[version 2019.5.13.a]
Note: minor changes in menus and wording may occur with each upgrade.
Just read the menu carefully and select the correct item wherever it is.
*** This manual is for staff only. ***
Notes
WARNING: ANY time patrons are being unloaded or loaded with Sierra, everyone must be out of patron records.
Bibliographic and item records don't matter to this process,but if a patron record is open by anyone when the un/loading process hits it,
there will be a conflict that can cause problems and possibly duplicate records or lock up records.
Databases will not be accessible from off-campus while patron records are deleted. This should be a very short period until new patron download.
Patron Types
Campus patrons are students, faculty, staff, etc. included in downloads. They must be loaded in sequence so greater privileges overlay lesser sets.
Files have suffixes denoting them:
- .asc associates (contract employees; students may also be contract employees for food services, landscaping, etc.) SHOULD BE LOADED FIRST and overlaid by students.
- .stu students SHOULD BE LOADED SECOND and be overlaid by ret, emp, and fac so have the greater privileges, if ret/emp/fac are also taking classes.
- .ret retired (have full privileges)
- .emp staff
- .fac faculty
All other patrons (public, ArkLink, etc.) operate by separate rules, and are entered manually on a case by case basis. Those are done using the specific templates in Sierra.
Template
Use Admin tab, Settings, then Record Templates.
Switch to Patron records.
The ONLY template that matters during downloads is _p since the others are for manual entry at the point of checkout, to create a single new patron record.
Set the expiration date only in the _p template and it will impose on all incoming records for the download.
You can change the expiration date between student and faculty/staff downloads, if desired.
Only the expiration date is changed (normally) during this process.
Records remaining in the system are overwritten IF they are in the download. (see What Does/Does Not Overwrite, below).
Don't bother with the Patron Type, as it is overwritten by the incoming record's PType.
Barcode Special Notes
Note on Two Different Barcodes in campus records:
Two versions of the barcode are required.
Banner and the Web Access Management use the @ version,
while the actual barcode on I.D. cards uses 20 in place of the @ since Sierra doesn't handle barcodes which don't begin with a number (for our patrons, a 2, for public library patrons, a 3, etc.
Barcode Confirmation
(Sierra has barcode confirmation turned OFF so both UAFS and public library card barcodes can be accepted, due to different lengths and first numbers.)
The version beginning with @ is used for remote access to databases (and on Banner) but the version starting with 20 instead is the actual barcode used by Sierra.
This is why, when creating records manually, UAFS patrons need both versions, but other patrons only need the version starting with a number.
Public Library Patrons
Public library patrons not already in the system may have a patron record created using the fspl, scott or craw templates at the time of checkout. Update the expiration date at that time.
CHECK FIRST to be sure they are not already in the system. Also call the public library to confirm good standing, as they are to call us. Also confirm bad standing still in effect.
Patrons in bad standing with one library (FSPL or us) may try to use the other card to get around fines, etc.
Putting both cards on one record will block them no matter which library has a problem. However, call the other library if necessary to see if still in bad standing.
Records with public library cards (whether campus or not) have pcode 2 = p. Those should NOT be deleted in the Fall purge.
Patron PCode2=K
At present, only used for the ILL patron record to lend to other libraries.
Fields for special purposes
u field (NOT visible to patron in record) shows the latest TERM or semester code for which the record was updated. This can be used to search for records to update expiration dates, etc.
Example: 201805 is the fifth term, or semester, in 2018. Note that 03 is no longer used for terms; they skip from 02 to 04.
x note field [MULTIPLE ALLOWED] (NOT visible to patron in record) is for any non-popup notes.
As there is no other note field not visible to patrons, any other notes may need to be patron viewable in other fields such as s or m.
s field [MULTIPLE ALLOWED] (VISIBLE TO PATRON) is a special field used here for additional information visible to the patron in their patron record if/when they log into it.
This was used in the past for First Search login information available only to faculty/staff but not students. This field overwrites during download.
It is also currently a download field containing the course codes for what faculty are teaching that semester.
m message field (VISIBLE TO PATRON) to leave message for patron to see in their record if/when they log into it.
