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 firstname.lastname@example.org.
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.
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..
How to Add New Reserve Items to Your Course
1. Begin by clicking an individual line in "Current & Upcoming Courses":
2. When you are viewing a specific course, you will see a new section appear in the left menu:
Click "Add Reserve Items".
3. Now you can see multiple types of materials you can place on reserve:
Once you click the appropriate icon, the corresponding Reserve Item webform will open (see below).
Reserve Item Webforms
If you click the Journal Article icon, for example, you'll see the following webform:
You must fill out all fields with a red asterisk, but we would appreciate you filling out any additional fields for which you have the information.
We will email you if we do not have sufficient information to process an item, but this can delay your processing time significantly.
Please pay close attention to the following sections of the form:
Please choose the appropriate option as follows (options vary depending on the type of material):
- This journal is available electronically from our Library: We will use the information provided to find the article online, and link to it.
- I will upload a file: You can upload a file. Chapters from published books should be in PDF format. We prefer black-and-white scans at 300x300 dpi. Filenames should not contain spaces or punctuation except the dot separating the file extension (e.g. ".pdf").
- The item should link to a website: You must provide a URL in the box below. This option should be used for all publicly accessible web content.
- I will bring the material to the library: Please drop off the material (photocopies or source books) at the Undergraduate Library or Central Circulation service desks or send it in campus mail, and we will create the PDF.
- Previously on e-reserves--PDF on file: If this item has been previously on e-reserves, we will find that PDF and use it.
- This e-book is listed in the Library online catalog: We will link to the e-book record.
- Please have library staff create the file from the Library copy of the recording: The Music and Performing Arts Library staff will work from their recording.
- I will bring a copy of the recording to the Music Library for them to create the file: The Music and Performing Arts Library staff will work from your recording.
- This film is in the library catalog as an "Online Resource": We will link to the streaming film record.
- Please have library staff excerpt from library-owned DVD: We will work from the Library's DVD.
- I will bring a DVD to the library for staff to excerpt clip: We will work from your DVD.
Awaiting Supply By Instructor
If you did not provide either a url or file for an item, you will see the following on your main display when you log in:
You can either edit the recard (which reopens the webform) or drop off material at the Undergraduate Library or Central Circulation service desks.
Please note: Items displaying "Awaiting Supply By Instructor" won't be processed until we receive a hardcopy or you update the record.
Receiving Email Notifications
While you can always see the status all of your items by logging into the e-reserve system, some instructors may wish to receive email notifications when items complete processing. That is, you will receive an email when an item changes status to "Item Available on Electronic Reserves." The subject line of the emails will read: [DEPT-123] New item available on e-reserves
On the course page, find the box below and click "Subscribe Now" to receive email notifications.
If you decide you no longer want notifications, come back to this screen to unsubscribe.
Warning: Subscribing means that you will receive a separate email for each item that becomes available. If you have many items on your list, or you have multiple courses, this may result in a large volume of emails.
We believe there is supposed to be a way to subscribe to all your courses, rather than needing to subscribe in each course each semester. This page will be updated when we figure this out.