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PATRON REGISTRATION--GENERAL INFORMATION and GUIDELINES
1) Determine if the record is in the database. Hit F8 (the shortcut for scanning Ids with magnetic strips. It won't work for barcoded Ids). Swipe the patron’s magnetic striped MIT photo ID card, the screen reads “User does not exist.”
There are two possibilities. First this maybe a returning student who has a new card, lost their original or had their original stolen. Second, it may actually be a new user who has never used the library.2) Type in the MIT ID number located on the front of the card. If a patron record comes up proceed to “If the patron is in the database”. If NO record comes up proceed continue onto 3.
3) Click on User List and enter the patron’s name (last, first) in the blank field and hit Enter. If the patron’s name appears in the list they are in the database. However, these users need to have their MIT ID# linked to their borrower record. First, Click Select to bring up their record and proceed to “If the patron is in the database.” Second, you will need to go to Adding MIT ID#s to patron records.
4) If NO record comes up this time proceed to “If nothing comes up.”
IF THE PATRON IS IN THE DATABASE:
A patron already loaded in the database needs to have information updated in Tabs 1, 2 and 3.1a) From Tab 1 (Global Information) click the Update button. This will open a screen with white text boxes for updating information. The NAME should be filled in already.
Note: LEAVE ALEPH ID BLANK!!!
1b) Click into the field marked Barcode, enter the patron’s barcode (by scanning their ID card).
1c) Go to Home Library field. From the pull down menu choose <your library> (Optional).1d) Click the Update button .
2a) Click on Tab 2 (Local Information) and confirm the patron’s status and expiration date.
2b) If this information needs to be altered click the Update button.
2c) Use the "Get Defaults" button. This will correctly give the patron the correct privileges. However, it will NOT give the patron the correct expiry date. The defaults will expire the record in 6 months time. You will need to enter the correct date information. Then click the Update button.
Note: The current expiration date for students is 02/28/05. The expiration sate for staff/faculty is 02/28/05 (changes frequently check current email from Christine Moulen) The template for this form (which should be on the computer as well) can be found here.
3a) Click on Tab 3 (Addresses). Click and highlight the name listed and click the Update button.
3b) ALWAYS USE CAPITALS!!!!!
Fill in: NAME (first then last)
ADDRESS (MIT campus address has a zip code of 00000)
EMAIL*
PHONE NUMBER/S*This email must be the "user@mit.edu" email address (This does not apply to outside users obviously!) If a patron wishes to use a customized/local MIT email address, for example, "user@math.mit.edu" or "user@media.mit.edu", they must FIRST change their email address in the Data Warehouse. The reason they must do this, is because the next patron load (monthly) will overwrite whatever email address is stored in there, should we use a customized email address. Their other option is to forward their MIT address to their local/customized address.
3c) Using the drop down menu select a “Valid To” date for this address The current expiration date for addresses is currently 09/30/04 for students and 08/31/04 for faculty and staff. (Check Christine Moulen emails for updates).
3d) “Address Type” should be 02 MAILING ADDRESS.
3e) Click the Update button.
4) If the patron record was found using the last name, first name method, you will still need to Add the MIT ID# to the record. If the patron record was found using the MIT ID, you are done!
IF NOTHING COMES UP(If the patron is really nowhere in the database)
If after searching by name and MIT ID # you can not find a patron in the database you will need to create a new record.
1) Click on User List.
2) Click the New button to bring up the Global Information screen.DO NOT ENTER ANYTHING IN THE ALEPH ID OR PINCODE FIELD!!!!
3) Place the cursor in the Barcode field and scan the barcode from the MIT ID. The ALEPH ID and pincode will fill in automatically.
4) Next enter the Last name, First name in the appropriate field. (ALWAYS in CAPITALS)
5) Click the right arrow next to Home Library and select <your library> as the home library (Optional).
6) Click the Update button. This should create a borrower record for the patron and display that record in a window entitled User Information.
Now the patron’s record is created and the default display is for Tab 1 (Global Information)
7) Click on Tab #2 Local Information in the borrower record.
8) Highlight the profile with Aleph as the sub-library and Global User as the description (the first option in the list.)
9) Click the Update button to the right.
10) Now you must choose a borrower status and a borrower type. To check which code to use consult Patron Registration 2 (Borrower Types).a) Status: Choose the status of the user by clicking the right arrow next to
Status. (MIT Faculty, MIT Staff, Graduate Student etc…)b) Type: Choose the type of status of the user by clicking the right arrow next to
Type. (Faculty – MIT Faculty, Faculty – Visiting Faculty, Graduate Student – MIT, Graduate Student – Wellesley.)11) Use "Get Defaults." This does not put the correct expiry date. You will need to change it. The current expiration date for students is 02/28/05. The expiration date for staff/faculty is 02/28/05 (Note: Both of these change frequently, check current email from Christine Moulen) (If you need to change the expiration date, you can change it by clicking on the arrow to the right of the expiration date field and selecting the correct date from the drop down calendar.) The template for this form (which should be on the computer as well) can be found here.
12) Click the Update button to the right.
13) Click on Tab 3 (Addresses). Click and highlight the name listed and click the Update button.
Fill in: NAME (first then last)
ADDRESS (MIT campus address has a zip code of 00000)
EMAIL*
PHONE NUMBER/S*This email must be the "user@mit.edu" email address (This does not apply to outside users obviously!) If a patron wishes to use a customized/local MIT email address, for example, "user@math.mit.edu" or "user@media.mit.edu", they must FIRST change their email address in the Data Warehouse. The reason they must do this, is because the next patron load (monthly) will overwrite whatever email address is stored in there, should we use a customized email address. Their other option is to forward their MIT address to their local/customized address.
14) Using the drop down menu select a “Valid To” date for this address the current expiration date is 08/31/04 for faculty and staff or 09/30/04 for students. (Note: Check email from Christine Moulen for most current date).
15) “Address Type” should be 02 MAILING ADDRESS.
16) Click the Update button.
17) For these new patrons, you will need to add the new MIT ID to the record. (This MUST be done so that duplicate records are not added by uploads from the Data Warehouse).
Adding MIT ID Numbers to patron Records:
1) Click Update IDs. This will open a window entitled IDS Information.
2) Click the Add ID button. You can now add the MIT ID # to the record.
3) Under Key Type select 02(Additional or MIT ID#) by clicking the right arrow next to the text box and then highlighting and clicking Additional from the options.
4) In the Verification Type text box, select 00 (Normal) using the arrow to the right of the textbox.
For Status select AC (active) from the choices with the right arrow.
5) Manually enter the MIT ID # in the text box marked Key Data.
6) Manually enter the Aleph ID # in the text box marked Verification.
7) Then click the Save Id button. The MIT ID # will then appear in the list of ID’s as Type 02.
8) You can then close the IDS Information window by clicking Close.
9) This will return you to the Global User Information Tab update window. Click the Update button.
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maintained by cir-lib@mit.edu
last updated 15-Jul-2005