FAQ and Quick Start Guide for ERes
What is ERes?
ERes is an electronic reserves system that allows instructors to post documents on the web for their students to access anytime from any internet connected computer. The Cal Lutheran ERes homepage is: http://eres.callutheran.edu/.
How do I get an ERes account?
You must be a current instructor at California Lutheran University to gain a CLU ERes account. (Students please see instructions on finding materials/course pages on ERes to access your instructors' materials.) Submit your information using the ERes Account Request Form. An ERes manager will create your account and email your ERes login name and password to you. Please change your password after logging in to your account. Accounts and materials for those who no longer work at CLU and those that have not been updated in more than a year may be deleted. Please send an email to firstname.lastname@example.org if you expect to return to work at CLU or are in the process of updating your materials. In-person instruction on the use of ERes can be gained by scheduling an appointment with your subject specialist at Pearson Library. You may also call the Pearson Library Circulation Desk and ask for a supervisor's assistance with ERes at (805) 493-3250, email email@example.com.
What if I forget my password?
If you forget your password, email firstname.lastname@example.org to let us know that you have forgotten your password. ERes management will email you a new password, which you can change after logging in.
How do I log in to my ERes Account?
Go the ERes homepage which is http://eres.callutheran.edu/. Click on the blue link titled "Admin Functions" on the right hand side of the page. Type in your ERes username and password on the login screen and click continue. Here, you will find the faculty homepage main menu where you can access, modify, and create your course pages.
How do I create a course page?
To create a new course page simply click the link titled, “Course reserves pages,” located on your Faculty homepage (after you log in). Then click on “add course reserves page.” This will take you to a page asking you questions about how you want your page set up. It will let you choose the course title, description, and have the option to put a password on the page. You can also choose how to list your articles (alphabetically or time ordered) and whether or not you want a discussion board and live chat room function added to your page (if you say yes to either of these, ERes will automatically create the discussion board or chat room sections of your page, see: add discussion topics to the discussion board to completely enable the discussion board). When you are done adding your information click on save at the bottom of the page. You have now created your course page.
What materials require passwords? How
do I comply with Copyright Law?
If you put materials on your page that are covered by copyright law (chapters from books, journal articles, newspaper articles – anything other than your own original materials), you must create a password for the page. Do so by entering a password into the dialogue box titled “password” (when setting up the course page). Students will need to be given this password to view your ERes course page. It is the instructor's responsibility to distribute the password to students currently enrolled in their course. Access to copyright materials must be terminated at the end of each semester. An instructor may go in to the "page management" area of their course page to reset their page password if needed, or may email email@example.com for further assistance in resetting a password.
What if I forgot a course page password?
It is the instructor's responsibility to distribute the password to students currently enrolled in their course. The ERes managers do not retain individual course page passwords and cannot distribute these passwords to students. An instructor may go in to the “page management” area of their course page to reset their page password if needed, or may email firstname.lastname@example.org for further assistance in resetting a password. Students must contact their instructor to gain a course page password.
How do I add documents to my course page?
Log in under Admin Login and click on the hyperlink to the specific course page that you wish to modify/add a document (this will have the course number and a bullet in front). Accept the copyright agreement, click on the “documents and copyright” link, click on “add document,” and then select “add a new document,” unless you have previously used a document on Eres and wish to use it again. Add the title (required) and any other info (number of pages, description, etc.) and click on save. Add a document by faxing a document to ERes or adding an electronic file to ERes.
How do I Fax a document to ERes? - This is probably the easiest way for you to get your document from your book or journal to the computer. If your material is from a book, prepare your document by copying the pages of the book (it is useful to have them numbered). Fax the pages to ERes at ext.3841 (493-3841 from off campus). (See above instructions: How do I add documents to my course page? Then use the following instructions.) Locate the document that you wish to upload in the “File(s) in the DocuFax Staging Area (Shared):” box . (Documents that have been faxed in are time and date stamped and organized by this information.) Click on the hyperlink that has the time and date stamp on it to view the document and ensure that it is yours. (NOTE: Don’t worry if your faxed documents are upside down or sideways. Adobe Acrobat, the program which views the ERes PDF files, has a button in the toolbar that can rotate the pages.) Follow the instructions below to complete the process. (See: Move the file from the server staging area to the course page.)
