ALEPH Circulation – V.20

Patron Registration

Basic Information for loading patron records

The ALEPH patron is comprised of four distinct records: Global, Local, Address and Additional ID. Patrons must have a global record, which contains information that typically doesn’t change, such as barcode, patron name, and home library. The local record contains borrowing privileges, and must exist in order for patrons to check out material in your library. Multiple local records can exist, all attached to the same global record. The address record, while not mandatory, is important to load and maintain in order to send notifications to patrons. Lastly, additional ID records can be input to reflect a local numbering scheme (such as EMPL ID or registration ID) or other library barcodes.

  1. GLOBAL PATRON INFORMATION
  1. Load a new global patron record by using the short cut icon in the upper right corner (), go to the menu bar and selecting Patrons | New Patron, or press Ctrl+F7.

  1. The Global Patron Registration form will display. Fill in the fields on tab 1 as per the following example and field descriptions.

  1. Open Date/Update Date: fields are populated automatically by the system
  2. Patron ID/Pincode: fields are populated automatically by the system
  3. Barcode (mandatory): input the barcode number
  4. Barcode Verification (mandatory): input the patron’s last name
  5. Name: (mandatory) input the name Lastname, Firstname - middle initial is optional
  6. Salutation: if entered, it will be used on most correspondence with the patron (such as hold or overdue notices)
  7. Title: select the patron’s title from the drop-down menu if desired
  8. Date of Birth: enter the patron’s birthdate or use the pop-out calendar to select the date if desired
  9. Gender: select the patron’s gender from the drop-down menu if desired
  10. Place of Birth: enter the patron’s place of birth if desired
  11. ILL Unit (mandatory if using ILL): select the patron’s ILL library from the drop-down menu
  12. ILL Total Limit (mandatory if using ILL): enter the total number of ILL’s a patron may order in a given calendar year
  13. ILL Active Limit (mandatory if using ILL): enter the total number of ILL’s a patron may request at one time
  14. Title Request Limit: not used
  15. Language (mandatory): select the language from the drop down menu
  16. Budget: not used
  17. Profile: select a profile from the drop-down list that best corresponds with the patron
  18. Home Library (mandatory): select the patron’s home library from the drop- down menu
  19. Dispatch Library: not used
  20. Sponsor’s ID/PrimaryID/Proxy Type: used in cases of proxy
  21. Mail Attachment: if using email delivery of notices, select the appropriate option from the drop-down menu (attachment, text, both)
  22. Data Export Consent: check if patron data is to be shared with external groups
  23. Send all Letters to Patron: if checked, all letters to patron will be printed (including hold request letters)
  24. Receive SMS: future functionality
  1. Go to tab 2 and fill in the fields where necessary as per the following example and field descriptions.

  1. Block 1, 2 & 3: use the drop-down menu to enter any blocks associated with the patron. These blocks bar the patron from activity globally (in any library) but under some circumstances may be overridden.
  2. Note 1, 2 & 3/Additional Note 1 & 2: enter any notes associated with the patron. These notes will be visible by staff in other libraries that can access the patron’s global record.
  3. ‘Patron Loader” Protected Fields: if your library has patron records loaded automatically, check any fields that you don’t wish to be overwritten by the auto-process
  1. After the two tabs have been completed, click to add the record.
  1. The global patron record has been added. You may change any information and click update again to save it. Additionally, using the action buttons on the right side of the screen, you can send a letter to the patron, perform a check of the local patron record or update the picture.

  1. LOCAL PATRON INFORMATION
  1. Once the global record is created, the local patron record can be created. With the global record on the screen, select the local patron information node in the navigation pane.
  1. Select a sublibrary in the upper pane. In almost all cases (including when multiple sublibraries share an ADM) use the XXX50 entry.
  1. Each library defines default for every patron status. Select the appropriate patron status from the drop-down menu, and then click to retrieve these defaults from the server.

  1. Once ‘Get Defaults’ has been selected, the system will automatically populate various fields of the local patron record. In tab 1 – Local Patron Details – the system retrieves the expiration date, photocopy charge and cash limit. If desired, enter the patron type from the drop-down menu.

  1. Additionally, in tab 3 – Local Privileges – the system retrieves the default privileges (such as check outs and holds) for the determined patron status. It is important to note that any of these privileges can be changed within the record.
  1. Lastly, tab 2 – Local Blocks and Notes – can be used to enter any blocks or notes you wish to associate with the patron. These local blocks and notes only impact activity and can be seen by those at the local library, and do not affect the user in other libraries.
  1. When all tabs are complete, click to add the local record.
  1. Relevant information appears in the upper pane once the local record is added.
  1. ADDRESS INFORMATION
  1. To add an address or phone number to the patron record, with the patron record on the screen, select the address information node in the navigation pane.
  1. Address type 01 is automatically present with limited data.
  1. To edit the address, fill in the appropriate fields in the lower pane (as per the example below) and click .
  1. To add additional address, select the ‘New’ or ‘Duplicate’ buttons in the upper pane.
  1. An address type can be selected from the drop-down menu.

Use the valid from and to dates to determine which time period for the address use. This is handy for temporary locations such as on-campus addresses.

  1. ADDITIONAL IDs
  1. To add an additional ID to the patron record, such as a registration ID, EMPL ID or additional barcode, with the patron record on the screen, select the additional IDs node in the navigation pane.
  1. You will note that IDs already exist in the system for the system number and barcode created during the global patron process. To add another ID, click in the upper pane.
  1. In the lower pane, fill out the necessary fields as per the following example and field descriptions listed below. Click to add the ID.
  1. Key Type (mandatory): from the drop-down menu, select the additional ID type being entered – examples include additional barcode, registration ID, and local ID
  2. Key Data (mandatory): enter the ID
  3. Verification Type (mandatory): the only option is to select 00 Normal
  4. Verification (mandatory): enter the verification to be used in association with the ID – typically the patron’s last name
  5. Status (mandatory): select either active or inactive from the drop-down menu.
  1. Once the additional ID has been entered, it appears in the upper pane.