ECR Guide (UT 11/03) ContentsECR HomeMilcat PDF Management Course Management Troubleshooting Electronic Reserves (ECR) Staff Guide Electronic Reserves

ECR Guide (UT 11/03) Contents ECR Home Milcat PDF

Management Course

Management Troubleshooting

Electronic Reserves (ECR) Staff Guide

Electronic Reserves Staff Guide

University of Toledo Libraries

INNOPAC/Millennium

Release 2002, Phase 3

Corey Seeman

Asst. Dean for Resource and Systems Management


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ECR Staff Guide Contents

• ECR Overview• Course Management (creating & editing cour

se records)• Managing Documents (PDFs)

– Scanning Standards– Creating & Attaching New Record– Switching PDFs Attached to a Document

• Troubleshooting


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ECR Overview

• Electronic Course Reserves is a system that allows us to place specific documents online for students to use in a particular course. These documents are scanned as PDF files for consistency and ease of use.

• Items can be tests, class notes, PowerPoint Slides, homework solutions, and articles. When using articles or other published material, we are bound by copyright laws in how much can be added.


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ECR Overview - Record Types and PurposeCourse Record - Professor’s Name (can be repeated)

Course RecordCourse Number (can be repeated)

Course RecordCourse Note (can be repeated) The Course Record is where

we input the search terms that the student can use to find the

material they need. This includes the professor(s)

name & course number, as well as notes that will help them use the material more

effectively.


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ECR Overview - Record Types and Purpose

Title and Author are from the Bibliographic Record

Call Number only appears for physical material and comes from

the item record

FormatData Shows in this column

if it is available electronically

The Listing of Materials for this Course is where all the of the items on reserves

(paper, books, videos and scanned documents) are listed. Students can sort

the list by clicking on the grey buttons atop each column


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ECR Overview – Role of the Item Record

Course Record(CHEM 1230)

Bib Record (Title)CHEM 1230: Exam 1


Bib Record (Title)CHEM 1230: Problem

Set 1

PDF

PDF

PDF

Item (linking)

Item (linking)Item

(linking)

Items Records are needed by the system to attach these documents to the course record (even if there

are no physical items)

Student


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ECR Overview – Active Items





Set 1

PDF

PDF

PDF

Item (linking)

Item (linking)Item

(linking)

Active items on a course record (shown by the regular line) can be viewed by students

Student


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ECR Overview – Inactive Items





Set 1

PDF

PDF

PDF

Item (linking)

Item (linking)Item

(linking)

Inactive Records on a course record (shown by the dotted line) cannot be

viewed by students. Inactive records are useful

for items that are to be turned on at a certain time

in the future.

Student


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Course Management

• The course record provides the information needed by the student to find the material. This will include all the faculty members teaching the course and the course numbers with cross-listings if appropriate.

• Additionally, the Course Record can have information that is used by the Library to contact the professor and obtain statistics.


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Course Management

Search for the Course First by Course Number or Professor’s

last name

This line tells you that there are no hits. Time to create a

record.


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Course Management

Click on File.Then Select New Record

Then Select New Course Record


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Course Management – DatesYou will be given a series of prompts when entering the course record

BEGIN DATE – Date of the beginning of the course or date record created if after the start of the semester.

END DATE – Date for the end of the semester or reserve period.

2. END DATE Defaults to end of

the current semester

1. Type a “t” to give the BEGIN DATE

today’s date.


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Course Management – LocationLOCATION – Library (Carlson, Law or Scott Park)

3. LOCATION should remain Carlson. If you are at another location, change to that location code.

Click Next or hit Enter.


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Managing Courses – CCODE1CCODE1 – Code for the College of the course.

CCODE1 (College)

- ---

a ARTS&SCI

b BUSINESS

d EDUCATION

e ENGINEERING

h HHS

l LAW

p PHARMACY

u UNIV COLL

o HONORS

4. CCODE1Type the value for the college

Click Next or hit Enter.


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Course Management – CCODE2CCODE2 – Code for the means of Delivery to the Student.

CCODE2 (Delivery)

- ---

b PHY/ELEC (Physical & Electronic)

e ELEC ONLY (Electronic Only)

p PHY ONLY (Physical Only)5. CCODE2

Type the value for the college Click Next or hit Enter.


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Course Management – PROF/TAPROF/TA – Enter the Professor’s or TA’s name.

PROF/TA Field: Use the faculty member’s full name with Last Name First.

PROF/TA Field can be repeated and should be listed for every relevant faculty member or TA that the students might use to look up the class.

If someone has a hyphenated name, you can enter it twice to ensure students will find it:

Jones-Crawford, Clara

Crawford, Clara Jones

Enter the name and hit enter or

Click Next.


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Course Management – CourseCOURSE – Enter the Course Number.

