Patron Records

About This Presentation

Title:

Patron Records

Description:

... home address. ** We do not need to type in home addresses for international ... Use this opportunity to verify that patron's addresses are still current. ... – PowerPoint PPT presentation

Number of Views:90

Avg rating:3.0/5.0

Slides: 70

Provided by: tlb4

Category:

more less

Transcript and Presenter's Notes

Title: Patron Records

1
Using Voyager Circulation
2
Logging in

Before you can begin working in the circulation
module, you must enter your Operator ID and
Password. Your Operator ID and Password
determine what operations you are allowed to
perform, as well as in which locations you may
work. Operator IDs and Passwords may be obtained
from your supervisor.
Dont forget to log out when your desk
time is over! ?

3
Patron Records
4
Creating a Patron

Click on Pat the Patron icon.
Search for the patron using a social security
number click on the radio button next to SSN
in the Patron Search box.
If patron is not found, click OK on the Patron
not found message box.
Search for the patron using a name click on the
radio button next to Name. Type the patrons
last name where indicated, tab and type in the
first name.
If patron not found, click OK on the Patron
not found message box.
Click Cancel on the search box.

5
To add a new patron

Right click on the
Patron Record screen
Click Add Patron

6
Name

Type in the patrons last name where indicated.
Tab and type in the patrons first name AND
middle name/initial
Do not use Middle box for middle
name/initial (this relates to confusion with
Student Information downloadsbut for consistency
we dont use this field for anyone).
Tab to SSN and type in the patrons social
security number. You do not need to type in
the dashes as they are already provided.
Tab to Expires and type in one year from
todays date Again, you do not need to type in
dashes when entering the date.
NOTE Student expiration dates are determined by
semester. For Fall the expiration date is January
31. For Spring the expiration date is August 31.
Tab to Purge Date and type in 1 year from
expiration date.
Click Save.
Option to typing in date click on the ellipsis.
A calendar will appear. You can advance the
calendar by clicking on the arrow for month
and/or year. When you advance to the desired
month and year, click on the correct date in the
calendar, then click OK.

7
Patron Group

At this point you will receive a message box that
says, Patron Group is required. Click on OK.
Click on the arrow to the right of the Patron
Group box, scroll to the correct patron category
and click.
Click in the New Barcode box and scan the
barcode from either the students WildCard or
the blue library card (for non-students).
Click on Save.

8
Address

At this point you will receive a message box that
says, Permanent address is required. Click on
OK.

Enter the patrons permanent home address. We
do not need to type in home addresses for
international students.
Click on Save.
Click on Primary under the red Phone Numbers
ltnewgt under Permanent and type in the patrons
phone number. Be sure and type in the dashes.
Click on Save.
To enter a second phone number for this address
(such as a cell phone), click on the red Phone
Numbers ltnewgt button again, choose Mobile for
Phone Type, type in the phone number and click
Save.
If Permanent and Temporary addresses are the
same, you do not need to add Temporary address.

To enter a second address click on Addresses
ltnewgt.
In the Type box select Temporary.
Todays date will be the Effective date and
the second date will be the purge date.
For campus (temporary) addresses type in the
word Campus on the second or third address line
(depending on address). Skip the city and state.
Use only the 4 digit speed sort for the zip
code.
Click on Save.
Click on Other or Mobile under the red Phone
Numbers ltnewgt under Temporary and type in the
patrons phone number. Again, be sure and type in
the dashes.
Click on Save.
To enter e-mail address click on Addresses
ltnewgt and select Email for Type
Todays date will be the Effective date and
the second date will be 12/31/2020.
Type in the patrons e-mail address.
Click on Save.
Hint When sending correspondence, Voyager pulls
addresses in the following order
e-mail, temporary, and permanent.
The first address typed in will be the
permanent home address. The temporary address
will be the campus or local address.

More Addresses
10
Editing A Patron Record

Click on Pat the Patron icon.
Do a search for the patron whose record you wish
to edit.
Once you have pulled up the correct record, right
click and choose Edit Patron
To edit existing information, click on the tab
indicating the area you wish to edit (i.e.
Address) or you may click on the black
lettering in the Patron Record area to the
right of the screen (i.e. Permanent).

Make any corrections and click Save.
To add information, click on the red lettering in
the Patron record on the right side of the
screen.
For example. Say a patron lost their card and
had to get a new one
Click on Barcodes ltnewgt
Scan in the new barcode.
Click OK on the Patron Group is Required
message box.
Select Patron Category and click Save.
You will get a message box telling you that an
active barcode for that patron already exists.
Choose Lost if the card has been lost or
Other.
Click OK.
The new barcode is now
the active barcode!

