Collection Management Services
If you have any issues with the e-reserves service that are not resolved by this guide, please call us at 244-3773 during business hours or email email@example.com.
When you first log into the e-reserves system, you will not see your courses. Course information is updated every four hours (at 2, 6, & 10).
Upcoming courses that have e-reserves become visible to enrolled students one week before the course starts.
If you add a course to your schedule, the e-reserves will not be visible until the following day.
If you are not seeing current courses that you know have e-reserves, and today was not the first time you logged into this system, please call us at 244-3773 during normal business hours for troubleshooting.
What are Proxies? What are Auditors
- Proxies function as instructors
- Auditors function as students
PROXIES are individuals who support instruction, such as:
- Teaching assistants
- Instructional designers
- Departmental staff
- DRES accomodations staff
Course proxies have the ability to submit, edit, and delete reserve items only for a specific course.
Full proxies, on the other hand, have the ability to submit, edit, and delete reserve items for all of the granting instructor's courses.
Therefore, we strongly recommend creating course proxies in most circumstances.
In some cases, individuals (such as instructional designers and departmental support staff) may need to have their accounts updated by CMS before they will be able to function properly as a proxy. If you are not in the campus enrollment system (Banner) as either a student or an instructor, please log in, then email us at firstname.lastname@example.org or phone us at 244-3773 during business hours and ask for B.A. or Gil to update your account.
AUDITORS are individuals who are participating in the course without being enrolled through campus.
Under no circumstances should individuals who are in the role of student be added as course proxy.
If you have any questions about whether someone should be a course proxy, full proxy, or auditor, please call us at 244-3773 during business hours.
You may need to import the course information for courses/sections from the campus enrollment system. (Please only import courses for which you will submit e-reserves.)
On your Main Menu page, you will see two tables: "Current & Upcoming Courses" and "Import Courses." Check both tables for the course and semester you wish to place materials on reserve for.
When uncertain which section is which in the reserve system, please compare the CRNs with the information found on the my.illinois website.
- If the course is crosslisted, all departments need to be imported.
- If there is a lecture associated with multiple discussion sections, only the lecture needs to be imported. (Importing the discussion sections as well as the lecture may confuse our processors and/or your students.)
- If there are multiple sections with independent enrollment, all those sections need to be imported.
If you don't see the courses you expect to see, it's possible that they have not yet been entered into the campus enrollment system. Please check my.illinois.
Once you've determined which courses in the "Import Courses" table need to be imported for your reserves, simply click the words "Add Course" in the first column of each line that you need to import. As you do, that course will move up to the "Current & Upcoming Courses" table.
Note: All materials must be listed on all courses with independent enrollment to provide access to all students.
After importing the appropriate courses, please continue with the instructions in the box below..
Making Someone a Course Proxy
Only the primary instructor for the course can set someone up as a proxy.
The primary instructor is usually the first name listed in the class schedule found on the my.illinois website.
When you log in to the e-reserves system, choose the course you want to make someone proxy for:
Once on the course screen, click on "Course Proxy Users" in the "Instructor Course Tools" menu:
On the next screen, type the full email address of the individual you would like to give proxy access in to the text box:
Then click "Add Proxy User."
Individuals must have logged into the reserves system before they can be added as a proxy.
If the individual has not yet logged in, the system will say: "email@example.com is an invalid username."
Having Someone Added as an Auditor
Only an instructor for the course can request that individuals be added as auditors.
To request that individuals be added as auditors, please email firstname.lastname@example.org with the following information:
- Primary instructor
A list of the auditors, with the following:
We will then manually add them as auditors to your course, at which point they will have the same access to the e-reserves as students enrolled through campus.