COURSE Field: First Entry will be the course abbreviation with the letters in capital letters: “CHEM 1000”.

COURSE Field should then be repeated for the full name of the course to facilitate retrieval. The full name of the course should be in upper and lower case letters. This

should be repeated for cross-listed courses.

CHEM 1000

Chemistry 1000

Enter the name and hit enter or Click Next for both entries.


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Course Management – Contact InformationCONT INFO – Enter Contact Information (if needed)

CONT INFO Field: This is a free text field that allows us to enter contact information for the professor. This DOES NOT DISPLAY to the public. This is important for visiting faculty members, graduate students, and others who do not read their UT mail. This can be for their e-mail or phone number.

We do not need to enter this field for Full-time UT Faculty members because they are easier to get a hold of.

Enter the information

and hit enter or Click Next.


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Course Management – Course NoteCOUR NOTE – Enter Contact Information (if needed)

COUR NOTE: This is used only when necessary and DOES display to the public. We use this note to indicate:

Items available on Electronic Reserves (Shortcut to standard message is to type “%ecr” and hit enter. This will give the standard ECR message in the Course Record.

Paper Copies are retained differently than electronic copies.

What semester the course material is for.

Enter the note and hit enter or

Click Next.


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Course Management – Display

If you need to change any of the fields that you entered, you can do it here.

Click on the place you need to change and type away.


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Course Management – Editing

If you need to add a field (second note, additional course number or professor’s

name, click on the insert button and choose the correct field from the drop-

down option. Type the text in the box and click OK or hit enter.


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To change a fixed field, double click on the value. You will get a box that will allow you to select a new

value. You double click on the new value or click once

and the OK button.


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To change a date field, find the month and date and then double-click on the date that you want to change to. You

can also type over the existing entry in the record. For navigation follow these

buttons: << & >> go to prev. and next year< & > go to prev. and next month


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Course Management – Saving

When you are done with edits, click on save to save the record. The record (now listed as New COURSE) will be given a record number and can be used by the

system.


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Course Management – Saving

When you have saved the record, you will get

a unique record number. Now you can

add items to the course record.


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PDF Management

Section Contents

• Scanning Standards• Creating & Attaching Records• Switching PDFs Attached to a Document


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PDF Management

Steps (Millennium Tasks Done with Milcat)– Scan & Save Article as PDF– Find Course Record – Click on Add Items Button– Choose New Button– Enter Author & Title (copy the title)– Save Record– Go to Media & attach image– Go to Summary and attach record to course.– Close Record


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PDF Management – Scanning Standards

Use Adobe Acrobat with these Epson TWAIN settings:– Automatic Document Feed– Image Type: Copy/Fax– Destination: Screen/Web– Resolution: 200 dpi– 8.5 x 11 Page Size


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PDF Management – Scanning Process

• Prepare the document for scanning– Fan the pages so they are likely to go

through one page at a time.– Make sure the document is face up in the

feeder tray.

• In Adobe Acrobat– Click on File from the toolbar– Click on Import, then Scan– Accept the defaults from the dialog box

and create a new PDF document.


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These are the settings that you need to

make sure are set.

This is a good visual clue if the settings are correct. It should be set to around 456 KB

per page

Click Scan when you are done!


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After you scan, make sure that the pages scanned equal the

pages in the document. Sometimes two pages go

through the Feeder together.

Save the files on the “R” drive by College, Department,

Course/Professor. If there are a lot of documents, use the

semester to help differentiate these files.


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PDF Management – Creating & Attaching Records – Find the Course Record

In Milcat, you can choose both course record

indexes, P (prof) or C (Course). Hit enter or Search when you are

done keying the search term.


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PDF Management – Creating & Attaching Records – Find the Course Record

If there is more than one professor teaching that course,

you will see all their names listed here. We do not differentiate by

section. If there is only one match, the record opens right up.


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PDF Management – Creating & Attaching Records

To add a new item to the course, click on this button. You can use this button for

books, records already created and new records not

yet in the system


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PDF Management – Creating & Attaching Records – A New Record

When you need to create a new record, click on this button. The flower on a Millennium button always means “new”

If you have an existing item (book or a document already created and in a folder), then

search here by title, author, or barcode


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Choose the Template to use for the first record created during a session.

For the Milecr Login, it will automatically select the “Electronic Reserves Template” and you will not be offered the choice. Subsequent

records created will choose the same template as before.

You can find others by using

this Scrollbar.


