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Mary Livermore Library The Circulation: 910.521.6516 |
Ares Course Reserves Web Interface – Faculty Guide
Accessing Course Reserves
UNCP faculty can
access the Library’s Ares Course Reserves System online at https://uncp.ares.atlas-sys.com/ares/.
The system can also be accessed through
the Library’s web site, by clicking on Course Reserves from the main library web page.
Creating a Reserves Account
The Ares system
requires accounts for individual users. Faculty
can complete the one-time process of creating an account by clicking the Create
Account link on the logon page and filling out the form. You can
choose if you want Auto Email subscription so you can be notified for all of your future
classes when an item is posted in Ares. If you choose Manual,
you will still be able to choose email subscription on a class by class
basis.
When you create
your account, you will be asked to select a password hint. Password hints allow you to give yourself a
reminder if it is needed in the future. Ares will not allow you to actually
type the password in that field. Once you enter all of your information, you
click the Create Account button.
Once the account
is created, the main menu is displayed with an alert message telling you that your
account must be cleared by library staff before you can add classes and post
materials. Until you are cleared, you can still perform tasks offered to
“non-instructor” users. Library staff
clear user accounts on a continuous basis, so any delays in posting materials
should be minimal. If you have any
questions about clearing your account, please contact Reserves Services by
e-mailing reserves@uncp.edu or calling 910.521.6516.
Once cleared, you
can log in and perform the following from the Main Menu:
1.
Switch to student mode, which allows you to verify that
classes and items appear to your students as you intended.
2.
Create a new class.
3.
View or edit current, previous and future classes.
4.
Click on a class to show the Class Detail Form, which will
then display the Instructor Class Tools in the menu on the left side of the
screen.
5.
Create Full Proxy Users, which gives access
to people like graduate assistants or department secretaries to create classes
and post items for you. Full proxy users
have access to all of your course reserves.
Proxy users must first have set up their own Ares account and you need
to know their user name.
6.
Edit user information including your password and password
hint.
7.
Read My Emails, where emails sent to you
from Ares can be reviewed.
Create a Class
To create a
class, enter a class name and course number. The instructor
field is automatically populated with your name. If you are a proxy user
for someone else, a dropdown box will appear to allow you to choose the actual
instructor if it is not you. Select a department and a semester
from the drop down menus. You can also enter a URL link to a web site
that you will use for the class, if you so choose. A description for the
class can also be entered. The enrollment field, which is the number
of students enrolled in your course, is required so that it can be used by Ares
to calculate copyright costs for any items necessitating royalty fees before
being used for course reserves. See the Library’s Course Reserves Copyright
Policy at www.uncp.edu/library/reserves/policies.pdf
for more information about copyright limitations and procedures.
Additionally, you can enter
a list of Student Banner IDs on the class so that when those student users log
on to Ares, they will see the class automatically on their Main Menu.
This list can be edited any time to include access to new students or
revoke access to others (after Add/Drop for example). Students can also add the classes manually to
their own accounts.
The Circulation
Desk at the Library is the only drop off location for physical reserve
materials, or materials needing scanning, and should be automatically selected
on the form.
Instructor Class Tools
Faculty can look
at the details of previous, current, and future classes by clicking Main
Menu for the current classes. Previous classes are under
the Instructor
Tools heading. Upcoming Classes" are also viewed under Instructor
Tools or by clicking on the link under the list of Current Classes. The
Instructor
Class Tools will become visible once a specific class is chosen.
1. Edit Class
- Make changes to any details of the class.
2. Cross Listings
– if a class is referred to by more than one Course Number, Class Name, or is
shared with more than one department then you can add cross-listings so your
students will have an easier time finding the class.
3. Delete
Class - You will be asked to verify that you want to delete.
4. Clone
Class – A class, including its items, can be “copied” from one semester to
another by an instructor user to save time recreating classes and items that
are offered more than once. You can clone the entire class, or just
selected items.
