The CARLI Resource Sharing Committee reviewed Ex Libris's Alma documentation, along with companion documentation created by other Alma libraries and consortia as found online to compose this step-by-step guide for managing course reserves in Alma. Comments and questions on these steps are welcome; please email CARLI support.
Updated 9/17/2024 AEA
These four parts must be completed to successfully put an item on reserve:
There are multiple workflows for the end of semester/term transition. These are overviewed under the section:
Additional sections found in the how-to:
Three options for adding, sharing, or modifying readings lists are outlined below.
Option 1: Adding a reading list to be used by a single course.
Option 2: Adding a reading list to be used by multiple courses.
You can use the same reading list for multiple courses. For example, if your first-year writing courses all have shared core texts, but then professors are able to add supplementary materials on the topics of their choosing.
Option 3: Duplicating a reading list for re-use in a new course.
You can copy a reading list and apply it to another course. For example, if you are preparing the spring reserves during the fall semester, and a professor is putting many but not all of the same items back on reserves for the following semester. You want to create a new list for the spring course with the appropriate titles, but cannot reassign/adjust the fall list since it is still in use.
Option 1: Adding physical items from your library's permanent collection, method 1: Scan in items
Option 2: Adding physical items or electronic books from your library's permanent collection, method 2: Direct add
For both physical items and electronic books:
For physical items, you must manually create a move request:
Option 3: Adding physical items NOT in your library's permanent collection
Option 4: Adding e-resources not in your permanent collection
When you have added all course materials to a reading list, you will need to set the reading list to "Complete" to make it visible to patrons.
Why aren't Course Reserves records (Citations) displaying in Primo VE?
Updated 1/20/2021
Check if:
If none of these reasons seem to explain why the Course Reserve items aren't displaying in Primo VE, please contact CARLI Support with examples.
Adapted from the Ex Libris Knowledge Article Course Reserves/Reading List Checklist for Alma-Primo.
Let's Talk About Fulfillment 12/9/2022: Semester transitions for reserves
Webinar topics and time-stamps:
Documentation mentioned during the session:
When it is time to remove materials from a reading list (such as, at the end of the semester, or, if the reserve instructor is otherwise ready to have the item removed), if the item is owned by the library, you will want to "restore" the item to its permanent location and item policy.
Note: Restoring the item to its permanent shelving location is not enough to remove the item from reserves. You will also need to follow the steps for Workflow: Remove items from a reading list to fully take the item off of reserves.
When a reading list is no longer needed by your institution, you may wish to permanently delete the list.
Choosing to "Delete" a list, instead of "Archiving" the list fully removes it from Alma- the information from the list is no longer maintained in Analytics.
It is okay to delete a reading list, but you will want to have your statistics recorded first.
in progress
When a course is no longer needed by your institution, you may wish to permanently delete the course.
Choosing to "Delete" a course, instead of "Archiving" the course fully removes it from Alma- the information from the course is no longer maintained in Analytics.
It is okay to delete a course, but you will want to have your statistics recorded first.
in progress
When a reading list is no longer needed by your institution, you may wish to archive the reading list, so that it no longer shows in your "visible" list of reading lists in Alma, but is retained in Alma Analytics. Archived reading lists can also be "unarchived" as needed, if you wish to reuse them later.
Choosing to "Delete" a reading list, instead of "Archiving" the reading list fully removes it from Alma- the information from the reading list is no longer maintained in Analytics.
It is okay to delete a reading list, but you will want to have your statistics recorded first.
When a reading list is no longer needed by your institution, you may wish to archive the reading list, so that it no longer shows in your "visible" list of reading lists in Alma, but is retained in Alma Analytics. Archived reading lists can also be "unarchived" as needed, if you wish to reuse them later.
Choosing to "Delete" a reading list, instead of "Archiving" the reading list fully removes it from Alma- the information from the reading list is no longer maintained in Analytics.
It is okay to delete a reading list, but you will want to have your statistics recorded first.
To Archive a Reading list
If you archive the course that the reading list is attached to, the reading list will automatically be archived. Review the options for how to Archive a Course.
To UnArchive a Reading list
When a course is no longer needed by your institution, you may wish to archive the course, so that it no longer shows in your "visible" course list in Alma, but is retained in Alma Analytics. Archived courses can also be "unarchived" as needed, if you wish to reuse them later.
Choosing to "Delete" a course, instead of "Archiving" the course fully removes it from Alma- the information from the course is no longer maintained in Analytics.
It is okay to delete a course, but you will want to have your statistics recorded first.
When a course is no longer needed by your institution, you may wish to archive the course, so that it no longer shows in your "visible" course list in Alma, but is retained in Alma Analytics. Archived courses can also be "unarchived" as needed, if you wish to reuse them later.
Choosing to "Delete" a course, instead of "Archiving" the course fully removes it from Alma- the information from the course is no longer maintained in Analytics.
It is okay to delete a course, but you will want to have your statistics recorded first.
To Archive a Course
To UnArchive a Course
in progress
Documetation from the CARLI office not yet available.
Ex Libris documentaiton on Reserve Analytics