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The Author Field should be constructed as follows:

For single authors, use the author’s full name.– Jorgensen, Andy

– Jones, Maria

For multiple authors, use the first listed author and then add (et al) for “and others” after the name. If two names, an alternative is to list the two last names with an ampersand (&).– Multiple Names: Jones, Maria (et al) – Jorgensen, Andy (et al)– Derhay & Young


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The Title Field should be constructed as follows: For notes, exams, solutions, presentation slides, etc.

produced by the faculty member, follow this structure:• Class Number in capital letters, “:”, and a space• Description (be consistent on a class-by-class basis. If the

faculty member has given it a definitive name, please use that along with the course number and professor’s), “/”

• Professor’s last name, “.”– CHEM 1230: Writing Assignment 01 / Jorgensen.– ECON 2410: Exam 01 / Petlow.– MATH 1090: Prequiz 01 and Key / Markusen.

For a larger description of the standards , please see appendix


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The Title Field should constructed as follows: For articles and book chapters placed on reserves, use the main portion

of the title, the author’s name and any other relevant information. For example:

Item - Nations of American Rebels: Understanding Nationalism in Revolutionary North America and the Civil War South by Benjamin Carp

TITLE: Nations of American Rebels / CarpOr TITLE: HIST 2410: Nations of American Rebels / Carp

Item - Kings of the Hill: Minor League Baseball and the Development of Local Pride in Topeka, Kansas by George Jones and Sheila Smith

TITLE: Kings of the Hill / Jones Or TITLE: HIST 1100: Kings of the Hill / Jones


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A Duplicate Record will be found. Click on “Close” when this window

pops up. The system uses a system of duplicate checking to account for possible typos and

other problems. The best place to check for duplicates is in the

course record.


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PDF Management – Creating & Attaching Records – Create New Record

Choose the Item template to use for the first record created during a session. For

the Milecr Login, it will automatically select the “Electronic Reserves Item

Template” and you will not be offered the choice. Subsequent records created will

choose the same template as before.

With this template, there are NO Prompts to fill in.


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PDF Management – Creating & Attaching Records – Save Record

When you are done keying, you get this screen. If you need to make corrections,

you can do so by clicking on the Edit Button above. It is a VERY GOOD idea to select (with the mouse), copy and paste (using the CTRL+C shortcut) the full title (without the word TITLE). This will help

when you are linking the article. The record tabs that say New Bibliographic

and New Item will change when the record is saved.


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PDF Management – Creating & Attaching Records – Save Record

When you save the record, you will be

given record numbers for the bibliographic

and item records.

After the record is saved, you need to attach the PDF file to the record. To

do this, click on the Media button


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PDF Management – Creating & Attaching Records – Attach Article

Click on “Add Media Set” button to start the

linking process.


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You need to copy the title into this box. You saved it in a

previous step, so all you need to do is

type CTRL+V

The Publisher Code is the Course

Number. This field CANNOT include spaces, or non-alpha/numeric

characters (/, -, .)Make sure this is NOT checked. If this is checked, it will not work with PDF files. Finally, click on

Import File to attach article


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You have a standard Windows search box to find the file. You can change the file type on the bottom,

especially if you have Word Docs and PDFs with the same name.

When you find the PDF file,

double click on the name or click

once and then click on Open to import it to the

system.


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When the File loads, click here to save.

When it the file is

saved, the Media

count goes from 0 to

1.

This gives you the file size for the PDF. Make sure that it is not TOO big (it will take a long time to

save & download if it is a huge file).

To open the PDF file, click on this button

and Acrobat will open with the PDF, This is useful if you think you

attached the wrong file.

Shows the File Type


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When you are done attaching the PDF file, you need to place the record on Reserves.

To do that, click on the Summary Button.


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PDF Management – Creating & Attaching Records – Attach to Course

Click on the summary tab of the item record.


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Attach the selected item to the course record. This is a very important step. This links the record you create to the

course record. Without this, students will NOT be able to

see this document online.


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With Electronic Reserves, all you need to do is to click OK when you get

the Course Reserve Setting Dialog Box.

If the item is not “Active” then students will not be

able to view the document you just

created.


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PDF Management – Creating & Attaching Records – Your Done!

You’re DONE!When the record shows as

active in the course list, then students will be able to view the document and see it on a

list of readings for that course


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Switching PDFs

• Why Would you need to switch PDF files?– Attached wrong document– Original scanned document was of poor quality or

missing pages.– Original scanned document file size was too large.– Professor submitted a new version of the

document.– For annual class notes, the UTMOST record will

be left in place and new PDFs are attached every semester. This is done for PSY 1010 where different people give the chapter lectures every semester and have different notes.


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Switching PDFs– Retrieve Record

In Milcat, you can choose both course record

indexes, P (prof) or C (Course). Hit enter or Search when you are

done keying the search term. Select the course if

you are given multiple choices


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Switching PDFs– Select & Open Document

Select the document you need to modify by clicking on the line.


