Adding a Citation Already in the Repository

1. On the Edit Reading List page (Fulfillment > Course Reserves > Reading Lists; select the reading list) in the Citations tab, select the Add Repository Citation action. The Repository Search page appears.
   
   Repository Search Page
2. Search for a title; see Searching in Alma.
3. Select one or more titles to add and select Select. The items are added as citations.

Adding a Citation Not in the Repository Without Adding it to the Repository

Non-repository citations allow you to represent items that are not part of the library's resources and therefore are listed only in Course Reserves. For more information, see Non-Repository Citations.

1. On the Edit Reading List page (Fulfillment > Course Reserves > Reading Lists; select the reading list) in the Citations tab, select the Add Non-Repository Citation action. A dialog box to select the citation type appears.
2. Select the type of citation (book or article) and select Choose. The Edit Reading List Citation page (for non-repository citations) appears, containing the fields for the selected citation type (see the following images).
   
   Edit Reading List Citation Page (for non-repository citations) for a Book
   
   Edit Reading List Citation Page (for non-repository citations) for an Article
   
   Edit Reading List Citation Page (for non-repository citations) – Bottom of Page (Book or Article)
3. In the Resource Information area, enter the necessary information in the fields. A description of the fields appears in the Resource Information Fields table in Adding a New Book or Journal Article.
   A citation's call number refers to the Library of Congress call number (field 050), which is not necessarily the call number associated with the citations associated physical resource, which is its shelf number.
4. If you are using Leganto, then in the Additional Resource Information area, you can manually add additional sources for the citation (in addition to the source in the Resource Information area). These links appear in the Links & Availability section when viewing a citation in Leganto.
5. In the File Upload area, select a file for the citation, if relevant. For example, an image for a digital citation or a PDF for a document. You can only upload one file. A progress bar appears while the file is uploading. To view the uploaded file, select the file name (if you are editing this page at a later time, select Download File in the row actions menu). To delete the file, select Delete in the row actions menu (if you are editing this page at a later time, select Delete in the row actions menu). The label field currently has no effect
   
   Uploaded File
   • When a file is uploaded to a citation whose status is Complete, if the copyright clearance is not self-declared, Creative Commons, or otherwise already approved, the citation's status is reset to Being Prepared.
   • The file may be of any type. There is no file size limit for librarians. (For the instructor file size limit in Leganto, see Configuring File Upload in Leganto.)
6. In the Copyright Attributes tab (edit only):
   • For more information on the Copyright Status field, see Manually Managing a Citation's Copyright Status. When using Leganto, an administrator can make the Source for Copyright field mandatory and select its default value, see copyright_source in Configuring Leganto Copyright-Related Procedures.
   • Select Copyright Auditing Required to add intended usage information and have Alma manage the citation's copyright status automatically (see Automatically Managing a Citation's Copyright Status). When selected, fill in the additional fields that appear. For information on most of these fields, see staff digitization request in Creating a Request.
7. In the Citation Parameters area, optionally select:
   • Disable Resolving (Leganto only, appears for article citations added using Cite It! with library coverage) - Select to hide the OpenURL link resolver results for a citation from Leganto users. Instead of a dropdown, only a View link appears in Leganto for this citation. For additional information, see Disabling Availability Links for Primo Central Records with No Full Text.
   • Material Type - Select an available option. This list can be configured in the Reading List Citation Secondary Types table. See Configuring Citation Material Types. This list is not the same as the one described in Configuring Physical Item Material Type Descriptions.
   • If you have not already selected a copyright clearance type (self-declared, Creative Commons, and so forth), you can select a Creative Commons clearance in the Creative Commons License field. The options available in this field depend on the customer parameter copyright_region; see Configuring Other Settings. For more information about Creative Commons, see the Creative Commons website.
   • In Resource Locate Status, you can manually select a resource status; see Managing a Citation's Attachment to an Inventory Item.
   • In Originating System ID, you can optionally enter the ID that this resource had in a previous system if the record was migrated to Alma; see Managing a Citation's Attachment to an Inventory Item.
   • Public Note (Leganto customers only; edit only) - Edit a public note that appears in Leganto, if relevant.
   • Due Date - Enter the date by which students should read/view the materials.
8. Select Save or Save and Manage Approval and select Go. The new citation appears on the Edit Reading List page.
   Alma checks if a single inventory item matches the citation and if so the citation is automatically linked to that inventory item. You can select Detach from Repository to remove this attachment. See Managing a Citation's Attachment to an Inventory Item. You can turn this feature off using the reading_list_auto_locate_citation_upon_creation customer parameter; see Configuring Other Settings.
   If you select Save and Manage Approval, the Approval Requests List appears. For more information, see Approving/Rejecting a Request for Digitization.
   If you are editing the citation, you can also select Save and Activate Notes. See Editing a Citation.
9. Optionally select the Resource locate citation action on the Edit Reading List page to locate a resource for the new citation. For more information, see Managing Citation Fulfillment Options.

