The Faculty member must already have their Vanderbilt Faculty Card. If they do not have this with them, we cannot create the card.
Faculty receive their Vanderbilt ID Faculty Card as part of the process when they are hired, but they do not automatically receive their library patron record. If a new faculty member comes to the Divinity Library first, an EWS member can create the patron record. If you are unsure about this process, you may ask them to fill out the temporary information sheet located in the Faculty (Vanderbilt) folder (also located in G: Divinity/circulate/forms/patronrecord.doc). Someone will create their record later. You may also ask them to fill this out so that you can create the record while he/she looks around the library.
DISPLAY 1 USER to search the database and make sure patron is not already there in a former form (alumni, luc, etc.) Search by last name only first, then by Social Security Number. Searching by both is necessary since names can be misspelled and not all records have social security numbers. When a match is found you use the EDIT USER command to update the record.
When no match is found use the CREATE USER command. Swipe in the user id-- this is usually the SSN. <ENTER>
A new screen appears.
SS#: Should be entered without spaces or dashes
GROUP ID: ignore
RESPONSIBILITY CODE: Ignore
TITLE: ignore
NAME: Input the name in the following format: (Last name<space>suffix<period><comma><space>Firstname<space>Middle name or middle initial with a period following it.
Ex: Johnson Jr., John J.
LIBRARY: DIVINITY
PROFILE NAME: FACULTY
CATEGORY 1: DIVINITY (Leave this blank if you aren't sure about the category)
CATEGORY2: FACULTY
DEPARTMENT: Ignore
CLASS: Ignore<ENTER> A new screen appears and message at the top of the screen says "user record created"
Record the patron's addresses. Use the Address 1 field for the campus address and address 2 for the home address. Ask the patron which address to sent notices to.
Enter the patron's address on Line 1 and Line 2 if needed. Enter the City and state on Line 2 or Line 3. Enter the zipcode on the zipcode line. Enter the telephone number/s on the appropriate lines. <ENTER> to update information. All Divinity Faculty have their campus address set as (please use all caps for this field):
Line 1: DIVINITY FACULTY MAILBOXES
Line 2: DIVINITY SCHOOLIf the patron wishes to have ACORN notices sent by e-mail, input this in the ADDRESS 3 line for e-mail and select address 3 as the primary address.
Send an E-mail to Eileen Crawford telling her that you had to create this record because the faculty member was not yet in the system. Eileen will look the record over to make sure that it is o.k.
Return to Circulation Supervisor Index
Documentation by Julie Owen
Last Updated: March 29, 2002