Campus Patrons records are overwritten during the download (except for certain specified fields, as below) with template _p using the i.d. number in field b.
Any fields indicating outstanding obligations, holds, MBlocks, etc., will NOT have those specific fields overwritten.
The following fields are set in System Options, Database, item 23, Patron Record, to NOT be overwritten:
- patron barcode (this needs to be de-duped to remove the added ones if the record is overlaid, since it adds rather than replaces.
If barcodes were overlaid, it would remove any added codes such as a public card number as well.
- m message field (message appearing in patron record for patron)
- x note field (not visible to patrons) which should be de-duped using Global Update
- pmessage field (fixed field)
Any of these fields (except pmessage) will be added rather than replaced. To avoid confusion, you can use Global Update to remove duplicate fields.
The u field does overwrite, so the only u field should be the last semester registered as valid.
The s field does overwrite.
Public library, ArkLink, and pcode2=K records are not affected by downloads.
Loading Patrons
Note: to move from section to section on a page, use ALT-PageDown.
* First download from Banner during a semester should get all campus patrons (students, faculty and staff) in separate files. Existing records are overwritten.
Order of Loading
Files are loaded in order:
- .asc associates (contract employees; students may also be contract employees for food services, landscaping, etc.)
- .stu students
- .ret retired (have full privileges)
- .emp staff
- .fac faculty
This must be reset for FALL after the end of summer semesters BEFORE downloading a complete FALL roster.
This is due to loading Fall starting in the spring for people enrolled in Fall but not in Summer, who still want privileges.
ALL campus patrons not encumbered with obligations are deleted during the week before fall, reset is done, and then reloaded as "new" patrons.
Those with obligations are overwritten but do not lose obligations.
Frequency
Subsequent downloads during the same semester should only get new patrons unless the reset is used (see below). This saves time.
Update loads are usually done daily during first two weeks, then at least weekly until at least the middle of the semester
(as some classes begin in the middle of fall/spring regular semesters).
Also, Maymester programs require additional downloading when those programs begin.
Faculty and staff continue to change and be hired throughout semester and between semesters.
Current practice: Load both Summer semesters immediately after commencement.
Both summer semesters are kept loaded as some classes are continued through both semesters.
Fall students are also allowed privileges if pre-registered so they can be loaded, BUT will included in the deletion before fall semester load. Some may drop out before classes begin.
This is optional but keeps the patrons up to date.
A printed report for changes (including dropped students, etc.) is SWPLBPC
and can be printed to your network using the Banner procedures below
to select semesters; no download files are produced, only the printout. This should be done at least weekly and used to:
- delete unobligated patrons who have withdrawn from the current semester
- set an already expired date for obligated patrons who have withdrawn from the current semester
In order to keep track of which patrons have been downloaded and which have been updated/not downloaded for each semester,
a "trigger" is set on each record in Banner when downloaded for that semester code. It will not be changed until the student is registered for a new semester.
In order to download all patrons from a semester when patrons were downloaded already (as in the fall, because some fall patrons were downloaded during summer),
this trigger must be reset for all the campus patrons in a semester.
This may also be necessary if patrons need to be reloaded due to a faulty download.
- In Banner, access the SWPLBPR job. (Note the PR part of the report name)
- Enter the network printer you prefer for your other Sierra printouts (it must already be configured in Sierra). LI10691CAT is usually used by Circulation.
- Enter the semester to be reset using the year (generic YYYY in examples), such as:
Examples:
- 201901 for Spring 2019.
- 201902 for Summer 1 2019.
- 201904 for Summer 2 2019.
- 201905 for Fall 2019.
- 20190X for winter intersession (between Fall and Spring semesters) if used.
- 03 is no longer used. (There was previously a third semester in summer but it has not existed for years)
- The Report Only? field should be N to update.
- A report will be printed giving the count of patron types reset within just a few minutes. That indicates the file is available on the Banner server.
There may be delays in delivering some files, especially if Banner is being updated during the time this job is running
(such as when students are registering).
For routine use, a Reset is a last resort if the job does not complete after 30 minutes.
Loading Process Step by Step
- Have all holds, ILL requests, etc. cleared if possible.
Patrons with holds, ILL requests, etc., still in effect can not be deleted.
