Updating an Existing Record
At the beginning of each academic year, returning students must fill out a student ID form, as part of the ID renewal process.
- Staff must check Banner to confirm the student is registered for classes, and to determine the student's status (Undergradute, graduate, part-time or full-time, etc.)
- A current validation sticker is placed on the back of their previously issued ID card.
- Returning students seeking a validation sticker are not required to provide additional ID, and there are no charges incurred.
Updating a student's record can be done at the Circulation desk, since no card production is necessary. To update a student's record, you must first open ALEPH to the patron tab and scan their ID card. The student's information will appear on the screen.
- If you cannot find the student by scanning the barcode, search for the student by name or by 'A' number and verify the barcode. Update the barcode in the 'Global Patron Information' section if necessary, and click 'Update'.
- There should only be one SMU record per student, unless the student as an Associated Borrowers card (refer to 'Other ID cards' for more information).
Go to the 'Local Patron Information' node in ALEPH. Here you will renew the patron's borrowing privileges by changing the expiry dates for any applicable libraries to September 30 of the following year.
- Highlight the SMU line and click 'Renew' in the upper right-hand corner.
- A box will pop up asking for an expiry date. The system automatically chooses a date from the current expiration date already showing for the selected institution, so you may have to adjust it.
- Click 'OK'.
Another way to renew the patron's privileges is to:
- Click on the arrow next to the dialog box for 'Expiration Date'.
- Click the arrow in the pop-up window scrolling through until you get to September 30 of the next year.
- Hit 'Enter' on the keyboard or click on the 'Update' button.
A final way to renew privileges is to:
- Click at the end of the date in the 'Expiration Date' box.
- Backspace and enter the correct year.
Go to the 'Address Information' node in ALEPH.
- Update any changes to address, phone, or email information. Apply any necessary changes to both addresses (Permanent '01' and Mailing '02').
- Confirm the 'Valid To:' date to September 30 of the next year. You can use the arrow on the right to select the date from a calendar view, or use the cursor to type the date manually.
- Click 'Update'.