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183
Patrons
Chapter 14 Patron Maintenance basics
This chapter contains general information and instructions for using Patron
Maintenance, including searching for patron records.
See also: For information about how to prepare for Patron Maintenance by
setting the default patron type or changing the prompts in userdefined fields,
see Making it easier to create new patrons" on page 72.
About Patron Maintenance
Patron Maintenance provides librarians and library staff with an easy way to
maintain the patron database. With Patron Maintenance, you can add new patron
records by creating or importing them. You can update or delete patron records
individually or in groups. You can also import patron pictures. From Patron
Maintenance and Circulation Desk, you can view, add, or edit patrons and print a
summary of information about your patron's checkouts, transaction statistics,
holds, fines, and personal information.
See also: For more information about viewing and printing patron information
from within Circulation Desk and Patron Maintenance, see Viewing and
printing patron information" on page 130.
Using Patron Maintenance
From the computer desktop, open the Follett Applications folder and
doubleclick the Patron Maintenance icon.
Note: You can also access the Follett Applications menu from the Windows Start
| Programs menu or from the Mac OS Apple menu.
If you are using the password protection option in the System Setup module to
limit access to the Patron Maintenance module, a password dialog appears. Type
- User’s Guide 1
- FOLLETT SOFTWARE COMPANY 3
- PRODUCT LICENSING TERMS 3
- U.S. GOVERNMENT RESTRICTIONS 6
- Contents 9
- 10 04/04 10
- Circulation Desk 115 11
- 12 04/04 12
- Patrons 183 13
- Inventory 209 14
- Cataloging 233 15
- 16 04/04 16
- Alliance Plus 381 18
- Search Stations 403 19
- 20 04/04 20
- Reports 485 21
- 22 04/04 22
- Utilities 591 23
- Appendices 613 24
- 26 04/04 26
- Getting help 29
- About our customized training 29
- Enhancement requests 30
- About the setup chapters 31
- What you'll need 32
- 04/0434 System Setup 34
- Identifying your library 35
- 04/0436 System Setup 36
- Selecting a barcode symbology 38
- Can symbologies be mixed? 38
- To cancel changes 39
- How to test a barcode 40
- Module Password 41
- 04/0442 System Setup 42
- After setting up your site 44
- 04/0446 System Setup 46
- 04/0448 System Setup 48
- 04/0450 System Setup 50
- Sorting your call numbers 51
- 04/0452 System Setup 52
- How to add or edit categories 53
- How to delete categories 54
- 04/0456 System Setup 56
- Option Description 56
- 04/0458 System Setup 58
- 04/0460 System Setup 60
- Adding vendors 61
- 04/0462 System Setup 62
- Contact tab 63
- Notes tab 63
- Purchases tab 63
- Adding funding sources 64
- Amount tab 65
- 04/0468 System Setup 68
- Grouping your patrons by type 69
- 04/0470 System Setup 70
- 04/0472 System Setup 72
- Location prompts 73
- User Field prompts 73
- Patron information box 73
- Location 1 prompt, here 73
- Empowering your patrons 74
- 04/0476 System Setup 76
- How to limit loan periods 78
- Expiring holds 79
- Deleting holds 79
- Setting up reserves 79
- Entering the time limits 80
- 04/0482 System Setup 82
- Option Selected Cleared 82
- Template Wording 83
- 04/0484 System Setup 84
- 04/0486 System Setup 86
- 04/0488 System Setup 88
- 04/0490 System Setup 90
- Who should read this? 91
- Where do we begin? 91
