Instructor's Guide to eReserves

*Music* Welcome to the Instructor’s Guide to eReserves, the electronic course reserve service at Centennial College I’m Shelby from Centennial College Libraries and Learning Centres In this video I will introduce you to eReserves, demonstrate how to add eReserves to your courses in eCentennial and start requesting items Then I will show you features that are available through eReserves and point you to where you can find further resources and support This information can also be found in the document: eReserves: Guide for Instructors, which available on the Centennial College Copyright & eReserves Library Guide Let’s begin! What is eReserves? eReserves is Centennial College’s Electronic Reserves service eReserves is a way to list course materials exclusively for your class online through eCentennial, at no cost In the past, library reserves meant only physical books on short term loan at a campus library eReserves is fully integrated with eCentennial, making it simple for instructors to request items, and for students to access them eReserves is a tool for you and your students to have support making your course materials available eReserves is a course materials list of each section of your courses It is unique to you as an instructor With eReserves providing simplified access for your students to high-quality resources is easy – since they provided by the library through one list in eCentennial eReserves, which is branded and tailored specifically for Centennial, runs on a third-party system called ARES (automating reserves) from the company AtlasSystems The service is run by the Centennial College Libraries and Learning Centres, led by the Copyright Librarian, and is supported by library staff across all campuses The eReserves service went live in January of 2019 One of the core functions of ARES (and eReserves) is to support, and record copyright and licensing decisions and processes for the college It’s an opportunity and a necessity for copyright due diligence As we do act within the law, we need to maintain a record of doing so eReserves is a part of our copyright services program that also includes outreach, instruction, and support for the college The benefits of eReserves are numerous Providing access to content online in a library supported list can revolutionize teaching and learning There is potential to eliminate or significantly lower textbook costs for students by instead taking advantage of open education resources, library-licensed and purchased resources such as journal articles and eBooks Opportunities for improved efficiency for instructors, especially part-time or contract faculty, since you can easily import items from year-to-year or even share items with your colleagues through setting up a shared list eReserves is easily integrated with eCentennial There is embedded copyright support in the back-end We check each item for copyright compliance and make an effort to secure permissions if necessary You can empower your students and remove barriers to learning by providing online access to these materials, 24/7 The availability of usage statistics can provide you with insight on how and when your course materials are used by students, and evidence of use of library materials can improve our collections Many types of materials can be requested through eReserves This may include links to the open web, like Youtube, or to subscription databases and eBooks through the library using stable links eReserves can handle many file formats, from MP3 to PDF to Excel You can also list physical reserves items such as books or DVDs at a campus library to let your students know they’re there Here is an example of an eReserves reading list for one section of a course Each row is an item Users can either show details or view the item directly on the left-hand side There is the title, the author, and icon indicating the type of item for example, an audio or a PDF There are also tags on the right-hand side that are duplicated on the top of the chart for easy navigation On this screen you can see several examples of what eReserves items look like, such as a PDF, a library article, or web page PDF files can be downloaded and printed Links direct students directly to stable resources or the open web such as Youtube or a blog Now that we have had a glimpse of eReserves, let’s get started on adding eReserves to your course in eCentennial and requesting items In this section I will first explain the steps and then I will demonstrate onscreen Before you begin using eReserves you will need to add the eReserves module to a course

section in eCentennial This is a similar process to adding a module or learning tool to your course Note that you will need to add the module to each section you would like to use eReserves for For example, if you are teaching 3 sections of GNED500, you would need to add the eReserves module to the course shell for each section 1, 2 and 3 Start by adding a new module in the eCentennial course section under the content tab and title it eReserves Next, choose Add existing activities, and then select external learning tools You’ll see that eReserves is from that list Once you select eReserves you will be able to click on a blue hyperlinked “eReserves” word within the module And it will prompt you to select the semester Once you click “create course” the eReserves course is created and we will be able to work on it from our end Okay, now I am going to demonstrate how to add the eReserves module to one course section in eCentennial So, go to the course section eCentennial course shell that you would like to add eReserves to, and click on the content tab on the far left And we will want to scroll down to “add a module” and type in e-r-e-s-e-r-v-e-s and press enter A box will appear saying “Module added successfully,” you may need to scroll up the page to see what we are seeing now From here, you want to select add existing activities and then external learning tools Select eReserves from the external learning tools list and it will appear You can click through where it says eReserves, this is the hyperlinked word And once you do, it will ask you to choose a semester and click create course When you create the eReserves course this is what your list will look like And you can begin adding items Do note that once you add the eReserves module in eCentennial we can only see your eReserves reading list, we cannot see your eCentennial course shell Okay, let’s move on to step two Now that we have added the module to the eCentennial we can start requesting new eReserve items To do so, you will hover over the Item Tools in the top menu bar And then, click Add reserve items From here you will select from the icons the type of material you are requesting For example, a journal article, a chapter of a book, a physical book or eBook, a file upload such as a PDF, audio or even video Click the icon to choose and then fill in the form with as much information as possible about the item Then, click submit item I’ll lead you through two examples: the first will be a book chapter First let’s hover over item tools and click add reserve items We will choose chapter from the icons and click From this form, we will fill out as much information as we can about the book chapter For example, we are working with the book titled “Seven Fallen Feathers,” you are requesting the chapter title, and that’s the “Introduction,” the author, last name and then first name The chapter number if known The publisher Place of publication and the date of publication (for example 2017) If you know the pages, please include them – it’s very helpful If you don’t know the pages you can put a space or N/A in this field If you know the ISBN it helps us find the exact edition you are looking for You can notes for us, here, in the notes field You can also add tags that your students will see You can add multiple tags separated by a comma And those will all show up in the reading list for your students This is an important selection: how will this item be supplied? If you will upload a file, please select this and then you will be prompted to upload that PDF scan for example, of that book chapter If you have a personal copy of the book that you would like us to scan, you can bring it into the library and you will see a section for awaiting supply by instructor then, on your eReserves course home letting you know which books you have said you would bring in If there is a link to the library databases or to the public web, you can let us know here

