Associate Items with Courses - UXPROD 646

Owned by Kelly Drake
Last updated: Aug 13, 2019

This page describes the functionality needed for searching course information in FOLIO and will inform UXPROD-646


Assumptions - Items associated with Courses

  • Items may be physical or electronic
  • All Items on reserve must have an item record
  • Items may be monographs, articles, or other
    • We have circulated USB keys on reserve; I can imagine other types of items that faculty may want to circulate.
  • Items may be owned by the library or not (instructor supplied)
    • Items that are instructor supplied (personal copies) are still entered into FOLIO with item records ("on the fly" UXPROD 1057) in order to use circulation rules
  • Items not owned by the library may need to be retained for future semesters
  • Item loan rules will be managed by FOLIO loan policies specified in Circulation App
  • Items put on reserve may receive a temporary loan type and temporary location.  The permanent loan type and permanent location will remain in the system. 
  • Items history will be retained to the extent that once an item returns to its permanent loan type and location, the reserve loan type and location, along with the dates of those will be retained (for reporting purposes)

Story | Description

Having created Course records, Library staff require the ability to associate items to the Course, and manage those items.

The Item section includes an “Create Item” box, an “Action” option (allows uses to make bulk location and item type changes to selected items. Also allows for export of selected items in CSV format), a “Select all” check box. 

Individual item records include the following fields:

  • Item barcode
  • Contributor
  • Permanent location
  • Call number
  • Volume
  • Copy
  • Enumeration
  • Status
  • Temporary location
  • Temporary loan type
  • Processing status
    • This is a workflow state from a locally configurable list - used for item search filter
  • URL/PDF link
  • Start date
  • End date
  • Copyright tracking % [check box] if checked includes the following fields
    • This item falls under fair use [check box]
    • Different sections of this item used in this book [check box]
    • Copyright paid[check box]
    • Total number of pages in item [free text]
    • Total number of pages used [free text]
    • Total % of pages used [free text]
    • Payment based on [free text]


To add an item to a course the user will:

    • Go to the course record and scroll down to the “Items” section at the bottom.  


  • Scan a barcode or enter a title into the text box (this needs serious work)
  • Search for the item (in inventory) using a title search or barcode
  • How does this work for eresources? Does it need a barcode/item record?
    • Licensed resources will not have a barcode
    • Does the item record require a barcode?
  • Select a “Create Item” button (this brings them to a short inventory record - Fast Add/On the Fly?)


  • Once the correct item is located the system (say by using the barcode) the item information will populate the following, non-editable item fields with data from inventory  
    • Item barcode
    • Contributor
    • Permanent location
    • Call number
    • Volume
    • Copy
    • Enumeration
    • Status
    • Material type
    • Item Notes
  • The following fields will then be edited by the user:
    • Item Notes
    • Temporary location (provides a selection list of locations)
    • Temporary loan type (provides a selection list of item types)
    • Processing status (provides a selection list of processing status)
    • URL/PDF link (blank)
    • Start date (auto filled with course term start date, but editable)
    • End date (auto filled with course term end date, but editable)
      • If the item is already on reserve for another course within the indicated dates a warning message appears below the Start and End date boxes. “This item has already been added to Course [course code] X during those dates”
    • Copyright tracking % [check box]