with the item, a fourth part consisting of v. 1, etc. will be added. If there are multiple copies of an item, a fifth part consisting of c.1, etc. will be added. Once an item has had a call number assigned, that call number will be associated with that item regardless of who places the item on reserve. The in house call numbers take the form of:
SPC
P123mt
v. 3
c. 2