- What is data exchange? 92
- Participation levels 93
- Filtering rules 94
- Setting up your union 95
- 04/0496 System Setup 96
- 04/0498 System Setup 98
- 04/04100 System Setup 100
- Setting up your members 101
- Defining your nonDX members 102
- 04/04104 System Setup 104
- Defining your DX members 106
- 04/04108 System Setup 108
- 04/04110 System Setup 110
- What's next? 112
- 04/04114 System Setup 114
- What is Circulation Desk? 115
- Starting Circulation Desk 115
- 04/04116 Circulation Desk 116
- Circulation Desk security 118
- 04/04120 Circulation Desk 120
- Transactions 101 122
- Typing or scanning barcodes 123
- Finding patrons or copies 123
- Patron dialog appears: 124
- HOME key 125
- END key takes you 125
- 04/04126 Circulation Desk 126
- 04/04128 Circulation Desk 128
- Message Cause 128
- 04/04130 Circulation Desk 130
- 04/04132 Circulation Desk 132
- 04/04134 Circulation Desk 134
- Troubleshooting 136
- Chapter 8 Checking out items 137
- How to check out a copy 138
- Adding or editing a patron 139
- 04/04140 Circulation Desk 140
- ALT + TAB to switch to it 140
- Showing due dates 142
- 04/04146 Circulation Desk 146
- Chapter 9 Renewing items 147
- 04/04148 Circulation Desk 148
- Chapter 10 Checking in items 151
- 04/04154 Circulation Desk 154
- Tracking fine payments 156
- Creating fines 158
- Editing fines 160
- Giving refunds 161
- 04/04162 Circulation Desk 162
- Chapter 12 Managing holds 165
- Readying reserves 166
- Circulating reserves 166
- 04/04168 Circulation Desk 168
- Managing holds 169
- 04/04170 Circulation Desk 170
- 04/04172 Circulation Desk 172
- 04/04176 Circulation Desk 176
- 04/04178 Circulation Desk 178
- 04/04180 Circulation Desk 180
- About Patron Maintenance 183
- Using Patron Maintenance 183
- Searching for patron records 184
- Button Description 185
- 04/04186 Patrons 186
- 04/04188 Patrons 188
- 04/04190 Patrons 190
- About global maintenance 191
- 04/04192 Patrons 192
- P 962 and click Update 193
- 04/04194 Patrons 194
- Globally deleting patrons 195
- Deleting patrons with a PHD 196
- 04/04198 Patrons 198
- Exception message Meaning 198
- Header portion of the file 200
- Importing patron records 202
- Error message Meaning 203
- Importing patron pictures 204
- 04/04206 Patrons 206
- How to export patron records 208
- Chapter 19 Inventory basics 209
- Preparing for inventory 210
- After inventory 212
- Inventory Checklist 213
- 04/04214 Inventory 214
- Steps for inventory 214
- 04/04216 Inventory 216
- Beginning an inventory 217
- 04/04218 Inventory 218
- 04/04220 Inventory 220
- 04/04222 Inventory 222
- Windows workstations 223
- 04/04224 Inventory 224
- Mac OS workstations 225
- DOS workstations 226
- RMTBAT.EXE UKREG.COM 226
- RMTBAT.HLP UKMIC.COM 226
- 04/04228 Inventory 228
- Finalizing an inventory 230
- Resetting Missing copies 231
- Deleting Missing items 232
- Chapter 21 Cataloging basics 233
- Permanent or temporary? 234
- Starting Cataloging 235
- Customizing the toolbar 236
- Cataloging Security 238
- 04/04240 Cataloging 240
- Accelerated Reader search 242
- Lexile search 243
- Reading Counts search 244
- Find-It-All Collection 245
- 04/04246 Cataloging 246
- Sources 246
- Scanning an ISBN 247
- Using your search results 248
- TitlePeek 250
- To access title information 251
- The available information 251
- Deleting a MARC record 252
- Printing MARC records 253
- 04/04254 Cataloging 254
- When to use the Easy Editor 255
- Brief MARC Record tab 256
