Adding New Patrons

Scan barcode on back of ID card. If message "Patron not found" appears, search for the patron by institution ID (on front of ID card under name). If a patron record already exists, verify carefully with patron name and proceed with the Patron Barcode Replacement Procedure.

If no patron record exists, fill out the patron registration form and use the following procedure to add the patron.

From the menu bar select Patron>Add patron. (or type Ctrl A) to bring up the Add New Patron Window. Fill out the form as follows:

Name tab

  • Name - Fill in the last name, first name and middle initial, as it appears on the ID card.
  • Name Type - Defaults to Personal. (Only the Access Office will use Institutional.)
  • Institution ID - Add the institution ID number (on front of ID card). This is critical because it is the matching point for future system updates. Please input carefully.
  • SSN - Leave blank! We no longer use this field.
  • Expires - Use 10/31/2009 for all faculty, staff and students.

Exceptions: Seniors expiration date is 5/21/2008. These dates change with each academic year.

The Access Office and Carrel Office will use different dates. Please do

update these records.

  • Purge Date - must have the real expiration date that is displayed on the ID card.

Barcode tab

  • Consult the Patron Registration Form to convert the ID code to the correct Patron Group. From the Patron Group drop-down list select the appropriate category.
  • Click on the Patron Barcode box and scan the new barcode.
  • The system will respond, "Do you want to save the patron record?" Click on Yes.
  • The system will respond, "A permanent address is required." Click on OK. The Address tab will open.

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Adding New Patrons (Continued)

Address tab

  • Fill in the permanent address and click on Save.
  • To add the Temporary Address, which is the campus address for all faculty, staff and students, click on Addresses <new> in red on the right panel. This returns you to the Address tab.
  • For Type select Temporary from the drop-down menu.
  • Fill in the appropriate effective dates. (Please do not leave either date blank as this will invalidate the address.)

First date = Today's date

Second date = Expiration date on the patron's ID card

  • Fill in the address information, which is the department or office address.
  • For spouses and dependents (KE, KG, KU), temporary address should read “c/o [Employee’s name, Employee’s department]”. Check the hold mail box to prevent mail from going to this address.
  • Click on Save.
  • To add the e-mail address, click on Addresses <new> in red on the right panel. This returns you to the Address tab.

oFor Type select e-mail from the drop-down menu.

oFill in the appropriate effective dates. (Please do not leave either date blank as this will invalidate the address.)

First date = Today's date

Second date = One year past the expiration date on

the patron's ID card.

oFill in the e-mail address fully and carefully. Typos here will produce e-mail notice errors. Ask patron to verify email address.

oClick on Save to complete the record.

To update anything on the Patron Record, from the Menu Bar select Patron>Edit Patron. Make your change using the Edit Patron window.

© 2002 Princeton University

Last Modified: 9/21/2007