Patrons with PMessage and X note fields should not be deleted unless the records are long out of use.
- Be sure to have a currently valid AIX password. This is not the same as a Banner or other password.
The AIX password will be necessary for the actual transfer from Banner using FTP to the INNOPAC server.
[To sync AIX password so it expires with LionsLink: when LionsLink password is updated,
also go to Putty, select telnet alpha (for the alpha.uafortsmith.edu server), and login,
then give the command passwd to change your password. That resets it to 90 days.
Then, every time you have to reset LionsLink, also do AIX and they will stay synchronized.
- If this is an update rather than a first load, steps covering preliminary deletions and updates to the existing records must be skipped.
However, the expiration date will need to be added to these records as well after loading.
Fall Semester Purge in week before Fall classes begin
There are a finite number of records available to fill with patron information. Fewer records speed up the search for records during various operations.
Therefore, we purge the outdated and unencumbered patrons (students left temporarily or permanently, faculty and staff left or retired, etc.).
- Create a List using the Saved Search dv FAC/STAFF/STUDENT fall purge.
These should not have any outstanding obligations.
- Delete these records using Delete Records
Any records with outstanding obligations (fines, holds, etc.) will not be deleted; these are protected automatically even if caught in the List.
Print the list of any exceptions such as outstanding holds not deleted. Update as necessary.
3. Use the Reset function in Banner for the YYYY05 term.
4. Download the YYYY05 Fall semester from the start.
Manually check the remaining records from the printout as/if needed.
These will be overwritten with updated information during the next download.
The dv FAC/STAFF/STUDENT fall purge search contains the limits:
- PTYPE W (Within or between) 020 and 045 meaning students, faculty and staff only
- PCODE2 = - meaning regular, not containing a public library card barcode as well
- MBLOCK = - meaning no block
- MONEY OWED <= $0.00 meaning less than or equal to zero
- CUR CHKOUT <= 0 meaning less than or equal to zero
- PMESSAGE not equal to n meaning no PMESSAGE to alert during checkout/in
- MESSAGE < . meaning no message SO AVOID USING THIS FIELD UNLESS POPUP NEEDED DURING CHECKOUT/IN
Because the course codes are in the x note field, this is not useful to block.
See below for detailed steps.
Summer Extended Loading
The present practice is to load the YYYY02, YYYY04, and YYYY05 terms (Summer 1, 2 and Fall) as students often desire privileges through the summer.
This requires multiple downloads during each session, starting near the end of Spring semester.
All of these (with no obligations, etc.) will be purged in the Fall Semester Purge.
BEFORE DOWNLOADING:
You can set these in the Admin > Settings > Record Templates
and select the Patrons records.
The _p Patron default is the ONLY one used for loading patrons. (Updating the others is helpful for manual entry, but not needed for downloading.)
Set the desired expiration date in the template.
- Expiration dates will be set for (first) a few days before the end of the semester, say the end of regular classes,
and then revised on that day:
(for students) to the end of the semester, or
(Faculty/staff) to the beginning of the next semester.
This encourages returning material before people leave at the end of finals and has shown to improve returns.
Resetting to the end of the semester on that day allows people to continue using databases to the end of the semester.
- As database privileges are also controlled by expiration dates,
it may be necessary to set the dates before the end of the semester (for automatically dating checkouts, sending notices, etc.),
and then change them the next day as soon as possible to the actual end date of the semester
or just before the beginning of the next, so students can still use the databases.
Example: set the date for several days before the last day of finals, such as the last day of classes or day after the end of classes.
On that day or day before, change faculty and staff to the day before the next semester begins.
Student dates are changed to the end of the semester, unless individually requested and handled.
- Some programs/courses may extend between semesters. Allowances should be made for these students.
Usually the expiration date is the day before the next semester begins.
I. A. Creating Patron Files in Banner system
WARNING: the SWPLBRY report only gets the changes since the last time it was run during or just before that semester.
It therefore can be run only once to get all the records possible.
Each subsequent run will get only those records that have been added since the last report.
This saves time in downloading and processing additional records.
To reset, use SWPLBPR and all records will then be available.
