The student must already have their Vanderbilt Student Card. If they do not have this with them, we cannot create the card. Students receive their Vanderbilt ID Card as part of the registration process. The tapeload that creates their library patron record can sometimes lag behind when the student first comes to the library. If a new student comes to the Divinity Library first, we 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 Student (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. Then search 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 (or type) in the user id-- this is 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: GRADUATE (or UNDERGRAD)
CATEGORY 1: DIVINITY (Leave this blank if you aren't sure about the category)
CATEGORY2: STUDENT (Leave this blank if you aren't sure about the category)
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 LOCAL address in Address 1.
Enter the patron's LOCAL 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.
If 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 student was not yet in the system. Eileen will look the record over to make sure that it is o.k.
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Documentation by Julie Owen
Last Updated: March 29, 2002