For example, if it is an eBook chapter, or commonly you will just choose “Please have library staff pull the material off the shelves.” In which case, we would find Seven Fallen Feathers in the library, do the scanning, and the uploading for you If there is a web link, for example, to an eBook, please paste it here, in this field Once you have added as much information as you can, you can go ahead and submit item You will be directed back to the eReserves list for the that course And you will see the item here, Seven Fallen Feathers, Introduction And the status will say Request Received At this point, we will be checking the copyright compliance, and our staff will be doing scanning, processing, and uploading When it is all done, it will say Item Available on Electronic Reserves and you will be able to use the tags, and view the item Okay, let’s add another item – a journal article So we will go to item tools, hover over, and click “add reserve items.” From the icons, we will choose article this time Enter as much information about the journal article that you can For example, the journal title would be the title of the journal, magazine, or newspaper The journal volume, issue, month and year And the article title The article author List multiple if applicable You can include the inclusive pages if known If not, leave a space or enter N/A. In the tags, again, these are for your students to see and you can seperate them by comma to add multiple How will this item be supplied? Likely, you will be linking to a library database or to the public web If so, please paste the link here If you can, try to provide a stable link, but not to worry, staff will review and make sure the links are stable if linking to library databases Again, if you would like the library to find the article for you, you can choose “Please have library staff pull the material off the shelves” and we will find the electronic article for you You can go ahead and click submit item And the request will show up on your course list with status request received Here is a brief over view of how to choose with item type or icon to choose when requesting a new item There is more information in the guide to ereserves for instructors PDF and on the eReserves library guide And you can always email us if you are unsure But, use your best judgement and try to add as much information as possible and we will probably be able to figure out what type of material you meant I find that the article field is the most forgiving, so if you want to use the article icon when you are unsure, that is totally okay So for an article: you can link to a library licensed journal article, a web, blog, or news article, or upload a PDF of a journal article For the Chapter icon you can request a book chapter to be scanned, to upload a PDF of a book chapter, or to link to an eBook chapter For a book you can request a physical item be placed on reserve at a campus library, or for us to link directly to an entire eBook File Upload can be used if you would liek to upload a syllabus, or a transcript or other Word or PDF format that is not necessarily an article or book chapter for example, a lab or a report The Free Text field is not often used, we recommend using eCentennial course shell for free text communication with your students If you want to use audio, this field allows you to request audio web links such for soundcloud or vimeo, or to upload MP3 or other audio files For video, this is where you can request YouTube web links and library-licensed video content such as Kanopy or from Criterion and you can also upload video files Okay, now we are going to move on to the third and final step of adding items which is to import existing items or to duplicate items This feature is particularly useful if you are importing items to multiple sections of the same course, or if you are teaching the same course year after year You don’t have to re-enter the items you can just import previous ones You can also import items if your course coordinator has used a repository or development shell to request items for the course So, this is all about efficiency and re-using items that have already been requested