Normal Load (no purge, or Fall purge completed already)
Load Banner and login normally.
Click on the 6 boxes icon link in the left sidebar.
Click on the My Banner menu if you have one.
In the Direct Access field, enter SWPLBRY or select the report from the personal menu if it is present.
Click on the Go button (ignore the Parameter Set box).
You should get the above page. (Note that a Save button is below this, in the lower right corner).
Click on the ... tab after the Printer box to get a list. Library printers are about section 5.
Select your preferred printer and click the OK button.
In the Parameters section, set the semester date. The Patron Type is everyone (%) and the Maymester Only is N.
- Enter Term Code according to Banner code: the year followed by the desired semester number.
(There is no semester 4; skip to 05 for fall semester.)
- Example: 201801 is the spring (01) semester of the year 2018.
- Example: 201802 is the first summer semester of the year 2018.
- Example: 201804 is the second summer semester of the year 2018. (03 not used)
- Example: 201805 is the fifth, fall semester of the year 2018.
- Example: 20180X is the intersession between Fall 2018 and Spring 2018. (This may vary and is not currently used)
- The Patron Type is normally "%" for all patron types (it still downloads separate files for each), but could be limited to just
- E employees
- F faculty
- S students
Check the Save Parameter Set as box and name the file with description. This will save time in the future by selecting that description.
The Submit circle should be dotted as shown.
Way down in the lower right of the page is a blue SAVE button. Click that
The page mostly blanks but you should get the above notice. The print should be done shortly.
At the top next to ellucian click the X to get out.
Repeat as needed for each semester required. For summer, you will need the two summer semesters and the fall semester, so three passes to get them all each time.
Repeat daily for the week before the start of the semester, through the second week of the semester.
At least weekly after that through mid-semester.
Banner export files for use in Sierra have been programmed already. Sierra is prepared to use them in the manner prescribed.
However, Banner codes may be changed without considering this export or notifying the library (it has happened before!) and therefore certain records may not have codes which have already been set up in Sierra. Coordination with I.T. and Banner programmers will be needed to adjust for this.
Banner runs on a server using the AIX operating system (IBM version of Unix) so references to AIX may be made.
To download using Filezilla:
To change password on the Banner server:
Log into telnet for alpha.uafortsmith.edu and type passwd (not the full word!)
Do this when changing campus password and keep them in sync that way - it is NOT automatic.
- Load Filezilla.
- Connect to alpha.uafortsmith.edu, enter username and password, and change the port number to 22.
Note that you can usually use the Filezilla Server tab, then Reconnect next time, until you change passwords or update Filezilla.
Note that "alpha1" may be listed instead (see example below). Ignore this.
- On the left pane, go to the downloads directory on the hard drive of your computer.
- Delete the old patron downloads.
- On the right panel, in the lower pane, find the files from today for each patron type, and select the ones with a size larger than zero.
- Select the non-zero size files ending in:
- asc (for associates, or contract employees)
- fac (for faculty)
- emp (for employees)
- stu (for students)
- ret (for retired) [by loading from Banner, deceased and non-active retirees age out of the system
8. Click and drag from the right pane to transfer to the downloads directory in the left pane, ignoring zero-size files, and using the CTRL key to keep marking separate files.
9. The files ending in lis and log are not needed.
10. When done, the files will appear in the left pane, and the bottom pane will have several lines saying something such as 200 NOOP command successful.
11. At the top, click for the Server dropdown menu, and click Disconnect to exit the Banner server.
Jump to Phase II. Preparing the existing patron files
Jump to Phase III. Download
Phase 4 Bypass
If this is not the first load for this semester, no changes in the existing records are needed. Only additions will be downloaded. The expiration date is already set in _p template.
Proceed to step 6.
If this is the second summer semester, no changes in the existing records are needed. Only additions will be downloaded.
Proceed to Step 6.
5 A. Check outstanding holds and ILL requests
- In Circulation, select View Holds.
- View outstanding holds. (These are holds placed by patrons on materials they wanted.)
If any holds are outstanding, determine whether or not they can be cleared at this time.
Patron records with holds remaining will not be updated by a download.
