How to add materials from departments and instructors to a course reserves course.

1. Course
Reserves:
4. Adding Department- or Instructor-
Owned Materials to a Course
Sinclair Community College
Library

2. How This Lesson Works
• You will be given step-by-step instruction.
• You will see a screen with a video box.
• When play is pressed, this video will show you the
process step-by-step in Sierra or on the Internet.
• If you have questions at the end, there is contact
information on the last slide.

3. Information We Need to Know
Before Beginning Our Process
• How long a loan period will it have
• When should it be removed
• For what course(s) will it be on reserve
• Cost of the item
• A Dewey Decimal number for the item

4. Finding the Cost of an Item
• Cost:
• Most items are textbooks. Their cost
can be found by going to the
registration portal
(regportal.sinclair.edu)
• Locate the listing for the course by
choosing the department name from
the Any Subject drop down box.

5. Finding the Cost of an Item
• Next, select the correct course from the list
displayed in the center.
• Choose Booklist next to one of the sections

6. Finding the Cost of an Item
• The price will display in a pop-up. Use the new copy
cost.
• If the item isn’t a textbook and the bookstore doesn’t
carry the item, go to a nationally known bookstore
website such as Amazon or Barnes & Noble. Use the
new copy cost.
No video for this portion of the PowerPoint

7. Finding a Call Number
for an Item
• Call Number:
First, check the Sinclair catalog. If a copy of the
item already exists, use that call number.

8. Finding a Call Number
for an Item
Second, select Search OhioLINK to see if a copy of
the item exists with a Dewey Decimal call number. If
you can find the exact item use that number.

9. Finding a Call Number
for an Item
• Third, find an item on the same subject and borrow
the decimal portion only of the item.

10. Finding a Call Number
for an Item
• To add to the decimal portion, get a Cutter number using
the software on the Library drive. Look for the folder
titled Cutter. Under that, look for the application file also
titled Cutter.

11. Finding a Call Number
for an Item
• Key in the last name, a comma, and the first name. The
Cutter number will appear in the second box.

12. Finding a Call Number
for an Item
123.45
A567b
DEPT COPY
678.12
M671s
DEPT COPY
234.567
B987c
PERS COPY
HARRISON
341.9876
R1425t
PERS COPY
MIRACLE
• Add “DEPT COPY” or “PERS COPY” to the bottom of
the call number. If the item is a personal copy, add
the last name of the instructor to the bottom of the
call number.
See next slide for video

14. Adding Instructor or Departmental
Materials to a Course
• Now that we have the cost of the item and a call
number to use we can add the item to the course.
• First we must create a bibliographic record.

15. Creating a Bib Record
• Search for the existing course by instructor name
or course number in Sierra. Open the course.
• Choose Add Items, then choose New.

16. Creating a Bib Record
• Choose the Material Type: a PRINTED MATERIAL or
g VISUAL MEDIA. Double click for more choices.

17. Creating a Bib Record
• Key in the Title and Author in all CAPITAL letters.
• Key in the Call Number, Year of publication, Edition,
and a Note if needed.

18. Creating a Bib Record
• Once this information is entered the Bib record will
look like this:

19. Creating a Bib Record
• Choose Save.
• This creates a bibliographic record for the item.
See next slide for video

21. Creating an Item Record
• Next choose Summary.
• Choose Item from the View dropdown menu.
• Choose Attach New Item.

22. Creating an Item Record
• In the New Item Options box,
choose OK.
• Key in the Copy number.

23. Creating an Item Record
• Key in the I Type. For other types of materials
contact the reserve manager at the Dayton Campus
to set up the correct I Type.
• Key in the Cost.
For Main Campus, Learning Centers,
and Courseview Campus
Learning Centers,
Courseview Only
109 Reserve Textbook 112 Reserve Photocopy 9 Reserve 1 Week
110 Reserve Book 113 Reserve DVD 12 Reserve 3 Days
111 Reserve Periodical 114 Reserve VHS
115 Reserve CD

24. Creating an Item Record
• Key in the Location:
o Dayton Campus use dlsrh – 3-Hour Loan, dlsr3 – 3-Day Loan, and dlsr7 –
1-Week Loan.
o Englewood LC use engls for 3-Hour Loan, 3-Day Loan, and for 1-Week
Loan.
o Huber Heights LC use hubls for 3-Hour Loan, 3-Day Loan, and for 1-Week
Loan.
o Courseview Campus use warls for 3-Hour Loan, 3-Day Loan, and for
1-Week Loan.

25. Creating an Item Record
• ICODE2 – Do not change this setting, select Next.
• Key in the Volume number.
o If the item has a volume number, type “v.” and the volume number found on the
item. Then key in either DEPT COPY or PERS COPY followed by the owner’s
last name.
o If there is no volume number just key in DEPT COPY or PERS COPY followed
by the owner’s last name. Select Next.

26. Creating an Item Record
• Scan or key in the Barcode.
• Check the information in the record. If correct select
Save followed by Add Item.

27. Creating an Item Record
• In the Course Reserve Setting box, verify the
location and I Type, then enter a removal date next to
the until button in the Item Status section.
• Select OK.

28. Creating an Item Record
• You have now created an item record and added the
item to the course.
• The last thing you need to do is check all the
labeling on the item and place it on the Reserve
shelf.
See next slide for video