Best Practices for Aleph Circ in ODIN
Global Patron Information:
When loading a patron record, select “refresh” to allow Aleph to fill in the blanks in Patron ID, Pincode, Barcode, Barcode Verification and Language. On this screen you need to fill in the patron’s name (last name/comma/first name), ILL Library, ILL Total Limit, ILL Active Limit, Profile and Home Library.
Additional IDs:
Type 00 –System Number - comes from the Patron ID field of the Global Patron Information screen and "should" be the system assigned Aleph # - never change this!
Type 01 –Initial Barcode - comes from the Barcode field of the Global Patron Information screen and "should" be the # that is assigned when the "first library" entered the global record or it came from conversion. NO ONE should ever change this # except the library that entered this UNLESS the barcode is from an elementary, junior high or senior high school and the patron is no longer part of that school. An example is this - a barcode was assigned when a student entered FortLincolnElementary School in Mandan. The student keeps the same barcode through high school. The student graduates from MandanSenior High School and decides to attend college at North DakotaStateUniversity. Circulation staff at NDSU "could" overwrite that Mandan barcode with their own barcode. This is permitted, however, they could also add a Type 02 "subsequent barcode" (see next section for explanation of this). Just remember, if you are in doubt as to "if" the barcode is an elementary, junior high school or high school barcode or not, always add a type 02 barcode with your barcode.
Type 02 –Subsequent Barcode - is assigned "because" libraries should "not" normally change Type 01 barcodes. If they wish their library’s barcode associated with this global patron, there can be 99 unique Type 02 barcodes per patron. Each library should only change Type 02 barcodes if they are their own.
Type 03 –Registration ID - came from conversion and is a library code along with the registration ID that was on a PALS patron record. Please do "not" ever change this barcode UNLESS you are using this ID for checkout. Currently we know that Mandan Schools are using this ID so please do not change this. Instead add another Type 03 if you need it. There can be 99 unique Type 03 barcodes per patron
Type 04 –Local System ID - came from conversion and is a library code along with the local system ID that was on a PALS patron record. This does not exist on everyone's converted patron record because not every PALS patron record had a local system ID. Currently we know of no site that is using this ID but again, please, do not change this, but instead add another Type 04 if you need it. There can be 99 unique Type 04 barcodes per patron
Type 05 –EMPL ID - reserved for the North Dakota University System EMPL ID. There is only oneNDUS EMPL ID assigned to a student, faculty or staff regardless of how many NDUS institutions they are or they may eventually be associated.. As an example, Ellen Kotrba has EMPL ID 8910999 (not her real EMPL ID!) at UND so if Ellen Kotrba takes a class at MayvilleStateUniversity, her EMPL ID is also 8910999 and if she decides to work at NDSCS in Wahpeton, her EMPL ID there would also be 8910999. So there is "never" a reason to change UNLESS you notice a discrepancy. Please work with PeopleSoft personnel and Lynn Wolf at ODIN to decide whether that EMPL ID is wrong. Then and only then should a Type 05 be changed. The PLIF program (Patron Loader Interface) may "add" a patron record with a Type 05 but it will not "change" an existing EMPL ID. PLIF will use the EMPL ID to update the "local patron record" of the patron. So when the NDSU PLIF is running, then Aleph will use the EMPL ID to find the patron and then go to NDSU's Local Patron Information to update Expiration Date. If NDSCS PLIF is running, then Aleph will use the EMPL ID to find the patron and then go to NDSCS's Local Patron Information to update the Expiration Date. There can be 99 unique Type 05 barcodes per patron BUT in this type that should "never" be necessary.
Type 06 –NDUS Barcode - is created by the PLIF program and is known as the NDUS (North Dakota University System) barcode. The only reason to ever change this is if a person "loses" their NDUS barcode and a new barcode is assigned. The rules for this type are evolving. At this point, there is no reason to change it as it is possible the PLIF will change this as necessary.
Remember that all the IDs entered for a patron are interchangeable. It does not matter which one a library uses, as long as the library has loaded local privileges for the patron.
More than one global record: (especially for Academic libraries)
During conversion and also because some of you have been entering additional records into the system for the same patron, a person may have more than one "GLOBAL" patron record in the system. There is no clear cut way to handle this except to say if more than one record exists for a person, then that person must manage more than one "account" in the OPAC AND you cannot rely on the PLIF to help you establish expiration dates. Why? Because no two global patrons can have the "same" type 05 EMPL ID. All entries in type 5 must be unique and that is the entry that PLIF looks at to find a matching record. If PLIF has a record to add and doesn't find an existing record with the same EMPL ID, then PLIF adds a new record. It is in the best interest of all to have NDUS students, staff and faculty operate under one global record. If you find more than one patron record for a NDUS student, staff or faculty member, work with the other libraries involved AND THE PATRON to get the patron to one global record. You should not do so without the patron because they alone know who they are and that certain barcodes match them. Library staff can only guess and deduce! If a NDUS student, faculty or staff has 1 global patron record for an NDUS site and 1 global patron record for a public library, there is not as much need to get to one (unless the patron wants to) because only the NDUS needs the EMPL ID, not the public library record.
Addresses:
01 Permanent Address
02 Current/Mailing Address
03 Guardian/Campus Address
04 Vacation Address
05 Sabbatical Address
06 Returned Mail
07 Sponsor Address
08 Commanding Officer Address
09 Institutional Contact Address
21 First Period
22 Second Period
23 Third Period
24 Fourth Period
98 Homeroom Period
The address type 02 Current/Mailing is the address that ALEPH looks at first. If nothing is in 02 or the address has expired, ALEPH then looks at address 01.
When loading an address, be sure to change the order of the person’s name to read first name followed by last name. Aleph uses this when generating notices.
The #4 slot for telephone numbers will be used for cell phone numbers. Please remember to include the prefix with these numbers.
When changing an address to a 06 (returned mail), please add your library’s three letter code (NDI, UND, TBI, etc.) in the line after the city/state so we know which library encountered this incorrect address.
When entering addresses please use the following guidelines from the US Postal Service:
-Use all caps and block letters.
-Do not use commas and periods.
-Use the two letter state abbreviations.
-Place one space between the city and state (no comma) and two spaces between the state and zip code.
Global Blocks:
Global blocks are not being used at the present time. Libraries should feel free to use the local blocks and notes option found under“Local Patron Information.”
Updated 10-29-2006