- Added Description tab 257
- 04/04258 Cataloging 258
- Option What it contains Tips 259
- Providing additional entries 260
- Click Select to pull 261
- Easy Editor 261
- 04/04264 Cataloging 264
- The MARC Editor: an overview 265
- 04/04266 Cataloging 266
- Record component Maximum 266
- Leader tag 268
- Material type Uses Its icon 269
- 04/04270 Cataloging 270
- Its iconUsesMaterial type 270
- 04/04272 Cataloging 272
- Variable-length tags 273
- Editing indicators 274
- Working with subfield data 275
- 04/04276 Cataloging 276
- Creating crossreferences 278
- Getting started 278
- Adding new authority records 279
- 04/04280 Cataloging 280
- Authority fixed-length tags 281
- 04/04282 Cataloging 282
- Fine tuning crossreferences 283
- Adding and editing copies 285
- 04/04286 Cataloging 286
- Deleting a copy 288
- Subfields in 289
- Copy fields 289
- 04/04290 Cataloging 290
- 04/04292 Cataloging 292
- 04/04294 Cataloging 294
- 04/04296 Cataloging 296
- Examining your barcodes 297
- Exporting your records 298
- How your records will change 299
- 04/04300 Cataloging 300
- The Barcode Wizard 301
- 04/04302 Cataloging 302
- Importing Winnebago records 303
- 04/04304 Cataloging 304
- 04/04306 Cataloging 306
- Importing authority records 307
- 04/04308 Cataloging 308
- 04/04310 Cataloging 310
- Getting ready to export 311
- 04/04312 Cataloging 312
- 04/04314 Cataloging 314
- 04/04316 Cataloging 316
- Exporting authority records 318
- Splitting a collection 318
- Using categories 319
- 04/04320 Cataloging 320
- 04/04322 Cataloging 322
- 04/04324 Cataloging 324
- 04/04326 Cataloging 326
- Choose the new Circulation 327
- Type from the list 327
- 04/04328 Cataloging 328
- Updating individual copies 330
- 04/04332 Cataloging 332
- Deleting tags globally 334
- 04/04336 Cataloging 336
- Your copies appear here 337
- 04/04338 Cataloging 338
- 04/04340 Cataloging 340
- Deleting copies with a PHD 342
- Viewing the Weeding log 344
- Updating keywords 345
- Rebuilding crossreferences 346
- 04/04348 Cataloging 348
- 04/04350 Cataloging 350
- 04/04352 Cataloging 352
- Chapter 28 Cataloging tips 353
- Videorecordings 354
- Electronic resources 355
- 04/04356 Cataloging 356
- Related materials 358
- Singlerecord method 360
- Multiplerecord method 362
- Computer software 363
- Numeric data 363
- Online systems or services 363
- Web sites 366
- Computer files 367
- For further information 369
- 04/04370 Cataloging 370
- Chapter 29 Acquisitions 371
- Adding or editing an order 372
- Calculating amounts 373
- Notes for and about an order 373
- Adding a line item 374
- Finding an order 375
- Editing vendor information 376
- Updating address information 378
- Printing your order form 379
- 04/04380 Cataloging 380
- About Alliance Plus 381
- Starting Alliance Plus 381
- 04/04382 Alliance Plus 382
- Using Alliance Plus 383
- 04/04384 Alliance Plus 384
- About the Autorecon process 385
- 04/04386 Alliance Plus 386
- Preparing for an Autorecon 387
- Running an Autorecon 387
- 04/04388 Alliance Plus 388
- 04/04390 Alliance Plus 390
- 04/04392 Alliance Plus 392
- Summary 393
- 04/04394 Alliance Plus 394
- Chapter 32 Process Misses 395
- Running Process Misses 396
- 04/04398 Alliance Plus 398
- 04/04400 Alliance Plus 400
- 04/04402 Alliance Plus 402
- Accessing Setup 403
- General Setup tab 404
- Choosing the OPAC interface 405
- Controlling user access 406
- Key Combination, or 407
- Menu Function 407
- 04/04408 Search Stations 408
