South Dakota Library Network ALEPH Basic Circulation Training Patrons South Dakota Library Network 1200 University, Unit 9672 Spearfish, SD © South Dakota Library Network, 2012 ©Ex Libris (USA), 2011 Modified for SDLN Version 20.01

2 ALEPH Circulation Patrons Each patron has one global record, and one or more local records linking him/her to libraries. The Patron record is broken down into four parts: Global Patron record: General Patron information that is relevant to the entire library system, such as name, title and IDs (one record only). Local Patron records: Information that is relevant to the local library only, such as circulation privileges and expiration date (can have more than one record). Patron Address records: Various addresses listed for a patron, such as school- year and home addresses (can have more than one record). Additional ID’s: Various IDs per individual local library.

3 ALEPH Circulation Patrons There are four steps in defining a new patron in a library: Creating a Global Patron record Creating Local Patron record(s) Creating Patron Address record(s) Adding additional IDs

4 ALEPH Circulation Patrons There are three ways to create a Global Patron: Click on the New Patron Icon On the menu bar, select Patrons | New Patron Ctrl+F7

5 ALEPH Circulation Global Patron Record – tab 1 If FastPatronRegistration=N is set in library circ.ini file

6 ALEPH Circulation Global Patron Record – tab 2

7 ALEPH Circulation Fast Patron Registration If FastPatronRegistration=Y is set in library circ.ini file

8 ALEPH Circulation Global Patron Record Once you click Update, the entered information will appear in the top pane. At this point, you can : Update global patron information Send a letter to the patron Load patron’s photo

9 ALEPH Circulation Letters to patrons Current predefined options for sending letters to patrons include:

10 ALEPH Circulation Local Patron Information To create new Local Patron Records, select the Local Patron Information node in the left pane.

11 ALEPH Circulation Local Patron Information Select a sublibrary for which you wish to grant privileges to the patron, and fill in or edit the bottom pane.

12 ALEPH Circulation Patron Status Within the Local Patron record, specify the patron status:

13 ALEPH Circulation Patron Status Once you do so, the Get Defaults button becomes active. For each library, there are defaults defined for each Patron Status. After selecting Patron Status, click Get Defaults to apply those defaults, based on the table setup in Tab31.

14 ALEPH Circulation Patron Status Tab31 defines default parameters by Patron Status:

15 ALEPH Circulation Get Defaults When you click Get Defaults, the system will populate fields using information in Tab31:

16 ALEPH Circulation Get Defaults Additional defaults from Tab31 populate the Local Privileges tab:

17 ALEPH Circulation About defaults It is important to note that when you create the Local Patron record, you can change any of the defaults within the Patron record.

18 ALEPH Circulation Local blocks and notes Local blocks and notes can be included in the second tab of the Local Patron record:

19 ALEPH Circulation Patron Addresses Patron addresses are stored in the address records. More than one address record can be assigned to a patron record. Letters to the user will use the address record that is relevant at the time of sending/printing.

20 ALEPH Circulation Patron Addresses To add an address for the patron, select the Address Information node in the left pane:

21 ALEPH Circulation Patron Addresses The address form appears in the lower pane:

22 ALEPH Circulation Patron Addresses Different address types can be entered for the same patron.

23 ALEPH Circulation Additional IDs To add additional IDs for a patron, select the Additional IDs node in the left pane:

24 ALEPH Circulation Additional IDs To add an additional ID, click Add ID

25 ALEPH Circulation Additional IDs Currently, options exist to add a Local ID, a Registration ID, a Permanent ID and a Previous ID for the Patron.

26 ALEPH Circulation Searching for Existing Patrons You may search by one of three methods: Patron ID (Aleph assigned number) Patron Barcode Patron Name

27 ALEPH Circulation Searching for Existing Patrons Make sure you are on the Patron tab, use the patron search field, or open the Patron List and browse: Type patron ID or barcode here OR Click the Patron tab

28 ALEPH Circulation Searching for Existing Patrons While in the Patron tab, click the ellipsis after the Patron Entry box: A pop-up will appear Enter patron name (Last, First) and press enter When the desired patron is found, highlight the patron, and press select to bring the patron up in the Patron screen

29 ALEPH Circulation Renewal of Existing Patrons After retrieving an existing patron, verify all address information is correct, then make sure the address expiration date is in the future (at least as far out as patron expiration). Go to Local Patron information, select local patron in the upper pane, verify patron status, click Get Defaults, verify that expiration date is correct, click Update. Do the same for both XXX and XXX50 local Patrons. XXX is your three letter library code.

30 ALEPH Circulation Deleting and Replacing Barcodes of Existing Patrons Deleting In Patron tab, enter patron barcode Press CTRL+ U A pop-up box will ask if you are sure, click Yes. If the patron has holds or requests, a pop-up box will notify you and ask if you wish to continue. Click Yes. The patron will be deleted. NOTE: You must have current local patron information in the patron record in order to delete a patron Replacement In patron tab, enter patron barcode Select Global Patron Information Delete old barcode Scan in new barcode Press Update