Library Access Services Home at The University of West Georgia

Docutek Instructions

INSTRUCTIONS FOR USING DOCUTEK
Please know that we are happy to provide you with one-on-one assistance in using Docutek as often as you need help!  We realize that it’s hard to remember how to do something that you don’t use that often, so don’t hesitate to call on us for help whenever you feel the need!   678-839-6507 Carol Goodson
 
To get a new Docutek account, contact the Library Circulation Department @ 678-839-6502 or email Richard Cabe (rcabe@westga.edu)
 
Your default login and password for your new account are the first part of your email address (e.g., jsmith).  Once you have logged in for the first time, you should change your password to something less easily guessed by going to My Account.
 
If you are planning to have items physically on reserve in the Library for student check-out (rather than online), you need to notify Richard Cabe so that the materials will be pulled from the Stacks for you!  Just putting them in Docutek does not notify us that this is needed!
 
For items which will be scanned and made available online:  current Copyright Regulations require that the complete bibliographic citation for the source from which the item came, be on the document itself.  You can write it on the item, type it or type and affix a label with the citation, or you can photocopy the title page of the book the piece came from, and just include that as the first page of the document to be scanned.
 
TO CREATE A COURSE PAGE:
  • In the Main Menu, under "Courses, Documents, & Copyright," click on "Course Reserves Page"
  • Click next to the Green Plus Sign -  Add Course Page
  • Select your Department using the drop-down menu
  • Fill in Course Name (as it appears in BanWeb) and Course Number
  • Select Term and Year using the drop-down menu
  • In the box below, "Optional Information" you must enter a password.  YOU are responsible for providing this password to your class, the Library cannot.  Suggestion:  include the password in your Syllabus, either online or in print, so students readily have access to it.
  • Other Optional Information:  you may include a link to your online Syllabus, your CourseDen, etc. 
  • For the Visibility Date Range (which will determine when and how long students can access your course page) select dates roughly corresponding to the semester in which the course will be taught.  Copyright regulations require that the materials be restricted to only your class (thus the password) AND only for the amount of time needed.  You may extend the dates a bit beyond the end of the semester if you think there may be students who will need to finish an Incomplete, etc., but you may not leave the course page open forever by omitting dates entirely.
  • When you have finished entering all this information, click on SAVE.
 
TO ADD ITEMS TO YOUR COURSE PAGE:
  • Login to Docutek, and under the heading Courses, Documents & Copyright, click on the course you want to edit, which will take you to the Page Management tab. On the Left, click on Documents & Copyright.
  • Next to the Green Plus Sign -- click on Add Document
  • Choose Add a New Document (if you are adding something you have not used before) or Select Existing Document (if you want to re-use an item you have added to the system before).
 
ADDING A NEW DOCUMENT:
  • To help your students, enter an easy-to-recognize title for the item in the big box at the top left.  It doesn't have to be the actual title of the item;  suggestion:  call it whatever you have named it in your Syllabus, such as "Smith, Chapter 1" or "Week 1 Reading," or anything you want, that will help your students identify it as the item they need to read.
  • In the Description box on the right, enter information that will help the student know what it is (e.g. DVD) and if you are entering an item that will be physically located in the Library for check-out (such as a book, CD, DVD, etc., enter the checkout time you want for the item (such as "2 HRS. LIBRARY USE ONLY" or "1 DAY CHECKOUT" or whatever loan term you wish us to use.  We are pretty flexible about that, but we will get in touch with you if you choose a time option that we can't offer for some reason.)
  • Next, click below on Bibliographic Information in order to enter the actual information about your specific item.  Enter all relevant information as it applies to your item, because we need that in order to track copyright compliance.
  • Copyright Status is almost always going to be "Copyright Registered," so do not choose anything else unless you are SURE that it is not a copyrighted item.
  • For Publisher name, you can only choose a publisher which the Library Staff has added to the system, so when you click in the Publisher field, you must click in the little circle next to Show Search Options in order to search for the publisher you want.  If you find the publisher you want, select it and click on Save Selections.  If you cannot find the publisher of your item, just leave this blank and we will add it for you.  
  • If the Library owns the item, put in the entire call number as found in our online catalog.  If it is your own personal copy which you plan to allow us to circulate to your students, just enter UWG does not own in the call number field. 
  • Web Link: Use this field if you are linking to an online item.  When you click on Web Link for the first time, you will see some strange text already in that field (http://ts.isil.westga.edu/login?url=)... This is our proxy server link, which ensures that the item you are linking to will be accessible from off-campus.  (If you are using an item for which we have online subscription access, we are required by copyright regulations to link to it, NOT add a copy of the item to Docutek.  However, we recommend that you keep a copy of the item in your own files, just in case we lose access to that material sometime in the future.)
  • Step 3: Course Specific Settings.  Although you can password on the document level, and set Visibility Dates, we recommend that you NOT do that—rather, let the Course Page password and Visibility Dates govern all the documents you add.  There are some unusual circumstances in which you might want to do it, but they are rare, and eventually can cause you a lot of extra work if you ever want to use that document again.
ADDING AN EXISTING DOCUMENT:
  • Nothing you add to Docutek is ever removed, unless you remove it, so you can re-use items you’ve had on reserve in previous semesters again.
  • To re-use an item, click on Add Document next to the Green Plus Sign
  • Choose Select Existing Document.
  • Click in the little box in front of the item you want to add to the course you’re currently working on, then click on Save Selection.
  • That item is now on the reserve list for your current course.
UPLOADING A SCANNED DOCUMENT:
  • Although we recommend that you leave the scanning to us, once you have created an item on your Course Page, it is possible for you to upload a document you have scanned yourself, and connect it with that bibliographic entry
  • To do it, go to Documents & Copyright on the Page Management tab, which brings up a list of the documents you have entered for the course you are working on.
  • Select the document for which you wish to upload a file by clicking in the little box in front of it, and then click on Modify Selected
  • In the Step 2 box, click on Attach Files
  • Next, click on  Transfer File(s) to Server
  • Browse through the files on your computer to select the files you wish to upload, and when you have selected all the files (usually just 1) which you want to connect to that document, click on Upload.
  • When the file(s) have finished uploading, click below on Done
  • On the next screen, note whether your file is now listed, and if yes, then click on Done again.
  • On the next screen, click on Close Window (top Right), and on the next screen, click on the Course Reserves Page tab so you can view the page as your students will see it.
  • Click on the title you have given that document, and down at the bottom, you should see a link to the attached file.  Click on it to be sure it opens up and is the correct file that you were expecting!
  • Notice that prior to clicking to open the file, on the far right you are provided with estimations of how long it will take a dial-up or broadband user to download your file.  Download time is one of the reasons why we suggest allowing the Library to do your scanning for you—we use a resolution for scanning which keeps the files from being huge (takes too long to download!), but are also satisfactory for reading.  The other reason why we prefer to do the scanning, is because sometimes a photocopy which is OK for reading, turns out NOT to be OK once it’s scanned.  Sometimes we can make adjustments for that, and sometimes the material must be photocopied again--but a bit more carefully to ensure quality sufficient for scanning.   We can usually tell just by looking at a photocopy whether it will scan adequately for reading.