BookList Manual for CUNY Administrators

 

CUNY has multiple systems in place for complying with the Higher Education Opportunity Act (HEOA).  Hunter College, the Graduate Center, the Graduate School of Journalism, the Law School, Brooklyn College, and Borough of Manhattan Community College have their own solutions. Colleges on CUNY First—Queens College and Queensborough Community College—will be using CUNY First to comply with HEOA, and as colleges begin to work on the CUNY First system they will also switch to CUNY First for HEOA compliance.  

CUNY BookList will be used by the majority of colleges, and CUNY faculty and administrators at those colleges will need to use the BookList system to create and maintain a complete list of all course materials (books, DVDs, software, course packets, etc.) required for their courses.  

The below manual will take you through the steps to completing course materials lists.  You are encouraged to use the resources listed at the end of each step.


Although you may skip the detailed instructions for most steps (some may be irrelevant to you, and you may be able to figure out some on your own) it is imperative that you not skip steps III and IV.  If you do not complete these steps correctly, you may inadvertantly—but permanently—damage the course materials lists of other individuals and departments.

If you prefer, you may download a PDF file of the full BookList Manual for CUNY Administrators by clicking here >> <pdf>

 



 

Table of Contents


I. Getting Started: Citizen CUNY / CUNY Portal

II. Finding Your Course

III. Adding Texts Through a Google Search (WARNING: do not skip this step)

IV. Adding Items Manually (WARNING: do not skip this step)

V. Duplicating a Course Materials List from the Current Semester

VI. Unlinking Duplicate Course Materials Lists

VII. "No Materials Needed" Records

VIII. Checking Your List

IX. Reports: Bookstore Orders

X. Reports: Missing Lists

XI. Campus Administrators List

XII. FAQs: HEOA & BookList

XIII. FAQs: CUNY Portal

XIV. FAQs: Google Searches

XV. FAQs: Faculty Members

XVI. FAQs: Administrators





 

I. Getting Started: Citizen CUNY / CUNY Portal


Citizen CUNY Portal Login

 

 

Log in to Citizen CUNY / CUNY Portal at http://portal.cuny.edu, or create a Citizen CUNY / CUNY Portal account if you do not yet have one. 


Once on your Citizen CUNY / CUNY Portal home page, click on the BookList icon.

 

 

 

RESOURCES FOR STEP I

PDF: full instructions for getting started on Citizen CUNY / CUNY Portal >>   <pdf>

Video: logging in to CUNY Portal >>





II. Finding Your Course


Finding Your Course




Look for a list of the departments you can edit on the top of the BookList home page  OR  click on your department from a full list of departments.  Choose your course from the full list of courses offered by your department.








RESOURCES FOR STEP II

PDF: full instructions on how to find your course in BookList >> <pdf>

Video: choosing your course from a full departmental listing of courses >>






III. Adding Texts Through a Google Search 

     WARNING: do not skip this step. Click here for full instructions <pdf>



Google Search

You can use BookList's Google search function to make course materials lists more accurate and standardized.  This option can only be used for books and, in some cases, ebooks. All other course materials (course packets, DVDs, software, etc.) must be entered manually. (See IV: Adding Items Manually.)

Once you locate your book using the Google search function, you can add a note to your students in the book’s record—to indicate that they may (or may not) purchase an alternate edition of the text, to indicate that they can find a copy of the text on reserve in the library, to indicate that they can rent the book, and/or to indicate that they can access a free copy of the text online.


WARNING: Even if you think you can figure out how to complete this step on your own, you must read the instructions for this step. The instructions include a number of warnings that, if not heeded, may lead you to permanently damage the course materials lists of other individuals and departments.   


resources for step iii

PDF: full instructions on how to add texts through a google search >> <pdf> (DO NOT SKIP)

Video: Google searches that use an ISBN number >>

Video: Google searches without an ISBN number >>

Video: adding additional information and notes for your students and the bookstore >>






IV. Adding Items Manually  

      WARNING: do not skip this step. Click here for full instructions <pdf>





Manual Entry If students are asked to purchase any materials other than books (e.g. a course packet or a CD), you will have to enter the items manually. It is strongly recommended that you enter all books to your text list by using a Google search (see III: Adding Texts Using a Google Search); if necessary, however, you may also enter books manually.

It is important to enter as much information as possible in the manual entry form.


WARNING: If you intend to enter items manually, you must read the instructions before doing so.  The instructions contain a number of warnings and hints that will prevent you from permanently damaging the course materials lists of other individuals and departments.