- Setting up passwords 409
- Text OPAC Setup tab 410
- Modifying the record display 412
- Selecting limiter options 412
- Visual OPAC Setup tab 415
- Selecting Bookbag options 416
- Saving your settings 416
- Importing the default buttons 416
- Default button sets 416
- COMMAND key 419
- Identifying the button 420
- Making the best image 421
- Launch an Application 422
- Link to a URL 423
- 04/04424 Search Stations 424
- Perform a Keyword Search 425
- Show User Type In 426
- Saving buttons 427
- Deleting buttons 427
- Putting it all together 428
- After saving your setup 429
- 04/04430 Search Stations 430
- Running WebCollection Plus 431
- Accessing WebCollection Plus 432
- A note about browser settings 433
- The Setup Information page 434
- 04/04436 Search Stations 436
- Changing the graphics 437
- Configuring the toolbar 438
- Enabling the Bookbag 439
- 04/04440 Search Stations 440
- Click to open the page 441
- 04/04442 Search Stations 442
- Select this check box 443
- 04/04444 Search Stations 444
- Enabling Patron Empowerment 445
- 04/04446 Search Stations 446
- To enable the other controls 447
- Accessing TitlePeek 448
- Setting up QuickLinks 448
- Viewing Follett eBooks 449
- Customizing your pages 450
- Web Links page 451
- Testing your setup 452
- 04/04454 Search Stations 454
- Information page 455
- Web Links page 455
- Chapter 35 Using your OPAC 457
- 04/04458 Search Stations 458
- What is a Power search? 459
- Reading Counts! search 462
- Using the search results 463
- 04/04464 Search Stations 464
- 04/04466 Search Stations 466
- Click to see 467
- Other eBooks 468
- TitlePeek button 469
- Searching tools 470
- Repeating a search 472
- Patron Empowerment 472
- Accessing other applications 474
- Using the Bookbag 475
- Viewing events 476
- Resetting the search station 476
- Getting around in Visual OPAC 477
- 04/04478 Search Stations 478
- Tracing your steps 479
- Using the Type In Search 480
- Viewing the record 482
- Clearing the search station 484
- Chapter 36 Reports basics 485
- Creating custom reports 486
- Starting Reports 487
- 04/04488 Reports 488
- Generating a report 489
- 04/04490 Reports 490
- Building a barcode list 492
- 04/04494 Reports 494
- Printing the report 495
- Printing from a PHD 496
- 04/04498 Reports 498
- Cataloging reports overview 499
- 04/04500 Reports 500
- Cataloging report Description 500
- 04/04502 Reports 502
- Generating a Code Table List 504
- 04/04506 Reports 506
- 04/04508 Reports 508
- 04/04510 Reports 510
- 04/04512 Reports 512
- Printing Copy Barcode Labels 514
- 04/04516 Reports 516
- 04/04518 Reports 518
- Generating a Lexile Report 520
- Generating a Shelf List 521
- 04/04522 Reports 522
- 04/04524Reports 524
- Generating a Title List 525
- 04/04526 Reports 526
- 04/04528 Reports 528
- Type the range of time 529
- (dates and hours) for which 529
- 04/04530 Reports 530
- 04/04532 Reports 532
- 04/04534 Reports 534
- 04/04536 Reports 536
- Circulation reports overview 537
- 04/04538 Reports 538
- 04/04540 Reports 540
- Materials: 541
- 04/04542 Reports 542
- 04/04544 Reports 544
- 04/04546 Reports 546
- 04/04548 Reports 548
- 04/04550 Reports 550
- Generating Date Slips 552
- Generating Hold Notices 553
- 04/04554 Reports 554
- 04/04556 Reports 556
- 04/04558 Reports 558
- 04/04560 Reports 560
- 04/04562 Reports 562
- 04/04564 Reports 564
- Generating an Overdue List 566
- 04/04568 Reports 568
- 04/04570 Reports 570