Adding a Citation Not in the Repository While Adding it to the Repository

1. On the Edit Reading List page (Fulfillment > Course Reserves > Reading Lists; select the reading list) in the Citations tab, select the Add Brief citation action.
2. In the dialog box that appears, select the type of citation you want to create—physical book/article or electronic book/article—and select Choose. The Quick Cataloging page appears.
   
   Quick Cataloging Page – For Physical Book
3. Configure resource and item information (for information on the fields, see Adding a New Book or Journal Article). In the Citation Parameters area, optionally select the Copyright Status (for more information, see Changing a citation’s copyright status in the above table) and Material Type from the available options.
4. Select Save. New inventory is created, and the new citation appears in the Citations tab of the Edit Reading List page.

Contributing Instructor Resources to a Reading List

Alma permits instructors to lend their personal copies of items to the library for circulation. This enables the library to catalog instructor-owned copies, track which instructor owns the item, and reuse previous items easily in subsequent terms.

When enabled, library staff can indicate that an item is a personal copy when creating a Brief Citation (Add Citation > Add Brief) and enter the instructor’s name. Alma will store information about all instructor-owned copies using dedicated personal copy locations. Locations in the library are automatically created when the instructors' copies are cataloged, with one location per instructor. All items deposited by the instructor will be created in that same location.

Personal copy locations indicate that the items are owned by the instructor, and also enable the library to track items that are not physically in the library at that time, but rather, in the instructor’s possession. All personal copy locations and the items in them are suppressed. When the instructor lends the item to the library, the item can be moved to a temporary location representing a non-personal copy location in the library, where it will circulate according to standard fulfillment rules. For example, library staff may move the item to the temporary location of “Course Reserves” with a due back date of the end of the term. The item will temporarily circulate as part of the library collection, but with the instructor’s name stored as the permanent location, indicating the person to which the item should be returned at the end of the term.

When the item is moved back to its permanent location, which is the personal copy location, it is automatically suppressed. The item can then be returned to the instructor, but the record does not need to be deleted and can be easily re-used in subsequent terms by following the workflow above.

To enable this feature, configure the following parameters:

Personal copy library: To enable the personal_copy_library parameter (Fulfillment > General > Other Settings) you must enter a library code as the parameter value, such as MAIN. This code corresponds to the library where the personal copy locations will be created.

Personal copy fulfillment unit: To enable the personal_copy_fu parameter, you must enter a fulfillment unit code as the parameter value. Fulfillment terms for items in the instructor-owned locations are determined by the rules set in this Fulfillment Unit. Keep in mind that the intended workflow is that items in an instructor location are not currently part of the library collection and are physically stored with the instructor.

Adding a Citation by Duplicating an Existing Citation

Managing a Citation's Digital Representations (Leganto Only)

1. On the Edit Reading List page (Fulfillment > Course Reserves > Reading Lists; select the reading list) in the Citations tab, select the Manage Digital Representations citation action. The Digital Resource Editor page appears. For more information, see Editing Representation Metadata and Content. Each representation appears with a check box.
2. Select the checkboxes for the representations that you would like to appear in Leganto and select Select. The selected representations appear in Leganto.

Attaching a Citation to the CLA Digital Content Store (UK Only)

1. On the Edit Reading List page (Fulfillment > Course Reserves > Reading Lists; select the reading list) in the Citations tab, select the Associate to DCS citation action.

   

   Associate to DCS
   The DCS Search page appears with the matching item or a list of matching items.
   
   DCS Search Results Page
2. If required, use the secondary search to search for all or part of an author, title, DCS item ID (GUID), or identifier (ISBN / ISSN).
3. The next step depends on whether you already have a digital copy of the material:

   

   Option to Associate a citation with an extracted reference
   The citation is attached to the selected item and additional citation actions become available.
   
   Edit Reading List Page
   1. If you have a digital copy of the material but have not uploaded it to the DCS, select Copyright and complete a copyright request (see Automatically Managing a Citation's Copyright Status). The request goes through your institution's copyright rules (see Configuring Digitization and Copyright Rules), which may automatically send the request to the DCS.
   2. If you do not yet have a digital copy, but the citation has a valid MMS ID, select Digitization and place a digitization request (see Creating a Request). The request goes through your institution's digitization and copyright rules (see Configuring Digitization and Copyright Rules), which may automatically send the request to the DCS. After you have a digital copy, log in to the DCS, create or locate your request, and upload the digital copy.
   3. If a digital copy already exists in the DCS and is approved, find the required item and select Associate in the row actions list.

4. The Alma citation is updated with a new DCS Status field displaying the current status of the request and an internal tag to indicate the status. The DCS status (and related tag) is updated automatically with new data from the DCS. It can be updated as frequently as every 6 hours, as configured in the DCS Synchronize job. Alternatively, you can select Update DCS Status to update the status of the request manually.

