1 Circulation - Patron Record
2 ---------------------------
8 indexterm:[patrons, searching for]
10 To search for a patron, select _Search -> Search for Patrons_ from the menu bar.
12 The Patron Search screen will display. It will contain options to search on the
19 image::media/circulation_patron_records-1a_web_client.png[circulation_patron_records 1a]
22 Next to the _Clear Form_ button there is a button with an arrow pointing down that will display the following additional search fields:
39 You patrons searches may also include patrons marked ``inactive'' if you click on the _Include Inactive?_ checkbox.
42 image::media/circulation_patron_records-1b_web_client.png[circulation_patron_records 1b]
47 * Search one field or combine fields for more precise results.
48 * Truncate search terms for more search results.
49 * Search ignores punctuation such as diacritics, apostrophes, hyphens and commas.
52 Once you have located the desired patron, click on the entry row for this patron in
53 the results screen. A summary for this patron will display on the left hand side.
55 image::media/circulation_patron_records-2_web_client.png[circulation_patron_records 2]
57 The _Patron Search_ button on the upper right may be used to resume searching for patrons.
59 Registering New Patrons
60 ~~~~~~~~~~~~~~~~~~~~~~~
62 indexterm:[patrons, registering]
64 To register a new patron, select _Circulation -> Register Patron_ from the menu bar. The Patron
65 Registration form will display.
67 image::media/circulation_patron_records-4.png[Patron registration form]
69 Mandatory fields display in yellow.
71 image::media/circulation_patron_records-5.png[circulation_patron_records 5]
73 The _Show Only Required Fields_ and _Show Suggested Fields_ may be used to limit
74 the options on this page.
76 image::media/circulation_patron_records-6.png[circulation_patron_records 6]
78 When one of these options is selected, it is possible switch to the other
79 limited view or to revert to the original view by selecting _Show All Fields_.
81 image::media/circulation_patron_records-7.png[circulation_patron_records 7]
83 When finished entering the necessary information, select _Save_ to save the new
84 patron record or _Save & Clone_ to register a patron with the same address.
85 When _Save & Clone_ is selected, the address information is copied into the
86 resulting patron registration screen. It is linked to the original patron.
87 Address information may only be edited through the original record.
89 image::media/circulation_patron_records-8.png[circulation_patron_records 8]
92 ============================================================================
93 * Requested fields may be configured in the _Library Settings Editor_ (_Admin ->
94 Local Admin -> Library Settings Editor_).
95 * Statistical categories may be created for information tracked by your library
96 that is not in the default patron record.
97 * These may be configured in the _Statistical Categories Editor_ (_Admin ->
98 Local Admin -> Statistical Categories Editor_).
99 * Staff accounts may also function as patron accounts.
100 * You must select a _Main (Profile) Permission Group_ before the _Update Expire
101 Date_ button will work, since the permission group determines the expiration date.
102 ============================================================================
105 Patron Self-Registration
106 ~~~~~~~~~~~~~~~~~~~~~~~~
109 Patron Self-Registration allows patrons to initiate registration for a library account through the OPAC. Patrons can fill out a web-based form with basic information that will be stored as a “pending patron” in Evergreen. Library staff can review pending patrons in the staff-client and use the pre-loaded account information to create a full patron account. Pending patron accounts that are not approved within a configurable amount of time will be automatically deleted.
111 *Patron Self-Registration*
113 . In the OPAC, click on the link to *Request Library Card*
115 . Fill out the self-registration form to request a library card, and click *Submit Registration*.
117 . Patrons will see a confirmation message: “Registration successful! Please see library staff to complete your registration.”
119 image::media/patron_self_registration2.jpg[Patron Self-Registration form]
121 *Managing Pending Patrons*
123 . In the staff client select *Circulation* -> *Pending Patrons*.
125 . Select the patron you would like to review. In this screen you have the option to *Load* the pending patron information to create a permanent library account.
127 . To create a permanent library account for the patron, click on the patron’s row, click on the *Load Patron* button at the top of the screen. This will load the patron self-registration information into the main *Patron Registration* form.
129 . Fill in the necessary patron information for your library, and click *Save* to create the permanent patron account.
