wiki:circulationPatronRegistration

Patron Registration and Records

Contents

Finding an Existing Patron Record

Tips

Registering New Patrons

Tips

Updating Patron Records

Renewing Library Records and Cards
Lost Library Cards

Bills and Bill Payments

Tips

Finding an Existing Patron Record

To find existing patron records press the F4 key in an active tab or select Search > for Patrons from the Search drop down menu.

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Enter search criteria and click Search or press the Enter key on your keyboard.

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TIPS

  • You can use a combined search to find patrons by first name, last name, postal code, address, etc.
  • You can truncate search terms for more search results.

Registering New Patrons

It is good practice to see if a patron is already in the system by doing a patron search, as described above. Patrons may be unaware that they are part of a consortium. This step will become more important as CONIFER grows to include more libraries.

Press the Shift + F1 keys or select Circulation > Register Patron from the Circulation drop down menu.

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The Evergreen User Editor screen will appear. Fill in required information screen by screen by moving through the navigation bar on the left or by clicking on the Forward link at bottom right of screen.

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When complete, click the Finish link and Save User.

TIPS

It is good practice to give patron a piece of paper providing your OPAC’s URL, the patron's username, which by default is their barcode number, and system generated password. Once a patron is informed of the system-generated password, they can login to the OPAC. The first time they login they are prompted to change their password. Both username and password are case-sensitive.

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The patron can also change their username to something easier to remember (case-sensitive) in the My Account option in the OPAC.

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Enter the patron’s middle name into the record if you can. This will help distinguish among patrons as the database grows.

The consortium decides at a system level the list of profile groups (patron profiles), but individual libraries can choose to use only a subset of the available options. You can choose to make staff’s user records part of an applicable user profile group, such as staff or administration. If you choose this option, staff can use the same account and login for work that they use to borrow books.

Evergreen uses one account per person.

Statistical Categories (statcats): Individual libraries can create their own statistical categories. Evergreen can have both consortium-wide and library-specific categories.

Updating Patron Records

Retrieve a patron by searching, as described above, or by searching by barcode:

Select Search > for patron by barcode or press the F1 key.

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Scan the barcode and click Submit or press the Enter key.

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Once patron is loaded into the Check Out screen click Edit to retrieve record.

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Edit required fields and click the Finish link and Save User.

Renewing Library Records and Cards

Review address and contact information with patron in case anything has changed. Update the expiry year in the patron’s record.

Lost Library Cards

To mark a card lost, retrieve the patron's record.

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On the retrieved patron recod click the Edit button.

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Click Mark Lost.

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Scan or type new barcode in the blank Barcode field, now marked red for required.

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Click the Finish link and Save User.

TIPS

Double-check that the patron has updated their username. If the username is still the original barcode, you should delete it and enter the new barcode; otherwise, their username – which they use to log onto the OPAC – will still be their lost card number.

Bills and Bill Payments

To add a new bill:

Retrieve patron record and select Bills.

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Select Bill Patron.

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The Bill Patron Wizard appears. Choose the appropriate transaction type from the drop down menu.

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Choose the appropriate billing type from the drop down menu.

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Enter amount in Amount field and any required note in Note field.

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Click on Submit this Bill.

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Click OK on the resulting confirmation window.

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TIPS

Individual libraries can set the amount of maximum bills.

Circulation vs. Grocery: System-generated bills (overdues, lost items) are labeled "circulation" bills. Grocery bills are staff-generated and account for everything else.

Grace periods on overdues are possible.

Each library can determine its own processing fee using the Library settings editor.

You can void certain lines of billing, for example: overdue bills are generated day-by-day but you can go into the record to cancel a few days' worth of fines rather than having to void and rewrite the bill.

When bills are paid, the money applied starts at the top of the list of checked-off bills. To pay a certain bill, uncheck the other boxes. Note the presence of the Uncheck All and Check All options as shortcuts.

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Last modified 10 years ago Last modified on Aug 5, 2009, 3:40:11 PM