12
New Students

At the beginning of the semester it is not
unusual to have a student with a WildCard which
has not yet been activated--the barcode is not
in the system.
You will scan the card and get the Patron not
found. message.
What to do?
Look up the student by social security number.
Most likely you will find the patron. (student
information is downloaded into our system
however, they cannot download the students
barcode as they do not have that information).
You will not need to create a new barcode.
Right click on the Patron Record Screen and click
on Edit Patron
Click on the Barcode tab or the black UK
Undergraduate (or Graduate) Student Active on
the right side of the screen (Patron Record).
You will notice that the Barcode box is blank
and ready for a barcode to be added.
Scan the students WildCard.
You may now charge items to the student!
NOTE If student is NOT in the system due to
registration before a download, go ahead and
create the student. Remember to use student
expiration dates.

13
Updating Expiration Dates

Remember typing in the expiration date of one
year from today on non-student records? All
patron records expire at some point. To update
the record do the following
From the Patron screen, right click and choose
Edit Patron
Tab to or click in the Expires date box and
(again) use one year from today as the new
expiration date. Remember, you do not need to
add dashes when typing in dates.
Tab to the Purge Date and type in two years
from todays date.
Click Save
Use this opportunity to verify that patrons
addresses are still current.
If you need to update their temporary address,
please change the dates on this page as well.

14
Types of Patrons and ID required to obtain
library privileges

UK Undergraduate/Graduate student need WildCard
student ID
UK Faculty/Staff Need current UK Faculty/Staff
card OR a letter from their department on
departmental stationery stating they are employed
in that department. If the person is Regular
faculty/staff you will find that they have been
entered by Human Resources. The Operator ID
will be SYSTEM. If you do not find the person
in the system, enter as UK Affiliate
Faculty/Staff!!
BCTC Student/Faculty/Staff Need BCTC ID. Use
BCTC Student ID to create patron, not blue
library card.
Special Borrower Kentucky resident 18 years of
age or older. Must have a KY drivers license or
some official document with their KY address
(check book, utility bill, etc.)
Reciprocal Borrower Student/faculty from another
KY college or university. Requires a valid ID
from that school. Create patron using blue
plastic library card.
English as a Second Language Picture ID from ESL
program
Donovan Scholar Kentucky resident 65 years of
age and above who are enrolled in the Donovan
Scholar Program. Those Donovan Scholars who are
taking classes will have a WidCard. Those in the
program, not taking classes will have no ID
indicating they are in the program.
UK Alumni Members of the UK Alumni
Associationmust have an Alumni Association
member card
Visiting Scholar Staff will register these
patrons
Children of UK Faculty/Staff These are high
school students (grades 9-12) whose parents are
full-time UK faculty/staff. Both the parent and
child must fill out the registration form.

15
Library Cards/IDs
Bluegrass Community Techinal college (formerly
LCC)
UK Student Wildcard. All UK students must
present this card to check out library materials
Lexington Community College (LCC) is now
Bluegrass Community Technical College. For
now, the LCC cards like the one above are still
valid.
16

Library card issued to all non-students
including
Faculty-staff
Special Borrowers
Reciprocal Borrowers

Some faculty/staff may have IDs like the one
above. These are made in the Student ID office
and will need to be activated.
NOTE Medical Center people often use their name
badges as library cards. A cut barcode is placed
on the badge. They also have patrons whose
patron group is difficult to determine. Ask
supervisor for more information.
17
Icons found on Patron Record Screen
18

Charge Items Index
Displays items currently charged to a patron
From the patron record, click on the file drawer
icon. The number under the icon tells how many
items a patron has charged.

6
19

The Charged Items Index gives title, location,
barcode, date due and status of each item
charged. The books display in alphabetical order
by title. You can choose to display items by
any of the categories listed above by clicking on
the gray menu on the category you wish to use
(i.e. Due Date will put items in order by when
they are due. This is helpful in letting a
patron know when his/her next books are due).
BUTTON OPTIONS
Item Info (displayed here)
gives item record information--
including call number.
Print of course allows you
to print a list of charged items.
Select All use with Renew
to allow all items to be renewed.
Discharge DO NOT DISCHARGE
ITEMS FROM THIS SCREEN
Renew allows books to be
renewed individually (by highlighting
an itemhold down the Crtl button to
select several items) or renew all items
by using the Select All option

FINES
Clicking on the dollar sign icon will allow
viewing of a patrons fines, both current and
history.
By highlighting an item you can
See the Charge Date,
Due Date, the date Billed
as well as the date returned,
title of item, barcode and the
type and amount of fine.
You may also print this
screen for a patron.
Clicking on the History tab
allows us to view fine history.
Refer patron to staff for
fine payment or disputes.