132 [[updating_patron_information]]
133 Updating Patron Information
134 ~~~~~~~~~~~~~~~~~~~~~~~~~~~
136 indexterm:[patrons, updating]
138 Retrieve the patron record as described in the section
139 <<searching_patrons,Searching Patrons>>.
141 Click on _Edit_ from the options that display at the top of the patron record.
143 image::media/circulation_patron_records-9_web_client.png[Patron edit with summary display]
145 Edit information as required. When finished, select _Save_.
147 After selecting _Save_, the page will refresh. The edited information will be
148 reflected in the patron summary pane.
152 * To quickly renew an expired patron, click the _Update Expire Date_ button.
153 You will need a _Main (Profile) Permission Group_ selected for this to work,
154 since the permission group determines the expiration date.
158 Renewing Library Cards
159 ~~~~~~~~~~~~~~~~~~~~~~
161 indexterm:[library cards, renewing]
163 Expired patron accounts when initially retrieved – an alert
164 stating that the ``Patron account is EXPIRED.''
166 image::media/circulation_patron_records-11_web_client.png[circulation_patron_records 11]
168 Open the patron record in edit mode as described in the section
169 <<updating_patron_information,Updating Patron Information>>.
171 Navigate to the information field labeled _Privilege Expiration Date_. Enter a
172 new date in this box. When you place your cursor in the _Patron Expiration Date
173 box_, a calendar widget will display to help you easily navigate to the desired
176 image::media/circulation_patron_records-12.png[circulation_patron_records 12]
178 Select the date using the calendar widget or key the date in manually. Click
179 the _Save_ button. The screen will refresh and the ``expired'' alerts on the
180 account will be removed.
186 indexterm:[library cards, replacing]
188 Retrieve the patron record as described in the section
189 <<searching_patrons,Searching Patrons>>.
191 Open the patron record in edit mode as described in the section
192 <<updating_patron_information,Updating Patron Information>>.
194 Next to the _Barcode_ field, select the _Replace Barcode_ button.
196 image::media/circulation_patron_records-13.png[circulation_patron_records 13]
198 This will clear the barcode field. Enter a new barcode and _Save_ the record.
199 The screen will refresh and the new barcode will display in the patron summary
202 If a patron’s barcode is mistakenly replaced, the old barcode may be reinstated.
203 Retrieve the patron record as described in the section
204 <<searching_patrons,Searching Patrons>>. Open the patron record in
205 edit mode as described in the section <<updating_patron_information,Updating Patron Information>>.
207 Select the _See All_ button next to the _Replace Barcode_ button. This will
208 display the current and past barcodes associated with this account.
210 image::media/circulation_patron_records-14.png[circulation_patron_records 14]
212 Check the box(es) for all barcodes that should be ``active'' for the patron. An
213 ``active'' barcode may be used for circulation transactions. A patron may have
214 more than one ``active'' barcode. Only one barcode may be designated
215 ``primary.'' The ``primary'' barcode displays in the patron’s summary
216 information in the _Library Card_ field.
218 Once you have modified the patron barcode(s), _Save_ the patron record. If you
219 modified the ``primary'' barcode, the new primary barcode will display in the
220 patron summary screen.
222 Resetting Patron's Password
223 ~~~~~~~~~~~~~~~~~~~~~~~~~~~
225 indexterm:[patrons, passwords]
227 A patron’s password may be reset from the OPAC or through the staff client. To
228 reset the password from the staff client, retrieve the patron record as
229 described in the section <<searching_patrons,Searching Patrons>>.
231 Open the patron record in edit mode as described in the section
232 <<updating_patron_information,Updating Patron Information>>.
234 Select the _Reset Password_ button next to the _Password_ field.
236 image::media/circulation_patron_records-15.png[circulation_patron_records 15]
238 NOTE: The existing password is not displayed in patron records for security
241 A new number will populate the _Password_ and _Verify Password_ text boxes.
242 Make note of the new password and _Save_ the patron record. The screen will
243 refresh and the new password will be suppressed from view.
249 indexterm:[patrons, barring]
251 A patron may be barred from circulation activities. To bar a patron, retrieve
252 the patron record as described in the section
253 <<searching_patrons,Searching Patrons>>.
