Ares - Tutorials & F.A.Q.s

Welcome to USC ARES

ARES provides a number of excellent benefits to reserve users: a single point of access for instructors and students for online reserve services; enhanced capabilities for the management of both traditional and electronic Reserves; improved access to statistical reports; improved communication between faculty and reserve staff in addressing the reserve issues; and improved tracking of requests. ARES also secures access to electronic materials to only those enrolled in the class; and provides students with features that allow them to prioritize assigned materials and consolidate access to all of their classes reserve materials in one place. Finally, one of the most advantageous features of ARES is it's ability to support a wealth of file formats for the online distribution of multimedia content.

We hope you enjoy the new features available for reserve users. Below are some tutorials, step-by-step guides, and F.A.Qs to help you get started.

Instructor Tutorials

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Creating A Class and Adding Course Information - Press Play to start tutorial
Adding Items to Reserve
- - adding Articles and Book Chapters
- - adding Books and CD-Roms
Adding A Proxy User (TA): see user guides below.
Instructor F.A.Q.s

Student Tutorials

Step-By-Step User Guides - PDF

Other Helpful Resources

Reserve Drop-off Form(pdf)
To be used for dropping off personal items for reserve at a library reserve desk. Items must first be entered in ARES prior to drop-off. Information may be typed directly into the pdf form prior to printing. Forms are also available at any library reserve desk.
Course Reserve Information Sheet(pdf)
Course Reserves Guidelines(dotsx-html)

Frequently Asked Questions

Instructor F.A.Q.s

Q: What happened to the old online request form? Can I still submit materials for reserve with a paper form?
A: ARES officially replaces the previous online and paper reserve request forms. The Library encourages instructors to familiarize themselves with submitting requests via ARES as soon as possible. Paper-based reserve request submissions (forms, printed lists, etc) will no longer be accepted. ARES will be the only officially accepted method for submitting reserve requests. We encourage all reserve users to become familar with and accept the beneficial features the new system provides.
Q: Can I still put items on Reserve in HOMER?
A: Electronic Reserves will be accessible via ARES only. Physical items that need to be checked out from a library circulation desk will retain a record in HOMER. However, the request to place items on reserve, whether physical or virtual must be submitted via ARES.
Q: How will students know what is on Reserve?
A: Students and Instructors access reserves via the same Ares link: http://usc.ares.atlas-sys.com/. Students need to login to ARES and add the class in order to see materials on reserve for a specific course. Materials available in electronic format will be accessible in ARES. Materials available in physical (hardcopy) format will have a pointer in ARES as to where it may be found in the library. Please remember to put the ARES URL in your course syllabus, if placing items on reserve.
Q: Who can put materials on Reserve?
A: Instructors (Faculty) and their designated Teaching Assistants (proxy users) may add items to the class reserve list. Library staff may also place materials on reserve for the instructor.
Q: What if I am a Graduate Student teaching an undergraduate level course? Can I put items on Reserve?
A: Yes. However we ask that grad students teaching undergrad level courses (e.g. WRIT 140) contact IDD via phone (213) 740-4020 or email idd@usc.edu in order to be granted instructor privileges. Please be able to provide information on the department, course ID and the section number of the class being taught.
Q: When can I submit my reserve request?
A: Requests for reserves for any given semester may be submitted several weeks prior to the start of the semester through the last day of the semester. For Spring Reserves, items may be added starting October 30; for Summer Reserves items may be added starting Feb 27; and for Fall Reserves, requests may be submitted beginning on the March 30 prior to the start of the Fall semester. Requests are generally processed in the order received. The library recommends that requests be submitted as early as possible. This is especially important if titles need to be purchased or recalled for reserves.
Q: Which libraries offer reserve services?
A: Leavey Library is our main reserves circulation desk because it provides access to materials 24 hours a day and houses the majority of the physical reserves, however, a request may be submitted to any one of several libraries on campus with reserves desks.The library encourages instructors to place physical reserve materials for each course at one reserve desk only in order to avoid confusion. In addition, centralizing all physical materials saves time and provides convenient access for the students.
Q: How long does it take for the item to be made available on the reserve desk?
A: Requests are processed in the order received. It may take anywhere from a day up to several weeks depending on the volume of requests and the nature of the item(s) requested. The library recommends that requests be submitted as early as possible. This is especially important if titles need to be purchased or recalled for reserves.
Q: What kinds of things can I put on reserve?
A: Books, Scores, Journal Articles*, Book Chapters*, Videos (VHS, DVD, streaming**), Music (Cassettes, CDs, streaming**) and Free Text may be placed on reserve. Materials are generally pulled from the library shelves, however, instructors may also supply personal copies of items not owned by the library; or request that items be purchased for reserves. More information about library book purchases may be found here: Recommend-A-Book.