5. B. Deleting Patrons with no obligations
All campus patrons of PType 020 and higher become outdated at the end of each semester and may be deleted EXCEPT anyone with obligations
(checked out, fines, fees, holds, ILL requests, etc.). Records of obligated patrons are kept.
Full-time faculty (PTypes 20-22) are usually kept at least until the first September load of the fall semester,
so that 9-month faculty can have privileges all year.
Note: Both Summer Semesters are treated as continuous and patrons are not deleted, just added/updated.
Some courses carry over from first summer to second summer.
Before the first few days of the Fall semester, these patrons should be purged from the patrons file if and only if they have no outstanding obligations.
II. C. a. Fall Patron Purge in week before Fall classes begin
Explanation: the Library purchased a limited number (30,000) of patron records. Purging outdated records frees them for use by newer patrons as well as speeding up searching.
Enough are available to handle long-standing obligated patron records, but eventually unneeded records must be purged. This applies to faculty/staff as well as students.
This is done by creating a list of the campus patrons to be purged, based on certain criteria.
The saved search is for Patron records using dv FAC/STAFF/STUDENT fall purge.
- PMESSAGE not equal to n (if pnote required, then keep, but doesn't matter if still missing info, if not otherwise obligated)
- PCODE2 = - (this avoids deleting P patrons who also have a public library barcode
- MBLOCK = -
- MONEY OWED less than/= 0
- CUR CHKOUT less than/= 0
- PTYPE between 20 - 45 (faculty, staff and students only)
- NOTE less than . (no note in record)
- MESSAGE less than . (no message to patron in record) NOTE: if information is to be saved over time so records are not purged, the m field may be used.
Once this search has run, use Delete Records to remove these.
- In Sierra click on the Admin dropdown menu at the top.
- In the dropdown menu, click on Settings.
- Select the Record Templates tab.
- Change the Record Type to Patron.
- Select _p record to Edit. You do NOT need to touch any of the others at this point.
- Change the expiration date to the desired date (usually, the last day of classes).
- Save and then Save Settings.
- Select Data Exchange from the drop down menu.
- Select Process must be changed to Load MARC PATRON records from tape or FTS
- Highlight all the old files and delete them.
- Select Get PC to transfer files from your computer.
- Change the directory (use the UP arrow) from My Documents to My Computer to Local Disk (C:) to C:\download or wherever you downloaded them to with Filezilla.
- Click on the file(s) from FTPed from Banner to get name(s) on the line. Then click on Upload.
- Select the suffix .pfts (do not use another!) from the drop-down menu and continue to load the file(s).
WARNING: you cannot shortcut this process by choosing the .pat suffix when importing. The format of the files must be changed properly by preprocessing.
- Click on one of the pfts files and highlight it. The Prep P button becomes active.
- Click on Prep P button.
- The screen changes, and the second line reads PREPROCESS TEXT Patron records loaded via FTS.
- Click on Start.
- When done, the bottom of the window will show Completed.
- Click on Close to close this window.
Now you have a version of that file suffixed by .pat. Do this for all the patron files until you have .pat versions of all of them.
Order of Loading
Files are loaded in order:
- .asc associates (contract employees; students may also be contract employees for food services, landscaping, etc.)
- .stu students (so students working for contractors are changed to students)
- .ret retired (have full privileges)
- .emp staff
- .fac faculty
-
- Click FIRST on the student version .pat file and then click on Load.
Always load students first, so any employee or faculty status will overlay student status later in records (in case faculty/staff are also taking classes).
- On the Load MARC PATRON records from tape or FTS window a progress window will appear.
- Click on the Load button.
- When done, the statistics appear at the bottom of the window.
- Close the Load window and look for the errlog for that file, IF you had any errors reported.
- Click on View to see it. It will show what record(s) had a problem, and what was done.
- Click on Print to print this and check the record(s) later to fix the problem.
- Repeat this for the employee, faculty and retired .pat files.
The patron records from Banner should have a u field with the Banner semester code for the current semester.
There may be some codes for students taking classes which extend beyond the semester.
Spot check and be sure that patrons got the correct expiration date.
- Create a list of Patron records with PTYPE within/between 020 and 045.
- Name it, select Patron records, and click on Search.
