Shared Documentation Depository

Why reinvent the wheel? Projects are easier to begin with inspiration. It is easier to craft documentation from examples than to begin from scratch, and a depository is only as useful as its submissions.

This depository contains documentation submitted by CARLI member libraries, for the benefit of the broader community.

About the Documentation

Each document is noted with the topic, the name of the institution by whom it was submitted, the date it was added to the depository, the date the link was last checked for availability, and any notes.

Example:

Topic Author Date Added Date Last Checked Notes Link
Work orders CARLI Office 7/14/2021 8/1/2021 This document is for larger institutions that might have multiple service departments How to: Using Work Orders in Alma

The documentation is not peer-reviewed; it is up to those using the documentation to determine whether the information is still valid, accurate, and of use for their purpose.

How to Submit

Do you have documentation to share? Please do!
New categories and subcategories will be added to this page as documentation is received.
Sample topics of documentation we'd love you to submit:

  • Library privacy policy
  • Library interlibrary loan policy
  • Annual reports (internal for the library and/or external to stakeholders)
  • Newsletters
  • Library marketing and promotional materials
  • Event descriptions
  • Form templates
  • Workflow visualizations
  • Video tutorials
  • How-to guides, such as how to use the OPAC, search databases, log in to services, find the library, etc.
  • Other topics of interest

You can submit items for sharing via this Smartsheet form. Before submitting, please make sure that you have appropriate permissions to share.

Topic Author Date Added Date Last Checked Notes Link
eResources EIU - Bill Schultz 10/18/2021 4/20/2021 This document provides instructions on how to load bibliographic records for Illinois state government electronic publications. EIU_Loading Electronic Illinois Documents into Alma.docx
eResources EIU - Bill Schultz 10/18/2021 4/20/2021 This document provides instructions on how to catalog newly-purchased JSTOR eBooks. EIU_Loading JSTOR Ebooks into Alma.docx
Cataloging EIU - Bill Schultz 10/18/2021 4/20/2021 This document explains how to relink holdings records from one bibliographic record to another. EIU_Moving Holdings Between Bibliographic Records.docx
Cataloging EIU - Bill Schultz 10/18/2021 4/20/2021 This document explains how to relink item records from one holdings record to another. EIU_Moving Items to Other Holdings.docx
Cataloging NBY - Megan Kelly 10/18/2021 4/20/2021 This document outlines the steps for linking together bibliographic records for separate titles bound together in a single volume and records for analyzed works (maps, articles, etc.) that constitute part of a larger work (for linking purposes, considered the “host” item). NBY_Bound With and Analytics Linking in Alma (Newberry).docx
Cataloging RVC - Brent Eckert 10/18/2021 10/4/2021 This document provides a basic cataloging workflow.

RVC_Cataloging procedures for Alma.docx

Users RVC - Brent Eckert 10/18/2021 10/4/2021 The document explains how to change an external student patron record to an internal community patron record. RVC_Changing student to community patron.docx
Acquisitions RVC - Brent Eckert 10/18/2021 10/4/2021 This document explains how to create an invoice in Alma Acquisitions. RVC_Creating invoices in Alma.docx
Acquisitions RVC - Brent Eckert 10/18/2021 10/4/2021 This document explains how to create a purchase order in Alma Acquisitions. RVC_Creating purchase orders in Alma.docx
Acquisitions RVC - Brent Eckert 10/18/2021 10/4/2021 This document explains how to roll over ledgers and create a new fiscal period in Alma Acquisitions. RVC_Fiscal Period Close.docx
eResources RVC - Brent Eckert 10/18/2021 10/4/2021 This document explains how to order and activate eBooks. RVC_How to Order and Activate eBooks in Alma.docx
Acquisitions RVC - Brent Eckert 10/18/2021 10/4/2021 This document explains how to check in periodicals in Alma. RVC_Periodicals check-in in Alma.docx
SIS RVC - Brent Eckert 10/18/2021 10/4/2021 This document explains the SIS integration process from Colleague. RVC_SIS integration in Alma.docx
Cataloging RVC - Brent Eckert 10/18/2021 10/4/2021 This document explains how to withdraw items. RVC_Withdrawing items in Alma.docx
Fulfillment, cataloging, Primo VE SIE - Tammie Busch, tabusch@siue.edu 10/18/2021 10/12/2021 Alma/PrimoVE LibGuide for fulfillment and resource management functions. https://libguides.siue.edu/Alma/PrimoVE
Primo VE TIU - Brett Mitchell 10/18/2021 10/13/2021 This document explains how to renew an I-Share book in Primo VE. https://docs.google.com/document/d/1VRD-ScAl1sQ-IHZpJ_iK75wePeJIlnN8Yv9oyJX3YeY/edit
eResources WRH - Harper College, jedstrom@harper.edu 1/5/2022 10/22/2021 This document explains how to process GOBI eBooks. Processing GOBI e-books.docx
eResources WRH - Harper College, jedstrom@harper.edu 1/5/2022 10/22/2021 This document explains how to import MARC records from Gale. Processing Gale e-series.docx
Fulfillment CTU - Catholic Theological Union, drieckens@ctu.edu 1/5/2022 1/3/2022 This document provides steps for editing the "End of Term" date in the institutional calendar. End of term date.docx
Fulfillment ISL - Rebecca Allen, RAllen2@ILSOS.GOV 4/22/2022 2/24/2022 This document explains how to change an item's  loan status in Alma. How to change an Item's Loan Status in ALMA.docx
Fulfillment ISL - Rebecca Allen, RAllen2@ILSOS.GOV 4/22/2022 2/24/2022 This document explains how to charge an item to an out-of-state library. Charging an Item to an Out-of-State Library.docx
Fulfillment ISL - Rebecca Allen, RAllen2@ILSOS.GOV 4/22/2022 2/24/2022 This document explains how to charge an item to an in-state library. Charging an Item to an In-State Library.docx
Cataloging ISL - Rebecca Allen, RAllen2@ILSOS.GOV 4/22/2022 2/24/2022 This document explains how to search for bibliographic headings using the Browse Bibliographic Headings function.