5. Class
Proxy User – Faculty, and their full proxy users, can add a Class
Proxy User who will have the ability to add items to a class. Class
proxy users have class by class access to your reserves. Proxy users must first have set up their own
Ares account and you need to know their user name.
6. Authorized
Users – Users authorized to access the items in a class can be added or
removed.
7. Chat –
Faculty or students working in groups can log onto Ares, choose a class and
click the "Chat" link in the Class Tools to start or join a live chat
session. Faculty have the added capability of clearing the chat log
and saving the chat as a reserve item so that it can be accessed by users
later. The Link button runs a wizard that can allow the chat users to
create an http link in the chat session. The B and I buttons allow
for bold and italicizing of the text being typed.
8. MessageBoard
– Faculty and students can post messages on the MessageBoard. You can
start a new message thread by clicking New Topic or post responses to
existing messages by double clicking on the message and then choose Post
Reply. This feature operates
similarly to the message board in Blackboard.
9. Add Reserve Items – See below for more
details.
10. Reserve
Item Usage – Faculty and your proxy user(s) can view whether or not a
reserve item has been viewed. You can see not only how many times an item
has been viewed, but also by which students.
Adding Reserve Items
You can add
items to a class so they are viewable by the students of that class.
Several options are available: articles, chapters, books, file
uploads, free text, audio files, and video files.
Except for a
book, the item types listed above can be loaded to the Ares System using the “I
will upload a file” feature. By uploading electronic files,
you are eligible for expedited reserves processing, as the library
reserves staff will not need to pre-process these files to make them ready for
access by your students. All submitted files will be reviewed by reserves staff for copyright
purposes before being made available electronically and must be submitted with
full bibliographic information.
Reserve royalties will be paid by the Library and the majority of
copyright permissions can be granted automatically by the
If you only have
a hard copy of your item, you can bring it to the Circulation Desk to be
scanned and posted, or if it is a book (or item not able to be scanned), left
at the Circulation Desk for students to borrow. When entering the item in
Ares, and choosing “I will bring the material to the library,” Ares puts that item
in Awaiting
Supply by Instructor status.
If the item’s
information is found on a web site, you can choose “The item should link to a web
site” and place the URL in the field following. When the student
clicks the View this Item link they are taken right to the web site. If
you are linking to one of the Library’s databases, you will need to use the
permanent URL. If you are unsure of
which URL to use, you may contact the Reference Desk at refdesk@uncp.edu or
910.521.6656.
If you do not
have the item in your possession, you can choose “Please have library staff pull
the material off the shelves” so that the item will be put into the
Ares system and go through the normal process. Reserves Services staff
will then post or otherwise make the material available.
On the Book Item
page, there is an additional option "Please consider this item for purchase
and make it available to my students through course reserves."
Items that have this option checked will be routed to Awaiting
Purchase. Reserves Services staff will route the item to Collection
Development where the decision will be made to purchase cancel or route to
other processing.
You also have
the option of limiting access to an item by choosing a date range in the Reserve
Restrictions. The dates the item is available defaults to the
Class duration, which in turn was limited by the semester date range that the
class was assigned. Reserve Restrictions allows you to
narrow the range even further. You may wish to do this for items with
short term duration, such as exam notes, allowing the materials to be submitted
and ready, but not viewable until your determined date.
Once an item has
been added, you can also delete the item if you’ve made a mistake or if the
item is no longer needed for class. The item physically remains on the
server but Ares changes the status to "Item Cancelled by Instructor"
so the item is not viewable by the student users.
Newly posted
items will be displayed on the items list pages with an icon "New".
Once viewed by you, the icon changes to an Ares logo. This feature
allows you to see what items you have looked at.
Questions
If you have any
questions about using Ares Course Reserves, please contact Reserves Services by
e-mailing reserves@uncp.edu or calling 910.521.6516.