255 Open the patron record in edit mode as described in the section
256 <<updating_patron_information,Updating Patron Information>>.
258 Check the box for _Barred_ in the patron account.
260 image::media/circulation_patron_records-16.png[circulation_patron_records 16]
262 _Save_ the user. The screen will refresh.
264 NOTE: Barring a patron from one library bars that patron from all consortium
267 To unbar a patron, uncheck the Barred checkbox.
273 indexterm:[patrons, barring]
275 *Barred*: Stops patrons from using their library cards; alerts the staff that
276 the patron is banned/barred from the library. The ``check-out'' functionality is
277 disabled for barred patrons (NO option to override – the checkout window is
278 unusable and the bar must be removed from the account before the patron is able
279 to checkout items). These patrons may still log in to the OPAC to view their
282 indexterm:[patrons, blocking]
284 *Blocked*: Often, these are system-generated blocks on patron accounts.
288 * Patron exceeds fine threshold
289 * Patron exceeds max checked out item threshold
291 A notice appears when a staff person tries to checkout an item to blocked
292 patrons, but staff may be given permissions to override blocks.
295 Staff-Generated Messages
296 ~~~~~~~~~~~~~~~~~~~~~~~~
298 [[staff_generated_messages]]
299 indexterm:[patrons, messages]
301 There are several types of messages available for staff to leave notes on patron records.
303 *Patron Notes*: These notes are added via _Other_ -> _Notes_ in the patron record. These notes can be viewable by staff only or shared with the patron. Staff initials can be required. (See the section <<circulation_patron_notes,Patron Notes>> for more.)
305 *Patron Alerts*: This type of alert is added via _Edit_ button in the patron record. There is currently no way to require staff initials for this type of alert. (See the section <<circulation_patron_alerts,Patron Alerts>> for more.)
307 *Staff-Generated Penalties/Messages*: These messages are added via the _Messages_ button in the patron record. They can be a note, alert or block. Staff initials can be required. (See the section <<staff_generated_penalties_web_client,Staff-Generated Penalties/Messages>> for more.)
312 [[circulation_patron_alerts]]
313 indexterm:[patrons, Alerts]
315 When an account has an alert on it, a Stop sign is displayed when the record is
318 image::media/circulation_patron_records-18_web_client.png[circulation_patron_records 18]
320 Navigating to an area of the patron record using the navigation buttons at the
321 top of the record (for example, Edit or Bills) will clear the message from view.
323 If you wish to view these alerts after they are cleared from view, they may be
324 retrieved. Use the Other menu to select _Display Alert_ and _Messages_.
326 image::media/circulation_patron_records-19_web_client.png[circulation_patron_records 19]
328 There are two types of Patron Alerts:
330 *System-generated alerts*: Once the cause is resolved (e.g. patron's account has
331 been renewed), the message will disappear automatically.
333 *Staff-generated alerts*: Must be added and removed manually.
335 To add an alert to a patron account, retrieve the patron record as described
336 in the section <<searching_patrons,Searching Patrons>>.
338 Open the patron record in edit mode as described in the section
339 <<updating_patron_information,Updating Patron Information>>.
341 Enter the alert text in the Alert Message field.
343 image::media/circulation_patron_records-20.png[circulation_patron_records 20]
345 _Save_ the record. The screen will refresh and the alert will display.
347 To remove the alert, retrieve the patron record as described in the section
348 <<searching_patrons,Searching Patrons>>.
350 Open the patron record in edit mode as described in the section
351 <<updating_patron_information,Updating Patron Information>>.
353 Delete the alert text in the _Alert Message_ field.
357 The screen will refresh and the indicators for the alert will be removed from
363 [[circulation_patron_notes]]
364 indexterm:[patrons, Notes]
366 Notes are strictly communicative and may be made visible to the patron via their
367 account on the OPAC. In the OPAC, these notes display on the account summary
370 image::media/circulation_patron_records-23_web_client.png[circulation_patron_records 23]
372 To insert or remove a note, retrieve the patron record as described in the
373 section <<searching_patrons,Searching Patrons>>.
375 Open the patron record in edit mode as described in the section
376 <<updating_patron_information,Updating Patron Information>>.
