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Psuedo patron cards

Policy:

Binding Staff will continue to use a psuedo patron card (PPC) to track shipments of materials (monographs, pamphlets, periodicals, annuals, these, dissertations, etc.) in processing for bindin, as well as currently out to the bindery. There are hundreds of items into and out of the bindery every two weeks: assigning them to one or two item process statuses (IPS) would limit our ability to track them. Based on input from binding units at other Aleph libraries, this limitation could be very problematic.

Therefore, in order to inform patrons of the status of pieces being prepped for the bindery or out at the bindery, an item should be loaned to a binding PPC. In the Web OPAC, when looking at the All items list, in the column for due date, the patron will be able to click on the underlined due date itself and find information regarding what stage the piece is in, when it will be back and who to contact if the patron would like to see the piece. On the technical side, the PPC card will contain information for use by the binding staff such as the format of the pieces loaned to the card, the format, etc. This data is not available to the public.

If in the future, new capabilities and functionalities are made available via IPS only, then this policy can and will be revisited.

Procedure:

  1. Open circulation module (hand on blue book or blue book with red Nike swoosh stripe)
  2. In left panel, click on patron tab
  3. Make sure cursor is blinking in field next to smiley face (located in the top left corner)
  4. Scan barcode from PPC
  5. Immediately after scanning, in left panel, the word PATRON will be bold and information regarding the psuedo patron will be displayed in the two right panels.
    1. In right top panel, there are three tabs. Depending on which one you selected, the bottom right panel will change. The three tabs are:
    2. Local: if you have selected the local tab, you have 3 tabs in the bottom panel:
      1. General: In the General tab, both the patron status and patron type should be 51. This is also where the card expiration date is located.
      2. Blocks and Notes: Ignore this panel
      3. Privileges: Ignore this for now, might need it later. Not sure yet.
    3. Global: if you have selected the global tab, you have 3 tabs in the bottom panel:
      1. Patron Info: This is the place where you change the name of the patron. Most of the time, the name of the card (Commercial Binding or Periodical Card, or whatever it was in NOTIS) should not be changed.
      2. Blocks and Notes: You would place an internal notes, such as “Dissertations to UMI May 2004” or “Periodicals 09/08 STF” or whatever phrase you use to identify jobs to yourself in the lines labeled Note 1, Note 2 and Note 3. These notes do NOT show to the public.
      3. Additional ID’s; This is where the barcode itself ( 21262…) displays. Other identification codes are also displayed. System ID is the Aleph generated code for the card and the UF ID is the 8 digit ( XXXX-XXXX) code assigned to the patron.
    4. Addresses: If you have selected the addresses tab, you only get one choice in the bottom right panel, which is the address information. THIS IS THE INFORMATION THAT SHOWS TO THE PUBLIC when the underlined due date is clicked.
      1. The first line contains the name of the card again, derived from the patron info tab under the Global tab.
      2. NOTE: Do not change the card name in the Addresses tab, as it will not display to the public and thus do you no good.
      3. On the second line, please add the wording you want displayed to the public, such as “ In Prep for May 19th shipment. Consult Desk” or whatever works for your patrons. If you need more space, please use the next line.
      4. On the third/fourth line, you may give your name.
      5. You can also add your phone number, on the phone number line, if you wish.
  6. Also immediately after scanning the PPC barcode number, the name of card displays in blue letters in gray bar nest to smiley face field. That will stay there until you click ‘end current session’ under Circulation drop down. F4 also will end the session.

NOTE: For materials being sent to Conservation for repair, do not use a Psuedo patron charge. Instead, use the Item Process Status of PR (sent to Preservation from the branches)

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