Circulation Division

Adding New Patrons

For any problems in using this procedure, contact Joan Martine, Firestone Circulation.

Scan barcode on back of ID card. If message "Patron not found" appears, search for the patron by name or institution ID number (on front of ID card below name). If a patron record already exists, verify carefully with institution ID and proceed with the Patron Barcode Replacement Procedure. If no patron record exists, fill out the patron registration form and use the following procedure to add the patron.

From the menu bar select Patron>Add patron, (or type Ctrl A) to bring up the Add New Patron Window.  Fill out the form as follows:

Name tab

  • Fill in the last name, first name and middle initial, as it appears on the ID card.
  • Name Type - Defaults to Personal. (Only the Access Office will use Institutional.)
  • Institution ID - Add the institution ID number (on front of ID card above picture). This is critical because it is the matching point for future system updates.
  • SSN - Leave blank.
  • Expires - Use 10/31/06 for all faculty, staff and students except seniors. Senior's expiration date is 5/18/05. The Access and Carrel Office will use different dates for their patrons.
  • Purge Date - must have the real expiration date that is displayed on the ID card.
  • Click on Save. The system will respond, "Patron group is required." Click on OK. The Barcode tab will open.

Barcode tab

  • From the Patron Group drop-down list, select the appropriate category. Consult the Patron Registration Form to convert the ID code to the correct Patron Group.
  • Click on the Patron Barcode box and scan the new barcode.
  • The system will respond, "Do you want to save the patron record?" Click on Yes.
  • The system will respond, "A permanent address is required." Click on OK. The Address tab will open.

Address tab

  • Fill in the permanent address and click on Save.
  • To add the Temporary Address, which is the campus address for all faculty, staff and students, click on Addresses <new> in red on the right panel. This returns you to the Address tab.
  • For Type select Temporary from the drop-down menu.
  • Fill in the appropriate effective dates:
      First date = Today's date
      Second date = Expiration date on the patron's ID card
  • Fill in the campus address information. For spouses and dependents (KE, KG), temporary address should read "c/o [Employee's name, Employee's department]". Check the hold mail box to prevent mail from going to this address. Click on Save.
  • To add the e-mail address, click on Addresses <new> in red on the right panel. This returns you to the Address tab.
  • For Type select e-mail from the drop-down menu.
  • Fill in the appropriate effective dates. Please do not leave either date blank as this will invalidate the address.
      First date = Today's date
      Second date = One year past expiration date on the patron's ID card
  • Fill in the e-mail address fully and carefully. Typos here will produce e-mail notice errors.
  • Click on Save to complete the record.
  • Click on OK to exit.

To update anything on the Patron Record, from the Menu Bar select Patron>Edit Patron. Make your changes using the Edit Patron window.

For any problems in using this procedure, contact Joan Martine, Firestone Circulation.