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C-Space

Aleph-16

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* Circulation Committee
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 MIT Libraries

Circulation Committee

C-Space

Your Account Information

Locating a User Password for Your Account

Adding the MIT ID (02 ID) to a User Record

Duplicate Patron Records and Your Account

Adding a Login (03 ID) for Non-MIT Users

If a User Forgets a Password

YAPPERS (Your Account Password Problem Electronic Rotation Schedule)

Your Account Template Reponses


Locating a User Password for Your Account

Users will have received from the MIT Libraries Systems Office an email informing them of their initial password to access Your Account. Should a user not have received this message or have forgotten the password, you can access it by bringing up the user’s Aleph record.

In the Global Information tab, the Aleph ID is the number in the field in the upper left-hand corner of the window. The same number should also follow the words “User Information - ” in the blue bar at the very top of the window.

A user will not be able to access Your Account unless s/he has both an active 00 ID (the password) and 02 ID (MIT or other ID) in the user record. To confirm that a record has both IDs, click on the Update button in the Global Information tab. In the window that opens, click on the Update IDs button. If there are no problems with the record, there should be 3 different IDs in this window.

  • The first line is the 00 ID, the Aleph ID and the user’s initial password for Your Account.
  • The second line should be the 01 ID, which is the user’s barcode.
  • The third line should be the 02 ID, which should be the MIT ID for members of the MIT Community but may be a Social Security number or SAP number.

There may in some cases be two 02 IDs; only one should have an active (AC) status.


Adding the MIT ID (02 ID) to a User Record

If a member of the MIT Community does not have an 02 ID number in IDs Information window, you will need to add it. To do so, bring up the user record and in the Global Information tab click on the Update button.

Click on the Update IDs button to access the IDs information window. If you have permissions to add an ID, the Add ID button should be visible. Click on it and:

1. Click on the arrow by “Key Type” & select “02 Additional”.
2. Click on the arrow by “Verification Type” & select “00 Normal”.
3. Click on the arrow by “Status” & select “AC Active”.
4. In the “Key Data” box, type in the user’s MIT ID number.
5. In the “Verification” box, type in the Aleph ID number.
6. Click “Save Id”.
7. Click “Close”.
8. Click “Update” on the Global User Information window.


Duplicate Patron Records and Your Account

There exist in the Aleph circulation client a number of duplicate patron records. In many cases one of these records will have an 01 ID but no 02 ID. If a user’s MIT ID is not in their active record (the one on which they’ve checked out books) they will not be able to access Your Account. The following steps should be taken to correct the situation.

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 twice they have duplicate barcodes.

Look at the borrower record without a barcode attached. Confirm that there are no items checked out on the record. Click on Update and then Update IDs. If there is an MIT ID number in the 02 field, write it down. Also note the expiration date for the record and write it down. Close out of the record and delete it from the User List.

Next, open the remaining borrower record, and click Update, then Update IDs. Click “Add ID” and fill in the fields at the bottom of the IDs Information window:

1. Click on the arrow by “Key Type” & select “02 Additional”.
2. Click on the arrow by “Verification Type” & select “00 Normal”.
3. Click on the arrow by “Status” & select “AC Active”.
4. In the “Key Data” box, type in the user’s MIT ID number.
5. In the “Verification” box, type in the Aleph ID number.
6. Click “Save Id”.
7. Click “Close”.
8. Click “Update” on the Global User Information window.

Finally, go to the Local Information tab and check the expiration date. If the expiration date is earlier than the expiration of the record you deleted, update the remaining record with the date from the deleted record. Check the Valid to: date in the Address Information tab and make sure it is at least 6 months beyond the expiration date of borrowing privileges.


Adding a Login (03 ID) for Non-MIT Users

Users with BLC cards, P-cards, and Harvard Reciprocal arrangements will obviously not have MIT IDs to place in the 02 field. In order to allow these outside users to access Your Account the 03 ID field must be filled in. An email will be sent to outside users explaining that their login to Your Account will be the first 20 characters of their email address. This email will also indicate to them their Aleph ID password.

There will be no automatic filling of the 03 ID; all outside users must have their record set up manually by library staff in order for them to access Your Account. To do so, click Update, then Update IDs. Then:

1. Click on the arrow by “Key Type” & select “03 Outsider”.
2. Click on the arrow by “Verification Type” & select “00 Normal”.
3. Click on the arrow by “Status” & select “AC Active”.
4. In the “Key Data” box, type in the first 20 characters of the user’s email address.

  • For example, if their email address is IvannaBurrough@otherschool.edu,
    You can type up to Ivannaburrough@other, however Ivannaburrough would be sufficient and easy for the user to remember.
  • NOTE: If user doesn’t have email, You can use the first 20 characters of the user’s last name. For common last names, please add a number, for example, Johanna Smith (no email), use Jsmith1.

5. In the “Verification” box, type in the Aleph ID number.
6. Click “Save Id”.
7. Click “Close”.
8. Click “Update” on the Global User Information window.


If a User Forgets a Password

If a user forgets a password, we can look at the user record and give him/her the Aleph ID. However, if a user has changed his/her password from the Aleph, the Aleph ID no longer serves as password. The user’s password needs to be reset. To do so, click Update, then Update IDs. Then:

1. WRITE DOWN THE MID NUMBER, you will need shortly.
2. Highlight the 02 ID, then click the “Delete ID” button.
3. Delete the “77” field as well, if there is one.
4. Click on the “Add ID” button.
5. Click on the arrow by “Key Type” & select 02 or 03, as appropriate for the user’s status.
6. Click on the arrow by “Verification Type” & select “00 Normal”.
7. Click on the arrow by “Status” & select “AC Active”.
8. In the “Key Data” box, type in the MIT ID number or the first 20 characters of the user’s email address, as appropriate for the user’s status.
NOTE: If user doesn’t have email, use the first 20 characters of the user’s last name.
9. In the “Verification” box, type in the Aleph ID number.
10. Click “Save Id”.
11. Click “Close”.
12. Click “Update” on the Global User Information window. 13. Tell the patron that their Your Account password has been reset.
NOTE: We do not give out Your Account passwords over the phone. If you go to Tab 1(Global Information page) of the Aleph record, you can use the email function which is located on the far right side of the patron record, fourth tab down. This will send an email right to the account of the person whose password you have just reset.

 

YAPPERS (Your Account Password Problem Electronic Rotation Schedule)

MONTH LIBRARY
January 06 HAYDEN
February 06 BARKER
March 06 DEWEY
April 06 ROTCH
May 06 HAYDEN
June 06 BARKER
July 06 ROTCH
August 06 DEWEY
September 06 ROTCH
October 06 HAYDEN
November 06 ROTCH
December 06 DEWEY

 

Your Account Template Responses:

  • Basic message - YA_forgot

Your password is _____. You may change the password once you have logged in.

  • Reset message - YA-reset

I have re-set your password to ____. You may change the password once you have logged in.

  • 2 records in the system - YA_2records

Two records existed for you in our circulation system. I have deleted one and moved your MIT ID number to the other record. Please try again to log in. Sorry for any inconvenience this may have caused.

  • Visit circulation desk - YA_visitdesk

Your ID number in not in our circulation database. Please visit a circulation desk and present your MIT ID to have the ID number entered into your record and to obtain your password. You may change the password once you have logged in.

  • System down - YA_down

Our system is down today. We cannot access the information to answer your request. The information is also NOT available at any circulation desk. We will do our best to answer you once the system is restored.

 

page maintained by cir-lib@mit.edu
last updated 26-Sep-2006