Alma Reserves Processing

• DO check carefully whether or not a course already exists before you create a new course!
• Do NOT create a new course (with identical course numbers) just because the course is being taught in a term different from the course already listed if the instructor is the same. Simply change the begin and end dates for the course.
• DO create a new course if the existing course has the same number as the new course AND the instructors are different. Create a new course, but put the instructor's name in parenthesis after the course name. Example: ECON 110 (Zidan)

Fill out the Course record with required information in the following fields. 

Code: Use the Knox Course Code--the department abbreviation and the course number and put a space between the department and course number. Example: HIST 110
Name: Use the full name of the course as it is listed on the Knox Registrar's site. 
Section: Optional; add section number if necessary. 
Processing Department: Choose "Reserves".
Term: Choose one that corresponds to the term in which the course will be taught. For permanent reserves, select “yearly.”
Academic Department: Choose from the list. If the department you need is not in the list contact your supervisor.
Start Date: Defaults to today’s date.
End Date: Set to one week after the end of the term. Set at 12/31/2048 permanent reserves.
Searchable IDS:  If the course is cross listed enter the course code for the other department(s), one per field. Also enter names of additional instructors, or other things that patrons may search by. These terms are searchable in Knox Primo.

Optional: Click on the Instructors tab. Search for the instructor(s) that are associated with the course and add. Note: Instructors can be added later.

Click SAVE when done.

NOTE: The Status field is inactive by default. If you are adding a new course the status will change to "Active" after you click the SAVE button. When editing an existing course record, change the status from Inactive to Active if necessary. Change the Status to Inactive if the course was taught, or will be taught, but is not currently being taught.

Go to the next step: Add Instructors to a Course

Go to Fulfillment > Course Reserves > Courses and find the course in the list. Click on the row actions button to the right of the course and select "Edit".

Click on the "Instructors" tab, then click on the link to "Add instructor". Start typing the instructor's last name in the search box and wait for the name to be found in Alma. Or click the ellipses next to the search box and search for the instructor's name. You can add more than one instructor to a course.

Click SAVE when done.

To delete an instructor from a course:

Go to Fulfillment > Course Reserves > Courses and find the course in the list. Click on the row actions button to the right of the course and select Edit.

Click on the "Instructors" tab. Find the instructor you wish to delete, then click the row actions button to the right and select "Remove".

Click SAVE when done.

Go to: Fulfillment menu > Course Reserves > Courses

Edit an Existing Course

Scroll through the list to find the course, or use the search box to search for a course.You can filter the list by selecting one of the filter options at the top of the list, for example, "Academic Department."

Click on the row actions button to the right of the course you wish to edit and select "Edit".

You may wish to change the name of the course, change the start and end dates for the course, or add/remove instructors.

Click SAVE when done editing.