South Dakota Library Network

ALEPH Basic Circulation TrainingPatrons

South Dakota Library Network1200 University, Unit 9672Spearfish, SD 57799www.sdln.net

© South Dakota Library Network, 2012©Ex Libris (USA), 2011Modified for SDLNVersion 20.01

2

ALEPH Circulation

PatronsEach 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 ina library:

•Creating a Global Patron record•Creating Local Patron record(s)•Creating Patron Address record(s)•Adding additional IDs

4

ALEPH Circulation

PatronsThere 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 1If FastPatronRegistration=N is set in library circ.ini file

6

ALEPH Circulation

Global Patron Record – tab 2

7

ALEPH Circulation

Fast Patron RegistrationIf FastPatronRegistration=Y is set in library circ.ini file

8

ALEPH Circulation

Global Patron RecordOnce you click Update, the entered information will appear inthe 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 patronsCurrent predefined options for sending lettersto 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 InformationSelect a sublibrary for which you wish to grant privileges to the patron, and fill in or edit the bottom pane.

12

ALEPH Circulation

Patron StatusWithin 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 StatusTab31 defines default parameters by Patron Status:

15

ALEPH Circulation

Get DefaultsWhen you click Get Defaults, the system will populate fields using information in Tab31:

16

ALEPH Circulation

Get DefaultsAdditional defaults from Tab31 populate the Local Privileges tab:

17

ALEPH Circulation

About defaults

It is important to note that when you createthe Local Patron record, you can change anyof 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 AddressesTo add an address for the patron, select the Address Information node in the left pane:

21

ALEPH Circulation

Patron AddressesThe 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 IDsTo add additional IDs for a patron, select the Additional IDs node in the left pane:

24

ALEPH Circulation

Additional IDsTo add an additional ID, click Add ID

25

ALEPH Circulation

Additional IDsCurrently, options exist to add a Local ID, a Registration ID, aPermanent 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 PatronsMake 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 PatronsWhile 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 iscorrect, 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 iscorrect, click Update. Do the same for both XXX and XXX50 local Patrons. XXX is your three letter library code.

30

ALEPH CirculationDeleting and Replacing Barcodes of Existing PatronsDeleting•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 inorder to delete a patron

Replacement•In patron tab, enter patron barcode•Select Global Patron Information•Delete old barcode•Scan in new barcode•Press Update