How do I add an electronic document to ERes?- You can transfer files directly from your computer to ERes. Click on “transfer file(s) to server” link or the icon next to it, then click on “browse.” Use the “Browse” button to locate the file on your computer or disk. Once you have the correct file pulled up, select it, and click “open.” Then click upload. You will get a message at the top of the page in green text that says, “success”. Click on close window. Your file will now appear in the “file(s) in user staging area (private):” Follow the instructions below to complete the process. (See: Move the file from the server staging area to the course page.)
Move the file from the server staging area to the course page:
Click on the paperclip icon under the “attach” column (the document description should appear next to the paperclip as well). Your document will move to the “file(s) attached to this document” box. Follow the next step to add the item to a folder (if you wish to do so) or click on “close window” to completed the file upload process.
Add the item to an existing folder:
If you wish to add your document to an existing folder directly after uploading it to the course page, click on the “page specific info” tab. (You can also assign a password or add visibility dates for a document in this area.) Listed under the “place in folder” will be all of the folders you have created for the selected course page. Use the drop-down arrow to select a folder. If you want to leave it on the main list of documents in your course page, leave the selection as “root level”.
Click on “save”, then “close window”.
How do I modify and organize my course page?
Adding a new folder to a course page: With the course page already selected click on “manage folders”. Or, from the “main menu”, select the course page, then click on “manage folders.” Click on “add folder.” Enter title of folder (required). Keep the location as “root level”, unless creating a sub-folder. Passwords and visibility dates can be added to your folder in this area, but are optional. Click on “save.” (You can come back to this area at any time to modify the information.) Click on “close window”. (A folder must be created before adding a document to it. A document can be added to a folder before or after uploading the document to ERes.) If your document is already on your course page, continue with the instructions for adding an item to an existing folder, if your document needs to be uploaded, go back to the instructions on adding a document to my course page.
Moving a document on your course page to an existing folder: Once you’ve selected a course page, click on “documents and copyright.” Or, from the “main menu”, select the course page, then click on “documents and copyright.” Select the document(s) that you wish to add to a folder (check the box & click on “modify selected”). The “page specific info” tab should come up. Use the drop-down arrow to change the location of the document in the “place in folder” field. Select the folder that you wish the document to go into, or select “root level” to have it appear in the main listing directly under the course page. Click on “save” after making any modifications. Click on “close window”
How do I find materials/course pages on ERes?
Access the ERes website, (http://eres.callutheran.edu/) and click on "Electronic Reserves & Reserves Pages". The easiest way to search is by selecting the "Course Reserves Pages by Instructor" tab. Use the down arrow and scroll through the list of instructors. These are in alphabetical order by last name. Select the name and click on the "view" button. All course pages for the instructor will be listed on this page. Select the course number that you wish to view by clicking on it. You will be prompted to enter the password if the page is password protected. You will only gain access if you choose to accept the copyright agreement, please read the information carefully. Searching by the other tabs on the main ERes page are also an option. See section below entitled “How do I find my instructors' syllabus on ERes?” If you are looking for ADEP, MBA, MPPA, or MSCS syllabi, you must search by department (look under ADEP syllabi, MBA syllabi, etc.).
How do I add discussion boards/chat rooms to my course page?
Enable the Discussion Boards/Chat Room: Once you have logged in to ERes and have selected the course page for your discusson board/chat room, select the "Page Management" tab, select the "Course Reserves Page Settings" link, click to enable the discussion board/chat room (in the "Step 2" section), remember to scroll down and click on the "save" button. To complete the process of setting up the discussion board, see "Adding a discussion board topic" below. (It is important to password protect your page as anyone with access will be able to enter the chat room that you've created as well as add a new thread to your discussion board. See: "How do I add/change a course page password?" for further instructions.)
Adding a discussion board topic: To start the discussion board, the instructor must add a discussion board topic. Log in to ERes, select the course page click on the "Discussion Boards" tab. Click on "Add Discussion Board", title the new discussion board and click the "save" button. To add a question, comment, or message to the discussion board, click on "Add a new thread".
How do I add/change a course page password?
Once you have logged in to ERes and selected the course page that you wish to password protect, select the "Page Management" tab. If you have already assigned a password to this page, it will appear in the "password" box under "Step 2". If you wish to add a password, or change the existing password, simply edit this text box. Remember to click on the "save" button at the bottom of the page.
Can I access documents from a previous semester?
Access to copyright protected materials must be discontinued at the end of each semester. Documents that fall under "fair use" may include exams, homework solutions, lecture notes, and syllabi. These may continue to be available, at the instructor's discretion.
How can I save a copy of my documents in ERes?
It is best to save a copy of all documents that you post to your ERes course page. To do so, access the document as a student would, and select “File” then “save as” and choose to save to a personal directory. For instructions on searching see: How do I find materials/course pages on ERes?