Once the file is added to the DCS, (see steps 3a and 3b above) the status is either automatically updated the next time the DCS Synchronize job runs, or when the staff operator selects the option to update manually.

• From the Edit Reading List page (Fulfillment > Course Reserves > Reading List > select the reading list) Citations tab, select the View DCS citation action. The DCS website opens, displaying the attached item.

Manually Managing a Citation's Copyright Status

To manually manage a copyright, you can set the copyright status for multiple citations on the Edit Reading List page or for one citation on the Edit Reading List Citation page while editing a citation.

If you are using Leganto, also see Clearing Copyrights Through the Copyright Clearance Center (CCC).

On the Edit Reading List page (Fulfillment > Course Reserves > Reading Lists; select the reading list) in the Citations tab, select the citations, select the Change Copyright Status top action, select the status in the Change Copyright Status pop-up that appears, and select Change Copyright Status.

All selected citations that are not managed automatically by Alma are updated to the selected citation. All selected citations that are managed automatically by Alma are not affected.

Automatically Managing a Citation Copyright Status

When a citation is marked for automatic management of its copyright status, users cannot set the copyright status of the citation manually.

When editing a citation (see Editing a Citation), in the Copyright Attributes tab, select Copyright Auditing Required and enter information in the Copyright Attributes area. For information on most of these fields, see staff digitization request in Creating a Request. If you are implementing Leganto, an administrator can make the Source for Copyright field mandatory and select its default value, see copyright_source in Configuring Leganto Copyright-Related Procedures.

Alma uses digitization and copyright rules to automatically set the copyright status of a new citation (or an existing citation whose copyright attributes are changed) to Approved or Declined or to send an approval task to an operator. For more information, see Configuring Digitization and Copyright Rules. For information about approving or rejecting the requests as an operator, see Approving/Rejecting a Request for Digitization.

When a citation's copyright status is Waiting for Approval or Waiting for CC, you can resubmit the citation for automatic approval/rejection by selecting Recalculate Rules beneath the citation on the Edit Reading List page. This is useful, for example, when you change the digitization and copyright rules, or when a citation's copyright attributes changed but the citation was not automatically resubmitted for automatic approval/rejection.

Once a reading list is associated with a course, approved copyright records may be fully or partially locked for accounting purposes. In a reading list associated with a course, if you make any changes to the fields, then, depending on the timing and status of the existing copyright request, you may be offered to update the request or make a new request. If the new/updated request is not automatically approved, Alma creates an approval task for manual handing by a librarian. If you delete a citation with an approved copyright request (by a licensing agency; not self-declared or by Creative Commons), what happens to the record depends on the deletion date:

• Before the course starts - The copyright record is deleted.
• During the course - The copyright record's end date is changed to the date that the citation is deleted. The end date of an automatically approved copyright cannot be set to earlier than the current date.
• After the course - The copyright record is preserved. This is also the case if you change the copyright management from automatic to manual.

Reusing Already Digitized Files Between Citations

Offering a Citation Replacement for an Existing Citation

Leganto supports replacing citations in bulk. For example, this feature can be used to replace citations with newer editions or to replace physical citations with electronic citations. The library can configure whether citations are replaced immediately, or whether the replacement appears to instructors as a suggestion.

If your institution would like to have replacements presented to instructors as suggestions, set the parameter replacement_suggestion_auto_replace (Configuration > Leganto > Features > Leganto Features) to false. This is the default.

From the Edit Citation screen, select the citation or citations to be replaced. Then choose Suggest Replacement.

Library staff are directed to the Repository Search, where they can search for and select the new item that they want to use as the replacement.

Library staff are presented with a confirmation screen.

After selecting Confirm, suggestions are added to each of the citations in Leganto. Additionally, a system tag New Edition Available is added to each citation.

If replacement_suggestion_auto_replace (Configuration > Leganto > Features > Leganto Features) is set to false, when relevant, a banner is displayed indicating that there are new editions available for the list.

The details of the Replacement suggestions are viewable from the Suggestions pane and the Related items tab on the Full details of an item.

Selecting the suggested item opens the full suggestion, which includes the details of the original item and a link to the original item. From either the Suggestions pane or the Related items tab of the original item, instructors can choose to replace the item, which re-links the citation to the new MMS ID, updating the citation metadata. Other existing information about the citation, including usage information, tags, and notes, is preserved. The instructor can instead choose Add to list, which keeps the original item and adds the suggestion as an additional resource on the list. Alternatively, the instructor can choose to decline the suggestion, which removes the suggestion and the tag.

Alternatively, if your institution would like to have citations replaced immediately, rather than sent to instructors for approval, set the parameter replacement_suggestion_auto_replace (Configuration > Leganto > Features > Leganto Features) to true. Once library staff has selected a new item to use as a replacement, they are presented with a confirmation screen.

After selecting Confirm, all the citations which were selected for replacement are linked with the MMS ID of the item chosen as the replacement item. The citation metadata and inventory update, but tags, notes, and usage information are preserved.