21
FYI Voyager and Fines

Voyager will block a patron from checking out
material once the fine amount has reached 20.
Once an item is 80 days overdue, Voyager declares
the item Lost and charges a replacement fine
along with a processing fee.

PATRON REQUEST INFORMATION
This screen displays items a patron has requested
through Holds or Recalls as well as Holds/Recall
items available for pick-up.

NOTES
To create a note
Click on the icon with the yellow paper, ink and
plume
Click on New
Chose the Note Type (we use Pop-Up
and General)
Type the note in the note field
Click on Save and Close
To delete a note
Click on note icon
Click on Delete
Click on Yes
Click on OK
General notes should be created for all
Reciprocal Borrowers stating the school they are
from (i.e. Transy)
Be sure to read and respond to any Pop-UP
messages.

1
24
These icons are not currently used by UK Libraries
25
Quiz

What is the best way to search for a patron
record?
What ID is required for UK students?
What is the Fall expiration date for students?

26
Answers

Social security number
WildCard
January 31st of the following year

27
Charging(Charging checking out)
28
Charging materials

Click on the first icon (a pile of books)
This will bring up the blank Charge window

Next, scan, or type, in the patrons barcode
number. The barcode is located on
the patrons library card. For students, the
WildCard ID serves as a library card

Note Students must have a WildCard student ID.
We will not accept older student IDs. If a
student does not have a WildCard, direct him or
her to the UK ID Office, 107 Student Center.
Other types of borrowers will have different
cards see section on different types of
borrowers
Note You can search for a patron by clicking on
the ellipsis to the right of the barcode box.
Doing this will allow you to search for the
patron using Name, SSN, or Barcode, (we do
not use Institution ID). This is most often
done at the beginning of semester when new
WildCards have not been activated. The social
security number is the best method for searching
a patron. A PATRON MUST HAVE A LIBRARY CARD TO
CHECK OUT LIBRARY MATERIALS.
30
Once the barcode is entered, the patron record
will appear

Note the boxes for
Group different borrower groups have different
borrowing privileges
Proxy borrowers can serve as proxies for other
borrowers - See special situations

31
Scan, or type, in the item barcode

The system will beep each time an item is
scanned. ALWAYS check the screen to verify an
item has been properly checked out.
As each item is checked out, the number under the
file drawer icon will increase by one.
Always check the notes icon (ink, plume and
paper) for messages and read and respond
accordingly to any messages.

If you scan in a bar code and receive an item
not found response, try again the reader might
have misinterpreted the code. If the message
appears again, see a supervisor for assistance.
32
Checked-out items will appear in the box in the
bottom of the screen

The title, item barcode, due date, and status (C
for charge, R for Renew) displays in the box
below the patron information. You can continue
to check out items for the patron in this way.
The maximum amount of materials that may be
checked out is defined by patron group.
Once the item is checked-out, insert the proper
date-due slip into the item(s) and de-sensitize
all items (unless item indicates DO NOT
SENSITIZE) before giving it to the patron.

33
Proxy Patrons

Some faculty have designated assistants (usually
graduate students) to check out library materials
for them. The faculty must request an assistant
be added to their account as a proxy via the
request form on our web page. These students are
known as proxy patrons. All proxy patrons should
have a Pop-Up note telling you to ask if they are
checking out for themselves or as a proxy. If
they are checking out for themselves, click
Close and check out material as with any other
patron.

If the patron responds that he/she is checking
out as a proxy, click Close and proceed as
follows
Click on the Proxy Icon
A screen will displaying indicated person or
persons that this patron is proxy for

Highlight the person the patron is checking out
books for and click OK.

You will note that the faculty to whom the patron
is proxy is now listed as the person charging
books and the proxy is listed as Proxy
Proceed to check out as materials.

36
Renewing
Patrons can, and are encouraged to, renew their
own items by going to their online library
accounts and following the directions for
renewing.