Cataloging Procedures- Using Search Resources.docx

 

Fulfillment ISL - Rebecca Allen, RAllen2@ILSOS.GOV 4/22/2022 2/24/2022 This document explains how to add extra books to a patron's request, such as in the case of a multi-volume set. Adding Extra Books to a Patron's Request.docx
Users ISL - Rebecca Allen, RAllen2@ILSOS.GOV 4/22/2022 2/24/2022 This document explains how to add staff and patrons to Alma. Adding Staff and Patrons to Alma.docx
Fulfillment, Users ISL - Rebecca Allen, RAllen2@ILSOS.GOV 4/22/2022 2/24/2022 This document explains how to add a note to an item or patron record. Adding a Note to an Item or Patron Record.docx
Fulfillment ISL - Rebecca Allen, RAllen2@ILSOS.GOV 4/22/2022 2/24/2022 This document explains how to remove a fulfillment note. HOW TO REMOVE A FULFILLMENT NOTE.docx
Analytics

SIE - Shelly McDavid, smcdavi@siue.edu

4/22/2022 2/18/2022 This document provides a crosswalk for use in collecting IPEDS data. Reporting Agency Data Crosswalk 20220218.docx
Cataloging CARLI - Ted Schwitzner, tschwitz@uillinois.edu 4/22/2022 2/25/2022 This document provides instructions on how to withdraw items so that they don't show in Primo VE. Withdrawing.docx
General SIM - Lori Thompson, lthompson@siumed.edu 4/22/2022 3/4/2022 This document explains how to vote for an idea on the Idea Exchange. Idea Exchange Voting.docx
Fulfillment ISL - Rebecca Allen, RAllen2@ILSOS.GOV 4/25/2022 2/24/2022 This document explains how to scan in items. How to Discharge Items.pdf
Fulfillment ISL - Rebecca Allen, RAllen2@ILSOS.GOV 4/25/2022 2/24/2022 This document explains how to change an item's location in Alma.

How to Change an Item's Location within the Library Catalog.pdf

Cataloging ISL - Rebecca Allen, RAllen2@ILSOS.GOV 4/25/2022 2/24/2022 This document describes copy cataloging procedures in Alma. ALMA Copy Cataloging Procedures.pdf
Users ISL - Rebecca Allen, RAllen2@ILSOS.GOV 4/25/2022 2/24/2022 This document explains how to add user roles to a user record. Procedures for Adding Staff Permissions.pdf
Fulfillment UIU - Janelle Sander, jasander@illinois.edu 4/25/2022 2/10/2022 This document describes how to manage patron fines and fees. Billing.pdf
Fulfillment UIU - Janelle Sander, jasander@illinois.edu 4/25/2022 2/10/2022 This document explains how to add patron records in Alma.

