LibAnswers: TCC Library Staff

Receiving

1. Reserve items from faculty members must be accompanied by a reserve form.
2. Check items to make sure they can be placed on reserve and that any photocopies have appropriate citation. (Note: Items labelled as review copies cannot be placed on reserve unless the faculty member has received written permission from the publisher.)
3. If the library already owns a current textbook and chooses to put it on reserve a library staff member should fill out the reserve form.

Processing

1. Send uncatalogued items to cataloging with a transfer slip marking it as a reserve item.

2. Create a reserves course and reading list in Alma.

• The course code is the three letter subject abbreviation and number found in the TCC catalog with no space in between them.
• The section should indicate the campus.
• The course name should match the official course name.
• Known instructors should be added to the course.
• The reading list name is the course code and section.
• The expiration date is the last date of the semester indicated on the form.

3. Attach a reserves sticker and reserves call number label attached to the spine if possible. Bookstraps can be used to add other information like instructor name and loan period.

4. When a reserve item is received back from cataloging, add it to the course list in Alma and place it on reserve. Contact the Faculty to let them know the item is now ready to circulate. Add library-initiated reserves and items already in the circulating collection directly to the course list. Ensure the item has both been added to the reading list and had its collection and processing status changed.

5. See section on Expedited Processing below.

Managing

1. Store reserves in a closed stacks area of the library.

2. Reserves can be checked out for either 4 hours, 2 days, or 1 week depending on the time the instructor has chosen. Items can leave the library during this time, unless specifically designated as in-library use by the faculty member.

3. Check overdues daily. Contact patrons with an overdue reserve item. Alma will block them. The library may bill patrons for library-owned reserve items at replacement value. The library cannot bill for instructor owned reserve items.

4. At the end of the semester indicated on the form, contact faculty to see if they wish to keep their item on reserve and resubmit a new form. The Coordinator will follow up with reserves staff at the end of each semester to ensure clean up is complete.

5. When personal materials are taken off reserve, return them to the faculty member. Add library donations to the circulating collection. Older editions of textbooks will only be kept on reserve at the recommendation of the faculty and must be labeled as a previous edition.

Expedited Processing

Library staff should make every effort to prepare course reserve items in advance of the date by which they are needed, but certain situations may require expedited processing.

1. If a faculty member supplies a personal copy and requests that the item be made available immediately, inform them that the policy requires two weeks but that we will make our best effort to have the item ready to circulate as soon as possible.

2. Chesapeake, Portsmouth, and Norfolk can contact Beverly Fifield to arrange adding the item to our catalog from a distance.

a. If a holding record for the item already exists in Alma (e.g. another campus has an existing copy), email her with the barcode number of the existing item, the barcode number you are putting on your copy, and the reserve checkout period.

b. For new items, you may send scans/faxes of the cover, back cover (including barcode), title page, title page verso, and pagination.

c. For “extra fast” additions, call Beverly to give her the information by phone. She may be able to locate the item in OCLC without the need for scans/faxes.

d. Physical processing will need to be done at the home campus.

i. Spine label with the call number on the book approximately ¼’’ from the bottom of the spine, with a protective label to cover it.

ii. RFID tag in the inside of the back cover.

iii. Barcode on the back of the cover linked to the RFID tag.

iv. Additionally, TCC-owned books are stamped with a Tidewater Community College stamp on top of the text block.

approved by TCC LMT 8/22/2018

updated 10/18/2018