If a patron does not wish to renew an item him or
herself, follow these steps
If you have the item in hand, simply discharge
the item and check it out again to the patron, if
no holds or recalls have been placed.
If a patron calls and wants an item renewed over
the phone, search the patron by SS.
Once you have located the patrons record, click
on the file drawer icon to bring up list of items
checked out.
Highlight the item or items to be renewed and
then click Renew. If you are renewing all
items, click Select All and then Renew.

37
Renewal Limit Reached

If you attempt to renew a book for a patron and
receive a message indicating that the renewal
limit is reached, cancel the renewal.
If they patron wishes to keep this book, he/she
will need to bring the book to the library for
renewal. At that point we will discharge the
book. If there are no holds on the book, we can
re-check it out to the patron. This allows us to
make sure a book still exists.
Renewal limits are determined by the patron
group.

38
Special Situations

Supervisor Override
When an item or a patron is blocked and a
supervisors override is allowed, a supervisor
button is displayed in the window.
If this message appears, check with a supervisor
before proceeding.
Item Does Not Circulate
You may get a message telling you that an item
does not circulate. This could be a Reference
item, a book that is boxed due to poor condition
or you will get this message if a non-UK patron
attempts to check out a periodical. Bound
Periodicals may only be checked out by UK
students, faculty and staff (this may vary in
certain branches).
Explain to the patron that this item is not
allowed to circulate, but they are welcome to use
it in the library.

39
Special Situations, continued

Lost or Missing Items
If an item has a status of lost or missing, a
window will appear asking if you would like to
remove the status. As the item is now clearly no
longer lost or missing, the status can be
removed.
Modifying Due Date
If a patrons expiration date comes before the
due date, Voyager will give the expiration date
as due date. Before updating the patrons
record, you must change the due date of the items
to ensure patron is able to have the material for
the normal check-out period. To do this
Highlight items that you wish to change and
right click.
Click on Modify Due Date
Type in the correct due date or use ellipses for
calendar.
Click OK. The correct due date will now appear
on the Charge Screen.
At this point, you can go to the Patron Record
and update the record.

40
QUIZ

What do you get when you click on the file drawer
icon?
Do faculty members, students, and members of the
general public have the same borrowing
privileges?
When someone is allowed to check out materials
for a faculty member, he or she is serving as a?

41
Answers

The charged items box which lists the books and
other materials a patron has checked out.
No, each group has its own rules for borrowing
which differ in some important ways.
Proxy borrower

42
DISCHARGING A BOOK (Discharge Check in)
43
Discharging Materials

Click on the Discharge icon (book drop slot).
Scan in the book barcode. If the barcode is
typed, press Enter.

Watch the screen for pop-up boxes and to ensure
the item was properly discharged!!!
Pop-Up Boxes include the following
Item belongs to a foreign circ policy groups
location
Item marked for Cataloging Review
Item marked for Circulation Review
Item on Holdthis will generate a print out.
Item is Lost or Missing (You will then be
prompted whether to remove this statusalways
remove it)
Once you have read the pop-up box, click OK so
that the item is properly checked in.
Be sure to note location of foreign circ policy
group books
Ask staff where to put books with pop-up
messages, after being discharged.

45
Once the item is scanned, the Title, Item Barcode
and Due Date will display on the Discharge
screen. Always watch the screen for pop-up boxes
as well as to ensure books are properly checked
in!

Browse indicates item was not charged when
scanned

Displaying the Item Record
If there is a question about an item or its
location, you may display the Item Record.
To display the Item Record for the discharged
book, highlight the item on the Discharge
screen and click on the Item icon.
Back Dating Items During Discharging
You can backdate items being discharged so the
check in date/time is earlier than the actual
date/time. This is useful for items left in book
drops over night.
Click the Backdate icon (clock).
The Backdate Discharge Time To dialog box
displays.

Enter the date and time you wish to use either by
typing in the date or using the ellipses for the
calendar.
Click OK to save click Cancel to exit
without saving.
The system will apply the override discharge date
and time to every discharge transaction until
either the Clock icon is clicked a second time or
the Discharge window is closed.

A receipt for returned books may be printed upon
patron request. To print receipt, do the
following
Click Options on the gray menu bar
Click on Session Preferences
Click on Print Discharge Slips
Click OK.
Remember to change the settings back after
printing the receipt, so receipts are not printed
for all additional items.

49
Quiz

If the scanner beeps, does that indicate the book
has been checked in?
Should you remove the Lost status on a book you
are checking in?
What does the backdate option do?