- ONCE PER SEMESTER: A popup will ask if all records in range should be selected. Click on Yes.
AFTER FIRST LOAD OF SEMESTER: use the Patrons created/updated for this semester selection set.
Update the semester code as needed for the current semester load.
- Create the list.
- Go to Global Update.
- In Global Update, select:
- Select Review for the type of file.
- Record Type boxes have only Patron checked.
- choose the file you just created of patron records.
- Click on Search and see the records listed.
You MUST use the Search and load the records from the list BEFORE you can make any changes to them.
- Go to the Command Input tab and click on Delete duplicate field.
- Uncheck Use Displayed Field.
- Enter Field Group Tag as b.
- Do not enter anything in the Data box. Leave it blank.
- Click on OK and go to the Preview tab.
- Some records will have no changes. Scroll down to find those with changes.
Some records may have duplicate barcode fields to remove.
Some will have @ and some will begin with 2 instead.
This will keep one copy of each type of barcode (with @, with 2, and public).
- Click on Process and confirm Yes when asked.
What just happened:
Every time a new download is done, loading a new copy of someone's record over the old record leaves the old barcode
and student i.d. numbers in there, so they duplicate.
(This allows updating records if someone's number has to be changed due to loss, theft, etc.)
If you ask to have the barcode listed in a report, it will be listed multiple times as there are multiple barcode fields.
This process removes all but one copy of each version of the student number: the @ number and the 20 number,
unless a new number was issued -- then both numbers will be displayed in both version (total four barcode fields).
This avoids printing multiple barcodes when doing overdues, etc.
Some records will be missing the address, phone or email fields.
- Create a patron update file of patrons:
- whose u field is equal or greater than the first semester you are loading (if fall or spring, that semester only,
but if summer, then cover Summer 1, 2, and Fall).
- include ONLY those patrons whose PMessage field does NOT equal n.
- include ONLY those patrons whose z email field is missing.
- Use Rapid Update to change the PMessage field of all the resulting records to z for Email Needed.
- Repeat the process for those patrons whose t AND p phone fields are both missing.
- Repeat the process for those patrons whose a primary address field is missing.
This gives a priority to the address field being missing. If that is not present, check all fields.
If an address is present but no phones, check phones and email. If address and phone(s) is present, check email.
RECURRING PROBLEM: some records seem to be immune to change by this method, and the attempt reports that
(at last count) about 33 records were busy and could not be updated -- although they do not show as busy,
and can be updated one by one manually.
III has worked on this, but has not been able to fix it. Update manually if this occurs.
To avoid overwriting fields in patron records during new loads (manual page 101871 for Release 2006: Edit overlay protection list),
the fields must be set in telnet:
- A > ADDITIONAL system functions
- A > ALTER system parameters
- S > SYSTEM codes
- O > Set system OPTIONS
- D > Database maintenance
- 23 > Edit overlay protection list....
- 9 > PATRON record
- A > ADD a variable-length field
Overlay protection codes are:
- D Sierra deletes any fields in the incoming record that are the same as the field group tag.
If there are no target fields, then Sierra loads the incoming fields. If there are no incoming fields,
then Sierra protects the target fields.
- K Sierra deletes any fields in the target record that are the same as the field group tag.
If there are no target fields, then Sierra loads the incoming fields.
If there are no incoming fields, then Sierra protects the target fields.
- N Sierra assigns neither code D nor code K. The default behavior associated with N (no code) is as follows:
- The version of the field in the target record will be retained.
- The version of the field in the incoming record will be inserted.
Unlike Protection Codes D and K,
the system does not display 'N' when no code is selected.
So if the code is 'N' then the MARC TAG/CODE will be blank. Use Edit to check that the code is set to N.
In short, to KEEP the field with no added fields, use K.
To ADD the incoming field to the record, use N.
Normally, our fields are protected as:
- BARCODE is N: add incoming, but keep existing (so we keep existing public library numbers) --
we will need to weed duplicate numbers before doing overdues, etc., using Global Update to remove duplicates in the barcode field.
- MESSAGE is N: add incoming, but keep existing. These are used for messages to the patron.
- NOTE is N: add incoming, but keep existing. These are used for staff-visible only notes.
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