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Alma Fulfillment Resource Guide

This guide covers all aspects of the fulfillment process. This includes maintaining all patron records, loaning materials, returning/renewing loaned materials, managing lost items dealing with fines and fees as well as course reserves.

Course Reserves - Step by Step

Creating a Course

To create a course in Alma:

  1. Go to Fulfillment>>Course Reserves>>Courses.
     
  2. From the Course Screen, you’ll see all the courses that meet your course filter.  To add a course, select the Add a Course button on the upper right. When you select the Add Course, you’ll be taken to the Manage Course Information Page.

     
  3. Enter all relevant information, including the information listed below,.
    • Code: should be a shortened code such as ENG 101
    • Name: use name of course as listed in campus course list.
    • Term: This doesn’t have a bearing on dates course is activate, and is used mostly for display.
    • Start/End Date: will govern when the course is active.  End date will also determine due back date for course items.
    • Processing Department: Default is fine, unless you’ve configured a specific department for course reserve processing.
    • Searchable IDS: these will be searchable in Primo, and can be used for course nicknames, additional instructors, TAs, or other things that patrons may search by.
       
  4. Click the Save button.

 

Creating a Reading List

Now that you have created a course, the next step is to create a Reading List. To do so:

  1. Go to the main course page and select the ellipses button on the right column, and then select Reading List.
     
  2. This will bring you to the Reading List Menu. Add a Reading List using the Add Reading List button.
     
  3. The Add Reading List pop-up menu should appear.

    Fill out the following fields:
    • Code: Enter a code for the reading list
    • Name: Enter a Name
    • Status: Leave at Being Prepared
    • Due Back Date: This date is taken from the end date of the course.
       
  4. When done, click Add. If this is the only reading list you are creating, click Add and Close.

 

Adding a Citation From Your Collection

After creating a reading list, you will need to add citations.  To do so:

  1. If the Reading List you wish to edit isn't already open, go to Fulfillment>>Course Reserves>>Reading Lists, locate the Reading List you wish to open, click the ellipsis next to that list, and then click the Work On link.

     
  2. If you already have the item in Alma, click the Add Citation link and then click Add Repository Citation.

     
  3. By selecting the add repository citation option, you’ll be taken to a search screen, where you can select titles to add to the reading list by checking the boxes next to the titles.  You can add multiple titles at once, if desired.

     
  4. Once you have selected all the titles you wish to add to the Reading List, click the Select button in the top right of the screen.
     
  5. Once you’ve selected your titles, you’ll be taken back to the reading list screen where you can place requests to temporarily move items.

     
  6. When you select the “Place Request” from the reading list, the “Create Request” screen will display.  On this screen, you will want to select:
    • Destination Location
    • Add Note to guide what reading list/course this is for. Adding a note about what this move is for will help with confusion if you have the same staff pulling multiple types of requests.
    • There’s no need to update the Item Policy unless you are using Item Policies.  When you move the item, the item will pick up the reserves Terms of Use.
       
  7. Now that you’ve placed requests, you’ll need to pick the items from the shelf.  To pick from shelf, and then later scan in to move temporarily, you’ll need to make sure you have a Fulfillment Operator role. From the fulfillment menu, select “Pick from Shelf,” and look for request/process type “Move Temporarily."  From the pick from shelf screen, you can either print pull slips, or export the titles into a spreadsheet if you’re pulling multiple items at once.
     
  8. Once you have the item in hand, you can then scan-in the item to temporarily move the item to your reserves location. You can scan the item using the barcode, and the item will be moved temporarily. This item is completed and now on reserve with the correct loan period and location.

 

 

Adding a Citation For an Item You Don't Own (Personal Copies)

A brief citation can be used to add a physical title to a course reserves' reading list if you do not own the item. Course reserves are used locally, and they should only be added to the IZ.  Please be sure to click the Institution button for Placement of New Record (see step 3). 

To create a Citation for an Item not in Alma:

  1. From the Reading List, click Add Citation and then click Add Brief.  

     
  2. Click on the radio button for the correct Citation Type and then click Choose.
  3. Click on the Institution radio button for the Placement of new records. Course reserve records should be placed in the Institution Zone.
  4. Fill out the Record Information with as much detail is necessary.  

    Note: The only mandatory field is the title. However, it is always good to include as much information as possible.
  5. Update the Citation Parameters, if necessary.   
  6. Select your Reserves Location, populate the Item Information as necessary, scan in the item's barcode, and click Save if scanning the barcode does not act like a hard return.

 

Completing a Reading List

To finish the process once all items are in your temporary Reserves location, you’ll need to complete the reading list. Go to the Reading List, click the ellipsis next to the list, click Edit,  change the status of the reading list to Complete, and then click the Change Status button. When the end date for the course comes up, Alma will automatically trigger move requests to move items back to their permanent locations.