When you duplicate them we do do a copyright compliance and quality check on the duplicated items, so you don’t have to worry about that either To do this, you’ll hover over the item tools and click add reserve items And instead of clicking on the icon images, just below them, it will ask you to import items from a course that you have previously or currently taught You’ll scroll down and click Import Items next to the course you would like to pull the items from Then, through the list you can choose the items you would like to import Check the boxes on the left-hand side of the items you would like to import You can un-check or check all, or select only a few individual items Once you have chosen the items scroll to the bottom of the list and click Import items Now that you know how to add and import items to your eReserves list, let’s look at the features through eReserves that can help you organize the list for you and your students We will go through tagging items, individually, and in batches, sorting the item list order, viewing usage statistics and a quick explanation of the item statuses From your eReserves course materials list, you will be able to see the tags on the right-hand side next to each item As well as at the top of the list When you click on a tag, for example, Week 10, those items will be grouped together for you to see You can click on any tag to see the items with that tag You can add multiple tags, as you see here, and you can click to organize by week, required, supplementary, etc You just want to make sure the tags are consistent so that they end up in the same group So when we go to the course home, that is the item list, and this is where we can add tags with the tag editor Click on Show Tag Editor and you will note that instructor tag is automatically selected These are the types of tags that your students will see If you choose personal tag, your students will not see the tags – they are just for your own purposes So let’s select instructor tag and then in the field we can add the tag that we would like to add to multiples items So to do this, we select the items that we would like to call “Week 1.” And then add batch tags Then you will see that it’s added to those items You can also add multiple items by separating the tags with commas and selecting or deselecting from the left-hand side of the list, the items that you would like to add the tags to And click add batch tags And it will say updated tags when complete Then you can hide the tag editor For an individual tag you’ll have to click on Show Details for a particular item This is how you can delete a tag by erasing, and you can also edit it You just have to make sure you click Modify Tags to save that change Note that you cannot delete tags in bulk, you can only delete them individually Again, by clicking on Show Details on a particular item There are several ways to sort the item list You can use some predetermined sort by fields such as Default, which is what the list will be when it is entered Title, author and available until The available until date will be the end of the semester That cannot be changed, so really, Title and Author are the best fields to sort by You simply click Title, and then Sort, and it will arrange it alphabetically and numerically here As you can see – 1999, A, A, and then it jumps to C, then E. You will just want to make sure you click Save Item Order to save that order for your students to see You can also click and drag to re-order in a custom way Again, just click Save Item Order You and your students can search the item list by using the search fields Search title, for example, you can start searching a word or several letters if you can remember the full title it can help you to narrow it down

Similarly, the author and the items will automatically move to the top of the list, again you can also search using the tags either on the right-hand side or at the top of the list The next feature I’d like to show you is how to view item usage statistics To do this, you’ll hover over item tools then click Reserve Item Usage From here you will be able to see a general tally of the number of clicks each item has had (based on the title and the author) and the usage here on the right-hand side To see a detailed usage for a particular item, come over to the left-hand side and click Show Detailed Usage This where you will be able to see the number of views on a particular date This field “Students Who Did not view this item,” is anonymous, so it will say “all students viewed this item” just by standard So you can learn a little bit about the frequency, or a major date when students viewed an item, but not much more than that It does help us see which items are being used or not And if they are being used on a particular day It’s also useful if you have a video and a transcript you can start to identify if students watch the video more than they read the transcript, for example So again, it won’t show which particular students have viewed an item but it will show you how many clicks there have been on a particular item You may notice various item statuses in your course ereserves reading list And most of these are indications of staff processing So for example, When you submit an item, the item status will read “Request Received.” When we start wokring on it it will read “Item inprocessing,” or if you have duplicated an item it might say, “Item Activation Pending.” In any case, we will email you directly if we need any further information or if there is an issue with a request So no need to worry to much about the statuses When they are available it will say Item Available on Electronic Reserves or Item Available at Reserve Desk for a physical item One thing to remember is that if you have mentioned that you will drop-off a book, it’ll say Awaiting Supply by instructor until you do so Then we can email you when the book is ready to be pick up at the circulation desk again Now you know everything you need to know to begin using eReserves From adding the module to your course sections in eCentennial, to adding and reusing items and exploring features for tagging and sorting your reading list Now I’ll mention a few further resources and supports for using eReserves A key resource will be the eReserves Guide for Instructors PDF version which compliments this video It can be found on the Copyright & eReserves library guide This is also an essential resource for eReserves The library guide can be found through the library home page libraryd ot centennialcollege dot ca, by scrolling down to Popular Resources, then Library Guides In the group “copyright” it is in the “eReserves” section You can also get to it from “Faculty Resources” and eReserve for Faculty The eReserves Guide for Instructors PDF is located on the right-hand side Beyond these resources, the PDF version of the guide and the Copyright & eReserves library guide – you can always feel free to email us at copyright at centennial college dot ca This is the email for both you and your students to troubleshoot issues and questions with eReserves A few notes to remember about the service: is that the service turnaround time can be up to 4 weeks at the beginning of a semester We will send out priority deadlines and post them on the eReserves library guide for you to know Otherwise, the service will be first come, first served, and we will prioritize the first several weeks of classes to ensure that your students have access to the materials they need to get started There is embedded copyright support and we may get in touch with you for more information about page numbers, or citations if we cannot find the item, or if we need to find an alternative due to permissions or licensing One more reminder that you will need to add the eReserves module to each course section of your course that you’re teaching in eCentennial Once you choose the semester and select Create Course, we will be able to see that course section in the back-end Then, you can duplicate items to the other course sections that you are teaching That’s been all for the Instructor’s Guide to eReserves – thanks for watching!

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