How do I find my instructors' syllabus on ERes?
PLEASE NOTE: All course syllabi are not posted in ERes, however the office of Graduate and Adult Programs does post course syllabi for those programs on ERes. In addition, other professors, on an individual basis may choose to post their syllabus on their ERes page. To access a syllabi posted by your instructor locate their materials/course page on ERes. How do I find materials/course pages on ERes?
To access syllabi posted by Graduate and Adult Programs: From the main ERes website, (http://eres.callutheran.edu/), click on “Electronic Reserves and Reserves Pages”. Search by selecting the “Course Reserves Pages by Department” tab. Use the down arrow and scroll through the list of programs/departments. Select the program name that has syllabi attached to the title (select “ADEP syllabi” MBA syllabi” etc.) and click on the “view” button. Select the course number that you wish to view by clicking on the course number (example: “MPPASYLLABIByTerm”). You will be prompted to enter the password, which can be obtained from the office of Graduate and Adult Programs (805) 493-3127. You will only gain access if you choose to accept the copyright agreement, please read the information carefully. Once you have gained access, click on the title of the folder for the term you wish to view. Locate and open the document that contains your course number, title, and instructors' name.
How can I be automatically notified by email when an instructor updates their ERes page?
Locate your instructors' ERes Course Page (see How do I find materials/course pages on ERes? ). Once you have located the course page, click on the “Course Info” tab. The last item in this window will say: “Email Alerts: If you would like to be notified when the content of this Course Reserves Page changes please sign up for Email Alerts.” Click on the hyperlink at the end of the sentence. You will be prompted to enter your name and email address in the following window. Remember to click on “save”. PLEASE NOTE: To be removed from the list, you must ask your instructor to do so.
How do I manage the list of students who are automatically notified when I update my page?
Students can sign up to be automatically notified via email alert whenever their instructor updates a course page. (See How can I be automatically notified by email when an instructor updates their ERes page?) As an instructor, you may also add or delete students on your list. Login to your ERes account (Admin Login), click on the course, click on the “page management” tab, click on “Student Email List”, the names and E-mail addresses will be displayed. You may use the toolbar near the top of the window to add or delete student names and email addresses. You may send a message to students by placing a check mark in the boxes proceeding student name and selecting “email students” or email all students by checking the box proceeding “names”.
Why is my name not in the “Search by Instructor” list?
You must have at least one active course page created to appear on the “Search by Instructor” list. See How do I create a course page?
I have a question that is not in the FAQ, who can I contact?
In-person instruction on the use of ERes can be gained by scheduling an appointment with your subject specialist at Pearson Library. You may also call the Pearson Library Circulation Desk and ask for a supervisor's assistance with ERes at (805) 493-3250 or email email@example.com . There are also step by step instructions available through the “Help” link located in the top right corner of the ERes page (next to “Admin Login”).
How do I block access to materials I am not currently using without deleting them?
The “visibility dates” option also enables you to limit access to materials on your course page by date. Reasons for use of this option may include: the class is over and you intend to use the course page/documents again next year, you want materials to become available after giving instruction to the class on a certain date, you wish students to have access to the page/documents between a certain time period only, etc. To Add Visibility Limits: Login to manage your ERes account (“Admin Login”), click on the course page you wish to limit access to, (to limit access to the entire course page - click on “Course Reserves Page Settings”) OR (to limit access to one specific document - click on “Documents & Copyright”, select the document by checking the box proceeding the document title and click on “modify selected”), next enter the start and end “visibility date range”, remember to click on save.
How do I set up/determine the “visibility date range”?
The “visibility date range” is the range of dates that students are able to view and access a course page or individual document. The start date is the first date the document is visible, the end date is the last day the document is visible. You may set the end date to a date in the past to disable access immediately. If you leave the visibility dates blank, the document will be available to view and will not expire at any time, until it is deleted or visibility dates are added.
Why can I see a course page/document when logged in as an Admin, but my students cannot find it?
Course pages or documents with expired visibility dates will not be found when searching as a student would to look up an item on ERes, therefore is no longer available to access except by logging in to your Admin account. The Course page or document will show up normally when logged in on the Admin side regardless of its visibility date. To Make a Page Visible to Students/Remove Visibility Limits: Add in date ranges that include the dates you wish the page to be “active” and viewable by students or leave the “visibility dates” range boxes blank. You can make changes to these boxes or delete them and leave the boxes blank, remember to click on “save”.