50
Answers

No. It merely means the item was scanned.
Always check the screen to ensure item is
properly checked in.
Yes. You have the book in hand. It is obviously
not lost.
It changes the discharge (check-in) date and time
to an earlier date and time.

51
Reserves
52
Looking Up Reserves

Click on the Bookshelf icon
Search for reserves by the instructors name or
course number by clicking on the button next to
that option.
Voyager is not case sensitive
If you are using the course number, type in as it
appears in the schedules, i.e. acc 202

Click on and highlight the instructor/course you
wish to view.
Click OK or use the Enter key

54
The Reserve screen will display items on
reserve for the course/instructor. The location
and item type (2 hour, 1 Day, etc.) are also
visible from this screen. Note Photocopies and
Personal Copies use the course number (in this
example, A-H 335) for the Call Number.
55

To check to see if an item is charged
Highlight the item
Right click on that item
Scroll down and click on Charged To
A dialog box will appear if the item is not
charged.
If the item is charged, the patron charge
information will appear.

TIPS
REMEMBER The only information you may give out
for a charged item is the date/time when the item
is due.
Never give out the name of the patron who has the
item checked out.
When looking up reserves, remember to check the
location. Reserves from all UK libraries are
listed here.
To search electronic reserves, go to InfoKat.
You must have user id and password assigned by
instructor to access electronic reserve material.

57
Quiz

What are the two best ways to search for
reserves?
What is used for the call number for photocopies
and personal copies?
What information can you give out to another
patron if an item is checked out?

58
Answers

Instructors name or the course number
The course number
ONLY the date and time the item is due.

59
Looking Up An Item

Click on the Item
Icon (stack of books).

In the Search by Item Barcode dialog box, you
can type or scan in the item barcode or click on
the ellipsis in the item barcode field to display
the Search screen.
Using the Non-Keyword tab, choose your method
of search (author, title, etc.) by scrolling in
the Search by box or by learning the commonly
used search methods below (much easier!)
Call Number Call Number (on shelf) (highlight
box and type C) This is currently the default.
Author Names (highlight box and type N)
Title Titlelt (highlight box and type T)
Periodical Journal Titlelt (highlight box and
type J)

Tab to Search for box and type in the
information you wish to search (author, title,
etc.). Be sure to include spaces between the
information that you enter in the Search for
box. Information typed in the Search for box
is not case sensitive. You can also type a
question mark at the end of your title to
truncate the search.
Truncating is using only part of a title or
call number. It will bring up every title that
begins with the words used or every call number
that begin with the portion of the call number
entered. So, although you are using a smaller
part of the title or call number, you are
actually expanding the search. Note title
belowbeginning of title truncated by question
mark and then the Titles Index screen on the
second slide after this one.
Examples
Author (Name) blaker richard
Title here lies?
Call Number qe 351 .h46
Journal Title journal of hydrology

62
(No Transcript)
63

Highlight the title you wish to display and click
on the OK button or just hit the enter button
on the keyboard.

The Item Record screen displays the location,
item type, item status, barcode, etc.

If a patron/staff member wants to place a
hold/recall on an item, he or she must click on
the Place Request icon.
The icon with the green wrench will tell if
someone else has already requested the book.
If the item has the status of Charged, clicking
on the Patron icon will reveal who has the item
checked out. Remember that the only information
you may give a patron if the item is checked out
is the due date. Never give patron information
out to anyone.
If the item record has a note attached to it,
clicking on the Notes icon will reveal a
message attached to the item record.
Clicking on the Status icon will reveal the
date that an item status was applied (if the item
record has an item status other than not
charged). Statuses include In Transit, At
Bindery, Circulation Review, etc.

1
66

From the Item Record screen, you can access the
Bib Brief, Holdings, Item/Holdings, Item
Details, and Item History tabs.
The Holdings tab will give you the call number
of the item.
The Item History tab will allow you to see
when the item was created as well as the last
transaction date. This may be helpful if trying
to help a patron locate a book.

If you discover that you have pulled up the
wrong item record, i.e. perhaps you wanted Here
lies my heart, you can return to the Titles
Index screen by right clicking the Item Record
screen. Click on the Search and then click on
Display Keyword Index

Once you have returned to the Titles Index
screen, you may choose the correct title.
68
QUIZ

If you want to truncate a search what do you need
to add at the end of whatever you enter in the
Search for box ?
If a record shows an item status of Charged,
what icon can you click on from the Item Record
screen to see when the item is due back?
What tab should you click on in the Item Record
screen to find out what the call number is for an
item?