Active/inactive - changing an item's status

To enter Course Reserves mode, you must be authorized for functions 48 (Course reserves) and 171 (View course records). To change a record's status, you must be authorized for functions 124 (Update item records) and 174 (Update course records).

You can change the active/inactive status of a bibliographic or item record that is attached to a course record by using one of the following methods:

If you are using the manual retrieval method, select the record you want to work with, right click on the record, and select "Change this item's status". You will then see a box like this:





You can now change the active/inactive status of the record.You can select whether the record should remain active/inactive until the currently set active until date, the end of the course, or a new date.To input a new date, either type "t" for today's date, "c" to call up a calendar, or double click on the date field to call up the calendar and select the date.

Once you have done this, click on the OK button to make the changes.You will then see a box confirming that the changes have been made:





To use the list of records whose status should change, from the Course Reserves module, select Options | Records whose status should change





This will bring up a dialogue box where you can set your options.





You can search for active items that need to be changed to inactive, or inactive items that should be changed to active. Select your date range, and then click Search. From the results list, you can select the items to change, click the Change Status box, and select the date range for the status change to remain effective.

In the Character Based system, under Circulation Options, one of the options is to Store course reserve history. If you set this to YES, Millennium will add a RESERVE NOTE field to item records when they are placed on active reserve for a course. Millennium can also store this information in the bibliographic record for all attached item records, but this requires Innovative staff assistance. This note contains the date the record was placed on active reserve or taken off reserve, and the course name. When the record is taken off active reserve, the RESERVE NOTE field stores the number of times the record circulated.

The system can be set up to include the reserve circulation statistics in the total checkout field. The Reserve Note field will still be created in the item record, but the checkout information will be combined with regular collection statistics. Innovative staff can also configure your system to record circulation from reserves in a separate field within the bibliographic record.

It should also be noted that courses themselves can be made inactive. If a course is held on a regular basis, it may be easier to keep the course record in the system as an inactive course when the school is between sessions. In order to inactivate a course, all items in the course must be either removed or made inactive. The course is suppressed by changing the setting in the CCODE1, CCODE2, or CCODE3 field to "suppress". Each library is able to select which of the Course Codes they want to be used for suppress purposes, though Innovative must enable the suppression capability.



To reactivate the course, change the "suppress" setting back to a "-" value and you can add item records or reactivate existing item records within the course.

NOTE: For the changes mentioned above that require assistance from Innovative, see .