- Jackson School Library 571
- Generating Patron Cards 572
- Horizontal Offset* 574
- Generating a Patron Name List 575
- 04/04576 Reports 576
- 04/04578 Reports 578
- 04/04580 Reports 580
- Chapter 39 System reports 581
- 04/04582 Reports 582
- 04/04584 Reports 584
- Chapter 40 Extracting data 585
- Using extracted data 586
- To edit the extraction 587
- . . . import it into a 587
- 04/04588 Reports 588
- 04/04590 Reports 590
- About Utilities 591
- Starting Utilities 592
- Menu bar 593
- Check Database Integrity 594
- Rebuild Keywords 595
- Rebuild MARC Headings 596
- Rebuild File Indexes 597
- About the Advanced utilities 598
- Rebuild Database 599
- Reload File 600
- Remove Patron History 601
- Empty Database 602
- Enable/Disable Data Exchange 602
- Closes the Registered 603
- Products dialog 603
- 04/04604 Utilities 604
- Message Description 604
- Develop a backup strategy 605
- Media rotation 606
- Backup tips 606
- Backing up your database 608
- Restoring your database 609
- Singleuser sites 610
- Multiuser sites 611
- Restoring from backup 612
- Appendix A Glossary 613
- Cataloging System Setup 614
- Reports OPAC 614
- Utilities 614
- Available At the bindery 616
- Lost Missing 616
- Checked out Loaned out 616
- On hold 616
- 04/04 617Appendix A Glossary 617
- 04/04618 Appendices 618
- 04/04 619Appendix A Glossary 619
- 04/04620 Appendices 620
- 04/04 621Appendix A Glossary 621
- 04/04622 Appendices 622
- Circulation reports 623
- Cataloging reports 623
- 04/04624 Appendices 624
- 04/04 625Appendix A Glossary 625
- 04/04626 Appendices 626
- Bibliographic tags 627
- Tag Indicators Subfields 628
- Tag SubfieldsIndicators 629
- Tags in the Easy Editor 632
- Field name Tag/subfield 633
- Example: Tag Subfield Entry 636
- Searchable tags 637
- 04/04638 Appendices 638
- Authority tags 639
- 04/04642 Appendices 642
- Selecting a template 643
- 04/04644 Appendices 644
- 04/04646 Appendices 646
- What does a barcode contain? 647
- Barcode terminology 648
- Symbology Description 649
- 04/04650 Appendices 650
- Field Description 651
- Assigning barcodes 652
- Supported barcodes 654
- Downloading the application 655
- Using a Telxon PHD 656
- The Telxon PHD main menu 657
- Keys used most often 658
- How to change key functions 658
- PHD features 659
- PHD task commands 659
- Mastering barcode scanning 660
- Recording remote circulations 661
- Checking in items 663
- Erasing data from a PHD 664
- 04/04666 Appendices 666
- Message Cause & solution 666
- ENTER. Use the SHIFT key 666
- Rebooting your Telxon PHD 667
- Maintenance information 668
- Backup power 669
- Disposing of old batteries 670
- PHD Dolphin+ basics 672
- Scan and battery capacity 673
- Collecting inventory scans 676
- Collecting patron barcodes 676
- Collecting copy barcodes 677
- Examining barcode scans 678
- Erasing scans 679
- 04/04680 Appendices 680
- Message Cause / Solution 680
- Important Keys 682
- PHD Dolphin+ Main Menu 683
- Procedures 683
- Patron status 686
- Patron type 686
- Location 1 or 2 686
- User Field 1 or 2 686
- Circulation Type 688
- Category 688
- Copy Status 688
- Appendix G The Bar Tender 693
- Defining the barcode 694
- Adding text to the label 694
- Barcodes in The Bar Tender 696
- 04/04698 Appendices 698
- Selecting a scanner 699
- ScanTeam 3400 CCD 700
- ScanTeam 5400 Laser 701
- 04/04702 Appendices 702
- Enhancement request form 727
- The User's Guide 730
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