Creating a New Patron Record in ALEPH
When creating a record in ALEPH, search first by the patron's name to see if a record already exists. If the patron has an existing SMU record (you can tell by the 21987 beginning to the barcode), we can overwrite this record with the new information.
- Never overwrite the record if it is from another institution; create a new record.
Fill in the following fields:
- Barcode: The barcode on the patron's ID
- Barcode Verification: The last four digits of the patron's telephone number
- Last Name, First Name, Address, Postal Code, Email, and Telephone Numbers
- Patron Sublibrary: Since this is a brand new record, choose SMU
- Patron Status: there are three options to choose from:
- '01 Undergraduate': registered in courses in the 1000-4000 level and TESL
- '02 Thesis Undergraduate': registered in courses in the 4500-4599 level
- '03 Graduate': registered in courses in the 5000 level and above
- '01 Undergraduate': registered in courses in the 1000-4000 level and TESL
- Home Library: SMU
- Click 'Update' to save the form.
When the 'Patron Registration Form' window closes, you are automatically taken to the Patron tab in ALEPH. You will need to verify/enter information within the four nodes under 'Patron Registration':
First, go to 'Global Patron Information'. Verify the patron's name and barcode. If the patron is missing information (i.e. email address, etc.), this is where you will add a block under Global Blocks and Notes. (See the 'Global Blocks and Notes' page for more information). Check to make sure the Home Library says 'SMU' and is not blank.
Next, go to 'Local Patron Information'.
Go down to the SMU line and make sure the expiry is September 30 of the following year.
Go to the ALEPH (General Patron) line, which is the last on the list. Make sure this date is also September 30 of the following year.
You can change this date in the 'Expiration Date' field in the 'Local Patron Details' box in the space below the 'Local Patron Information' pane:
First, go to 'Global Patron Information'. Verify the patron's name and barcode. If the patron is missing information (i.e. email address, etc.), this is where you will add a block under Global Blocks and Notes. (See the 'Global Blocks and Notes' page for more information). Check to make sure the Home Library says 'SMU' and is not blank.
Next, go to 'Local Patron Information'.
Go down to the SMU line and make sure the expiry is September 30 of the following year.
Go to the ALEPH (General Patron) line, which is the last on the list. Make sure this date is also September 30 of the following year.
You can change this date in the 'Expiration Date' field in the 'Local Patron Details' box in the space below the 'Local Patron Information' pane:
Remember to click 'Update' to save your changes.
Next, go to 'Address Information'.
If the patron only provides one address, enter the information and click 'Update'. Then, click 'Duplicate' and create another exact record, but change the 'Address Type' to '02'. If two addresses are provided, the local (mailing) address is '02' and the home (permanent) address is '01'
If the patron only provides one address, enter the information and click 'Update'. Then, click 'Duplicate' and create another exact record, but change the 'Address Type' to '02'. If two addresses are provided, the local (mailing) address is '02' and the home (permanent) address is '01'
- There must be a permanent (01) and a mailing (02) address for the patron to be able to order items through the Novanet Express module. The '02' address information is what ALEPH uses to contact the patron regarding any notices.
- Apartments should be entered using Canada Post guidelines, to ensure it is displayed in the envelope window if mailing is required for notices. The apartment number is listed first, followed by the street address. For example: 99 - 13 Melrose Lane indicates apartment 99, at street address 13 Melrose Lane.
- Remember to include the area code when entering phone numbers.
Lastly, go to 'Additional IDs' and click 'Add ID'. Enter the following information:
Back to New Students
- 'Key Type' = '02'
- 'Key Data' = 'A' number
- 'Verification Type' = '00'
- 'Verification field' = the last 4 digits of the patron's phone number
- 'Status' = 'AC'
- Click 'Update'.
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