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Adding Patrons Manually (redirected from Adding Patrons)

Page history last edited by Dennis Van Arsdale 8 years ago

 

Patron Cards

 

Please remember that adding a patron record manually is intended for those who are not downloaded (normally only public library and ARKLink patrons).

 

Please  - Ask a staff member to create a new patron record. 

 



 

General information 

 

We make some exceptions for UAFS faculty and administrators to some of these procedures - check with a staff member.

 

  • Patrons MUST have their Lions I.D. card OR public library card.  (Exception: if you KNOW the faculty/staff member)

  • We accept Fort Smith Public Library (FSPL) and Scott-Sebastian Regional Library (SSRL) cards. (see below for creating a record). These may need to be updated in our system if the record here has expired.
    • UAFS is in Sebastian County.  We do not have agreements with public libraries outside the county so do NOT accept other cards.
    • We do NOT accept cards from other college or university campuses; patrons must get an ARKLink cardfrom their own campus to use here.
       
  • We accept ARKLink cards (during the semester they are good for -- check the expiration date).  These are issued only by the patrons own campus -- we cannot issue them for patrons from another college/university.
    • ARKLink cards are good for regular circulating materials, but NOT reserves, laptops, or videocameras.
       
  • The student must be currently registered -- otherwise, they are treated as public patrons and must use FSPL or SSRL cards.  If the record is expired but they are in our system, they are not considered to be currently registered unless they bring paperwork stating that.
     
  • Public library card patrons may NOT check out reserve materials, laptops, or videocameras. 
     
  • Students/public borrowers CANNOT check out if they have any overdues or outstanding fines.  (Exception: faculty/administrators)

 

Maximum items (Exception: faculty/administrators):

     10 items at most, of which 3 may be DVDs/CDs at most; Sierra will track this so watch screen for notices.

     THIS COUNT DOES NOT INCLUDE ILL ITEMS.

 

Expiration Dates on Existing Records

 

Patrons may have records where the expiration date is past.

 

  • The semester date may be past but the patron needs material or database access for a little longer. This is decided by staff on a case-by-case basis.
  • The patron may be taking courses in the interim period between semesters.
  • The patron has proof of current registration but was not, for some reason, updated in the latest download.
  • The patron is a public library patron and the expiration date just allows us to make sure their information is still current. 

 

In such cases, changing the expiration date by staff to the last day of the semester (or interim period) is permitted, IF AND ONLY IF the patron is in good standing. 

 

Faculty and staff expiration dates will normally be changed at the end of the semester to include the interim in a Global Update by the Access Services Librarian.

 

Other cases where the expiration date is past are NOT justified for a date change.

 

  • ARKLink cards where the date is expired
  • students not currently registered
  • former employees not currently employed by the campus
  • patrons NOT in good standing (until that is corrected)

 

Creating Patron Records

 

ONLY regular staff -- not student workers -- can create patron records, and ONLY under specific conditions.

 

Please remember: there are a number of special conditions with creating cards.  If you are not sure, ask the patron to come back during regular hours so Dianne, Tina or Dennis can handle this.

 

Students, faculty and staff are downloaded regularly, but not necessarily immediately, from Banner.  If they are not downloaded, proof is required to create a record, as below.  

Downloads are unlikely to include anyone who just registered today, after the download.

Also, students who drop all courses will at some point be disallowed.

 

Not Eligible

  • campus I.D. cards marked guest or 60 Plus
  •  public library cards OTHER than Fort Smith Public or Scott-Sebastian Regional
  • public library cards NOT in good standing when checked with FSPL or SSRL 
  • alumni no longer registered, even if they still have cards
  • campus I.D. cards marked "associate" (which as of July 31, 2014, includes custodians and other subcontractor employees)
  • "camps" students (music, drama, others) who should not have campus I.D. cards other than "guest"

 

Eligible 

  • currently registered students and faculty which includes concurrent (high school AND regular courses)
    Students not in the current download may bring registration paperwork, if they urgently need library services. 
  • cards marked "WATC"
  • cards marked "retiree" 
  • Fort Smith Public Library card holders but ONLY AFTER you call FSPL @ 783-0229 to make sure they are in good standing
  • Scott-Sebastian Regional Library card holders but ONLY AFTER you call SSRL @ 996-2856 to make sure they are in good standing
  • ARKLink card holders (current only -- the cards are dated) 

 

How to Create a Patron Record 

 

If the person claims to be employed or registered for the current semester, proof is required unless you personally know them (newly hired employee, etc.).

 

  1. Be SURE this person is not already in the library system.  Check for maiden names with females, and variations of names (Gary J. Smith versus G. John Smith).  
     
  2. Determine if this person qualifies as a patron.
    1. Registration paperwork showing current registration
    2. OR Fort Smith Public Library card (call 783-0229 to verify good standing)
    3. OR Scott Sebastian Regional Library (call 996-2856) to verify good standing)
    4. OR ARKLink card (not expired)
       
  3. In Sierra (under your own login, not the Circ desk workstations):
     
  4. On the top bar, click on New.
     
  5. Select a template, which will fill in some of the information and guide you through the rest. 
    facstaff is for faculty and staff, studnt is for students, and the others have obvious templates.
    Public library patrons use the number from their public library card as the barcode.
     
  6. Fill in the requested information.
     
  7. VERY IMPORTANT for our students/faculty/staff/retirees ONLY: if you don't have two barcodes already, click on Insert and add a second b barcode.
    Each record needs a barcode starting with @ and another starting with 20 instead of @.
    Example: @00011111 and 2000011111, in two separate barcode fields.
    Banner and people logging in from off-campus use the @ number, but the barcode on the I.D. card is the 20 number (since Sierra doesn't handle an @ symbol when reading a barcode).
    (Patrons not eligible to use databases ONLY need the
    20 number OR the number from their public library card.)
     

  8. Click on Save to save the record. 

 

It is important to use the correct template so the right patron type and other codes are included.

 

Please note that off-campus databases are ONLY for faculty, staff, current students, and retirees.  Just getting a patron record will not enable anyone else to access databases from off-campus, as the patron type does not allow it (which is a requirement of our contracts with the vendors).  Other people may access databases ONLY from the public workstations inside the library.

 

 

 

 

 

 

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