*Note: Articles, book chapters, papers, practice tests and like documents will be made available as electronic reserves via Ares only. Items may be linked to online resources (e.g. USC Electronic Resources), digitized by electronic reserve staff or uploaded directly by the instructor. The library no longer supports the circulation of photocopied reserve materials from library circulation desks.

**Note: The full policy regarding streaming media reserves is still in development. Please contact IDD at (213) 740-7040 or email idd@usc.edu for information on the current streaming media service level.
Q: Where can I drop-off photocopies to be scanned for Electronic Reserve?
A: Photocopies to be scanned for electronic reserve may be dropped-off at the Leavey Library circulation desk. Items must first be entered in Ares before drop-off. Please make sure items comply with USC copyright guidelines for course reserves. Once your items are ready, attach the drop form and bring the items to the Leavey desk. Items may be held or cancelled if they have not been entered into Ares or fail to meet copyright guidelines.
Q: How will my personal material be returned?
A: Unfortunately, photocopies submitted for scanning to electronic reserve will not be returned. Photocopies will be held for six weeks to allow for instructor review and rescan, if necessary. Approximately six weeks after processing, all photocopies will be discarded. Instructors may make and retain a copy of all submitted photocopy requests prior to drop off at the reserve desk. Please note that this policy applies to PHOTOCOPIES ONLY. Personal Books, Videos, CDs and all other personal physical materials may be picked-up from the respective reserve desk at the instructor's discretion. Items not picked up at the end of the semester, may be returned via Campus Mail at the discretion of the reserve unit.
Q: What is a proxy user and what kind of privilege do they have?
A: A proxy user may be a TA or designated USC staff person (e.g. secretary or administrative assistant), who has been granted access to add or modify courses or reserve items for an instructor. There are two types of proxy users: A class proxy and a full proxy.
Q: What is the difference between a Class Proxy and a Full Proxy?
A: A "Class Proxy" has access to a specific class only, as designated by the instructor. The Class Proxy may add items to reserve for the instructor, but cannot modify the class information or add other classes. A "Full Proxy" has access to all the instructor's privileges: this includes creating classes, adding items to reserve and granting class proxy privileges to other users.
Q: How do I create a Class Proxy User?
A: Log in to your instructor account. Create a class. Click on the class in your "Current Classes" list. Within the "Class Details" menu, click on the "Class Proxy Users" link; and add the class proxy user information. Note: a proxy user must be registered in ARES in order to be granted proxy privileges. Also see the tutorial or step-by-step guide.
Q: How do I create a Full Proxy User?
A: Log into your instructor account. Click on the "Full Proxy Users" link in the main menu (do not click on any specific class); then add the full proxy user information. Note: a proxy user must be registered in Ares in order to be granted proxy privileges. Also see the tutorial or step-by-step guide.
Q: What is an Authorized User?
A: Authorized users are students to whom instructors grant automatic access their reserve list. Authorized users will see the course in their "My Classes" list upon logging on to Ares. Students not added to the authorized list when the class is created, must search for and then add the class, in order to access the their instructor's reserve list. Instuctors or their proxy (TA) may later add authorized users, subsequent to creating a class, if so desired.

Student F.A.Q.s

Q: What is my USC username?
A: The USC username is the same as the e-mail username assigned to every enrolled USC student, as well as every staff and faculty member employed by the University. The username is everything before the @ symbol in your USC email address. Please be advised that logging in with your email address that conforms to the "firsName.lastName@usc.edu" convention is not a valid USC username for this system. If you have any questions regarding your USC username, please contact Information Technology Services (ITS) at consult@usc.edu or call (213) 740-5555 for more information.
Q: What is a class password? Where do I get it?
A: A class password ensures that only students enrolled in a specific course have access to the class reserve materials. In order to better comply with copyright security practices, all classes created by Library Reserve Staff will be assigned a class password. Students should check with their instructor in order to learn their class password.
Q: Can I access reserves off campus?
A: Yes. Reserves may be accessed anywhere in the world, from any computer workstation with internet access. Transmissions speeds may vary depending on your network connection. Note: some materials on reserve may be linked to USC Electronic Resources - available only to users on the USC network. In order to access reserve items linked to Electronic Resources, off-campus users may log in to the USC network using the Remote Access Portal in order to view items linked to electronic resources. The username and password for the portal is the same as the USC username and email password.

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