378 Use the Other menu to navigate to _Notes_.
380 image::media/circulation_patron_records-24_web_client.png[circulation_patron_records 24]
382 Select the _Add New Note_ button. A _Create a new note_ window displays.
385 ================================================
386 Your system administrator can add a box in the _Add Note_ window for staff initials and
387 require those initials to be entered. They can do so using the "Require staff initials..."
388 settings in the Library Settings Editor.
389 ================================================
391 Enter note information.
393 Select the check box for _Patron Visible_ to display the note in the OPAC.
395 image::media/circulation_patron_records-25_web_client.png[circulation_patron_records 25]
397 Select _OK_ to save the note to the patron account.
399 To delete a note, go to _Other -> Notes_ and use the _Delete_ button
400 on the right of each note.
402 image::media/circulation_patron_records-26_web_client.png[circulation_patron_records 26]
404 Staff-Generated Penalties/Messages
405 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
407 [[staff_generated_penalties_web_client]]
408 To access this feature, use the _Messages_ button in the patron record.
410 image::media/staff-penalties-1_web_client.png[Messages screen]
415 Click *Apply Penalty/Message* to begin the process of adding a message to the patron.
417 image::media/staff-penalties-2_web_client.png[Apply Penalty Dialog Box]
419 There are three options: Notes, Alerts, Blocks
421 * *Note*: This will create a non-blocking, non-alerting note visible to staff. Staff can view the message by clicking the _Messages_ button on the patron record. (Notes created in this fashion will not display via _Other_ -> _Notes_, and cannot be shared with the patron. See the <<circulation_patron_notes,Patron Notes>> section for notes which can be shared with the patron.)
423 * *Alert*: This will create a non-blocking alert which appears when the patron record is first retrieved. The alert will cause the patron name to display in red, rather than black, text. Alerts may be viewed by clicking the _Messages_ button on the patron record or by selecting _Other_ -> _Display Alerts and Messages_.
425 * *Block*: This will create a blocking alert which appears when the patron record is first retrieved, and which behaves much as the non-blocking alert described previously. The patron will be also blocked from circulation, holds and renewals until the block is cleared by staff.
427 After selecting the type of message to create, enter the message body into the box. If Staff Initials are required, they must be entered into the _Initials_ box before the message can be added. Otherwise, fill in the optional _Initials_ box and click *OK*
429 The message should now be visible in the _Staff-Generated Penalties/Messages_ list. If a blocking or non-blocking alert, the message will also display immediately when the patron record is retrieved.
431 image::media/staff-penalties-3_web_client.png[[Messages on a record]
436 Messages can be edited by staff after they are created.
438 image::media/staff-penalties-4_web_client.png[[Actions menu]
440 Click to select the message to be modified, then click _Actions_ -> _Modify Penalty/Message_. This menu can also be accessed by right-clicking in the message area.
442 image::media/staff-penalties-5_web_client.png[Modify penalty dialog box]
444 To change the type of message, click on *Note*, *Alert*, *Block* to select the new type. Edit or add new text in the message body. Enter Staff Initials into the _Initials_ box (may be required.) and click *OK* to submit the alterations.
446 image::media/staff-penalties-6_web_client.png[Modified message in the list]
451 Messages which are no longer current can be archived by staff. This action will remove any alerts or blocks associated with the message, but retains the information contained there for future reference.
453 image::media/staff-penalties-4_web_client.png[[Actions menu]
455 Click to select the message to be archived, then click _Actions_ -> _Archive Penalty/Message_. This menu can also be accessed by right-clicking in the message area.
457 image::media/staff-penalties-7_web_client.png[Archived messages]
459 Archived messages will be shown in the section labelled _Archived Penalties/Messages_. To view messages, click *Retrieve Archived Penalties*. By default, messages archived within the past year will be retrieved. To retrieve messages from earlier dates, change the start date to the desired date before clicking *Retrieve Archived Penalties*.
464 Messages which are no longer current can be removed by staff. This action removes any alerts or blocks associated with the message and deletes the information from the system.
466 image::media/staff-penalties-4_web_client.png[[Actions menu]
468 Click to select the message to be removed, then click _Actions_ -> _Remove Penalty/Message_. This menu can also be accessed by right-clicking in the message area.