Adding Patrons.pdf

Fulfillment UIU - Janelle Sander, jasander@illinois.edu 4/25/2022 2/10/2022 This document explains how to edit patron records in Alma. Editing Patrons.pdf
Fulfillment UIU - Janelle Sander, jasander@illinois.edu 4/26/2022 2/10/2022 This document explains how to manage course reserves in Alma. Reserves Guide.pdf
Fulfillment UIU - Janelle Sander, jasander@illinois.edu 4/26/2022 2/10/2022 This document explains how to use Alma to monitor local requests. Monitoring Local Item Requests.pdf
Fulfillment UIU - Janelle Sander, jasander@illinois.edu 4/26/2022 2/10/2022 This document explains how to manage items on the Expired Hold Shelf. Expired Hold Shelf.pdf
Fulfillment UIU - Janelle Sander, jasander@illinois.edu 4/26/2022 2/10/2022 This document explains how to manage items on the Active Hold Shelf. Active Hold Shelf.pdf
General UIU - Janelle Sander, jasander@illinois.edu 4/26/2022 2/10/2022 This document explains how to process work orders. Processing Work Orders.pdf
General UIU - Janelle Sander, jasander@illinois.edu 4/26/2022 2/10/2022 This document describes how to place work orders at different points in the fulfillment cycle. Placing Work Orders.pdf
Fulfillment UIU - Janelle Sander, jasander@illinois.edu 4/26/2022 2/8/2022 This document explains how to handle requests that are to be sent using campus mail. Fulfilling Requests Going Through Campus Mail.pdf
Fulfillment UIU - Janelle Sander, jasander@illinois.edu 4/26/2022 2/8/2022 This document explains how to fill requests. Fulfilling Requests.pdf
Fulfillment UIU - Janelle Sander, jasander@illinois.edu 4/26/2022 2/8/2022 This document explains how to submit I-Share requests on a patron's behalf. I-Share Requests.pdf
Fulfillment UIU - Janelle Sander, jasander@illinois.edu 4/27/2022 2/8/2022 This document explains how to submit local requests on a patron's behalf. Requesting Local Items on a Patron’s Behalf.pdf
Fulfillment UIU - Janelle Sander, jasander@illinois.edu 4/27/2022 2/3/2022 This document explains how to handle the patron block pop-up. Patron Block Pop-up.pdf
Fulfillment UIU - Janelle Sander, jasander@illinois.edu 4/27/2022 2/3/2022 This document explains how to change the return date for an item. Return Items - Change Return Date.pdf
Fulfillment UIU - Janelle Sander, jasander@illinois.edu 4/27/2022 2/3/2022 This document explains how to return items in Alma. Return Items.pdf
Fulfillment UIU - Janelle Sander, jasander@illinois.edu 4/27/2022 2/3/2022 This document explains how to view an audit trail for a loan. Loan Audit Trail.pdf
Fulfillment UIU - Janelle Sander, jasander@illinois.edu 4/27/2022 2/3/2022 This document explains how to loan items using a proxy patron. Loan Items - Proxy Patron.pdf
Fulfillment UIU - Janelle Sander, jasander@illinois.edu 4/27/2022 2/3/2022 This document explains how to loan items to I-Share patrons. Loan Items to I-Share Patrons.pdf
General UIU - Janelle Sander, jasander@illinois.edu 4/29/2022 2/3/2022 This document discusses the login settings in Alma. Log In.pdf
Fulfillment UIU - Janelle Sander, jasander@illinois.edu 4/29/2022 2/3/2022 This document explains how to loan items to local patrons. Loan Items.pdf
Fulfillment UIU - Janelle Sander, jasander@illinois.edu 4/29/2022 2/8/2022 This document explains how to process the Campus Mail report from Analytics. Campus Mail Reports Processing.pdf
Primo VE TIU - Jodi Craiglow, jacraiglow@tiu.edu 5/10/2022 unsure Workflow for creating and updating a New Titles Primo Collection, including creating a dynamic analysis, creating set(s), and creating/updating a collection Creating New Titles Collection(s) in Alma/Primo
Primo VE TRN - Michelle Vander Woude, Michelle.VanderWoude@trnty.edu 8/8/2022 unsure Videos on using Primo VE

https://www.youtube.com/playlist?list=PLtTd_JH9qurhoJzDKJsDTS1HwvvwuRtdm

OER TRN - Michelle Vander Woude, Michelle.VanderWoude@trnty.edu 8/8/2022 unsure Guide on using OER https://subsplus.trnty.edu/subjects/guide.php?subject=OER%202