Resources for step IV

PDF: full instructions on how to enter items manually into the BookList system >> <pdf> (DO NOT SKIP)

Video: manually entering an item with an ISBN number >>

Video: manually entering an item without an ISBN number >>






V. Duplicating a Course Materials List



Duplicating a Course Materials List

Departmental administrators may want to duplicate a book list across multiple sections of a course. To do so,  go into the record of the course materials list you would like to copy, and click on the "Click Here to Apply These Materials to Another Section" button. You will then be able to choose the course to which you want to copy the list.

 

Departmental administrators may also want to duplicate a book list from a previous semester.  To do this, find your course in your department’s list of courses and click “Edit Book List”; choose the semester of the course whose book list you would like to copy; locate the course whose book list you would like to copy; once in the record of that course, click the "Copy" button.


If you are creating duplicate lists within the same semester, please note: Once you duplicate a book list from one section of a course to another section of the course taught in the same semester , those two sections will be linked and will share a book list. Thus if some sections of a course will use different editions of a text—or if some sections of a course will have a slightly different course materials list than others—you must create separate records for those courses.


resources for step v

PDF: full instructions on how to duplicate a course materials list >> <pdf>

Video: duplicating a course materials list from the current semester >>


 


VI. Unlinking Duplicate Lists



Unlinking Duplicate Lists

Once a course materials list is copied to an additional section of a course, the records will be linked. If you want to make changes to the text list for only one section of a linked course, you must first unlink the records. Go to a full list of courses offered by your department, and locate your linked sections.  Click on the "Apply To Another Section" link next to your sections. Next, uncheck the section(s) you wish to unlink. You may now create a new course materials list for that section.



resources for step VI

PDF: full instructions on how to unlink duplicate lists >> <pdf>

Video: unlinking duplicate lists >>






VII. "No Materials Needed" Records



No Materials Needed If students will not be required to purchase any materials for a given course, you must indicate this in the BookList system by clicking on the "No Course Materials Needed" button in the record for your course. 

This will let the students know that they will not have to buy materials for that course; otherwise it may seem as though the department or instructor simply hasn’t yet completed a course materials list.



resources for step VII

PDF: full instructions on how to indicate that no materials are needed for your course >> <pdf>

Video: indicating that no materials are needed for your course >>






VIII. Checking Your List


Check Your List


It is strongly recommended that you double check your course materials list when you are done putting it together.  After you check your faculty view of your text list, click on the "See the Student's View of This Section" link at the top left corner of the record for your course.  You will now see what your students will view when they register for your course.



Please Note: Students may begin buying the texts on the list before the beginning of the semester, so it is imperative that you publish a list that is as accurate as possible.


resources for step VIII

PDF: full instructions on how to check your course materials list >> <pdf>

Video: checking your course materials list >>






IX. Reports: Bookstore Orders



Reports: Bookstore Orders


Departmental administrators may want to use the BookList reports feature to prepare bookstore orders. 

While viewing the list of courses offered by your department, click on the "Access Reports" link on the top left of the screen.  Fill in all relevant search fields--department, date range during which the desired course materials lists were created or last modified, and report format (choose "Excel").  Click "Submit" to run your report. 

Your report will open in Excel and you will be able to modify it for submission to your campus bookstore.

 

 

 

resources for step ix

PDF: full directions for preparing reports for bookstore orders >> <pdf>

Video: preparing a report for a bookstore order >>






X. Reports: Missing Lists



Reports: Bookstore Orders



Departmental administrators can use the BookList reports feature to monitor what courses do not yet have a course materials list in place.

While viewing the list of courses offered by your department, click on the "Access Reports" link on the top left of the screen.  Select your department from the drop down menu and click on the "Go" link.





resources for step x

PDF: full directions for preparing missing lists reports >> <pdf>






XI. Campus Administrators

You can view a full list of the CUNY BookList campus administrators by clicking here >> <pdf>






XII. FAQs: Higher Education Opportunity Act (HEOA) and CUNY BookList

Click here to view questions and answers related to the HEOA and BookList system >> <pdf>






XIII: FAQs: CUNY Portal

Click here to view questions and answers related to CUNY Portal and common Portal issues >> <pdf>






XIV. FAQs: Google Searches

Click here to view questions and answers related to common problems with the BookList Google search function >> <pdf>






XV: FAQs: Faculty Members

Click here to view questions and answers about the responsibilities of faculty members in using BookList >> <pdf>