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When you right-click on that

line, you get a menu. Choose View bib and

items(s)


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First, select the entire title

(without the TITLE header)

and hit Control+C to

copy

Then Click on the Media icon to change the

article


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Switching PDFs– Remove Document

Right-click on the entry under

the Media Manager. Select the

Remove option

Click on Save after the article is

removed.When you remove it, this button will not be grayed out.


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Switching PDFs– Remove Document

Click on “Add Media Set” button to start the

linking process.Then follow instructions found under Creating & Attaching New Record –

Attach Article


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Switching PDFs– Attach Article

You need to copy the title into this box. You saved it in a

previous step, so all you need to do is

type CTRL+V



characters (/, -, .)Make sure this is NOT checked. If this is checked, it will not work with PDF files. Finally, click on

Import File to attach article


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You have a standard Windows search box to find the file. You can change the file type on the bottom,

especially if you have Word Docs and PDFs with the same name.

When you are done, click on

Open or double Click the file to import it to the

system.


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When the File loads, click here to save.

When it the file is

saved, the Media

count goes from 0 to

1.

This gives you the file size for the PDF. Make sure that it is not TOO big (it will take a long time to save if it is a huge

file).

To open the PDF file, click on this

button and Acrobat will open

with the PDF

Shows the File Type


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When you are done attaching the PDF file, you do not need to place the record on reserves.

Just click on close and the system will start using the new

PDF file.


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Switching PDFs– You’re Done!

The record is highlighted and should be all set

to go.


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Troubleshooting User-Side Errors

Three Main User Problems

• When Printing, I get a blank printouts

• When Printing, I get a mirror image or blank lines.

• When downloading an article, I get nothing and the status says “Done”.


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Troubleshooting – Blank Printouts

Problem

When Printing, I get a blank page.

Solution

The student is using the Web browser tool bar to print. They should use the printer icon on the Acrobat tool bar.

Resources You and Your Acrobat Toolbar Tutorial http://library.utoledo.edu/guides/ecr_toolbar.htm


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Troubleshooting – Blank Printouts

If you want to print the PDF, click on this icon. You will get the list of printers setup for your computer.

From the “You and Your Acrobat Toolbar Tutorial


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Troubleshooting – Mirror Image or Blank Lines on Printout

Problem

When Printing, I get a mirror image or blank lines.

Solution

The student is using a bad version the Acrobat Reader version 5. They should upgrade to version 6 OR select “Print as Image” when printing the document.

Resources http://www.adobe.com/products/acrobat/readstep2.html


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Troubleshooting – Mirror Image or Blank Lines on Printout

By selecting “Print as image”, the

problem almost always goes away.

This is not a problem with Acrobat Reader

Version 6.


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Troubleshooting – Document Does Not Download

ProblemWhen downloading an article, I get nothing and the status says “Done”.

SolutionWhen you are downloading a PDF file from this service, please be patient, especially if you have a modem connection. The Acrobat Reader will not open up until the entire document is downloaded onto your computer. This may be confusing if the status bar says "Done" and the lower frame is blank for a while after entering your name and ID. For this reason, we have tried to make the files small in size.

Resources – patience!


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Troubleshooting Staff-Side Errors

Three Main Staff Problems

• Article is linked, but does not show up on the course record.

• Article is linked and shows up, but I cannot view the document.

• Article takes too long to download even on the network


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Troubleshooting Missing Records

Article is linked, but does not show up on the course record.

• Record is created and linked, but it is not attached to the course record.

• Record is created and linked, but it is attached to the wrong course.

• NOTE: Please make sure that the article was scanned and linked to a bib record. Sometimes they are scanned, but not attached to a bib record.


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Article is linked, but does not show up on the course record.

Items on Reserve have a field called the COURSE ID. To

search for this record, go to record search screen and enter

a “.” for record number and this number. It will let you know what record this is

attached to.

If there is no COURSE ID field, then you need to attach it to the

course record.


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Article is linked and shows up, but I cannot view the document.

• Open the record in Milcat. • Click on the Media Icon & Check these

settings:– Media Count (under icon) should be (1)– Use Image Viewer must not be selected– In the Publisher Code, there can be no spaces

or non-alpha characters.


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characters (/, -, .)Make sure this is NOT checked. If this is checked, it will not work with PDF files.

Media Count Indicator (under this

icon) should be at (1)


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Troubleshooting Staff-Side Errors

Article takes too long to download even on the network

• You may have to have the article rescanned and re-linked. If it takes a long time on the network, it will take forever with a modem connection.


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Resource People at Carlson Library

• Janet Douglas (Circ/Reserves), x2894– [email protected]

• Moore-Jacobs (Circ/Reserves), x2323– [email protected]

• Damschroder, Russ (Circ/Res.), x2443– [email protected]

• Cathie Braun (Systems), x2834– [email protected]

• Corey Seeman (Asst. Dean / Systems), x2333– [email protected]