WMS: Patron Data

1. Library patron types are identified in WMS by labels, not numerical codes. We can refer to the label as either "patron type" or "borrowerCategory” — the spreadsheet header used for batch loading.  Averett patron types are:
    
    Undergraduate
    GPS/Graduate
    Staff
    Adjunct Faculty
    Faculty

    Library Friend
    Galileo IB Student
    IALR Employee  = 0 (The only record we had expired in 2012)
    Autism Family (Dr. Hamlin has complete files and will request accounts for those who need them.)
    Autism Center Friend   
    ILL Public Borrower
    ILL Academic Borrower

    Notes:
    * The batch load file contains duplicate records, including those for faculty/staff who are taking a course, and for staff who are teaching a course. For that reason, we will load student and employee patron types in order from shortest to longest borrowing period. For duplicate barcodes, the borrowerCategory with higher privileges will overwrite the borrowerCategory with lower privileges.
    * Where there is no email address, insert "N/A" and a patronNote. The email address field cannot be blank. It is important to acquire emails because they are the default for WMS circulation notices.

2. Frequency of Updating; Method for Updating
    
    Records for affiliated patron types are extracted from PowerCampus or (Payroll) and FTP'd to OCLC:
    
    Undergraduate = Following registration and preregistration; batch load from PowerCampus
    GPS/Graduate =  Monthly; batch load from PowerCampus
    Staff = Annually in September; batch load from Payroll system (with assistance from IT – Pat Bowman)
    Adjunct Faculty = Monthly; batch load from PowerCampus, together with GPS/Graduate records
    Faculty = September and January; batch load from PowerCampus
    
    Records for unaffiliated patron types are entered and maintained directly in WMS Circulation:

    Library Friend
    Galileo IB Student
    IALR Employee
    Autism Family
    Autism Center Friend
    ILL Public Borrower
    ILL Academic Borrower

3. Record structure: WMS provides all of the fields one might dream of in a shared system for libraries of all types. Since we rely on PowerCampus and Payroll for demographics, we will use only the fields required for library circulation:

    First name
    Last name
    barcode
    borrowerCategory
    circExpirationDate (for example: 2015-05-06T23:59:59 —end of the last day of exams)
    emailAddress

    Beyond checkout and fines information, this is all you will see in WMS for students and employees.  For more detailed information, rely on PowerCampus and paper files. For unaffiliated patrons add home address and phone number in WMS.

Please ask Deborah to check PowerCampus as needed for students’  home addresses. Encourage students to submit name and address changes directly to the Registrar. Demographics unique to the library system will be overwritten by PowerCampus data.
 
4. Barcode: For most patrons — students, employees, Friends, and Galileo students who have Averett ID cards — the WMS barcode is the 9-digit PowerCampus PID number (without the leading "P"). For ILL Public and Academic libraries, the WMS barcode is their 3-character OCLC holding symbol. Since the WMS barcode can be any character string, we used an email username in the case of one Autism Center Friend, and a phone number for a public library not found in the OCLC registry.

Run PowerCampus / Access queries created by IT:

• DAYUND Undergraduates and IDEAL. Update as needed per registration and preregistration schedules
• GPS Undergraduates and all Graduate Students. Update monthly
• Staff. Update in September
• Faculty Adjunct Trad and NonTrad. Update monthly, with GPS/Graduate
• Faculty Fulltime Trad and NonTrad. Update in September and January

WMS Patron Data: PowerCampus (MS Access) Queries                                                         09/22/14

1. Open MS Access reports. Look for Security Warning! When you see this statement to the left at the top middle of the page, click on “Options” and “Enable this object.”  If you do not enable the object, it will not run the reports.

2. You can then open the Patron File.  If it has names in it, delete all the prior information.  Save and close. 

3. Look in the left column for “DAYUND and IDEAL” undergraduates.   Back click on that report and click on Design View.  It will open up and show the details of the report.  Look for the columns that are for ACADEMIC YEAR AND ACADEMIC TERM.  This is where you update to the current year and term.  Always keep the quotes around the year and term; examples “Fall”, “Spring”, “2014”, “2015”, etc.  You will need to check the ACADEMIC YEAR AND ACADEMIC TERM in all reports.  The reports will not work correctly without the quotes. When you change something, always save it afterwards so the report will run correctly.  The save function is in the upper left of the screen.

4. When you have saved any changes, go to the red exclamation mark on the top left of the screen, it is beside the view icon. Click on it, one time.  The first time you run a query, you will be prompted for the password: access2013!   Click O.K. to run the patron query.  The report window will tell you how many new records you are creating.   After the query runs, close that report.  Double click on the Patron File. It and it will automatically fill with the new information.

5. Queries to run are: DAYUND & IDEAL, GPS & GRMED, FACULTY FULL TIME AND NON-TRADITIONAL, and FACULTY ADJUNCT.  The STAFF report will be coordinated between IT and Payroll each September.

6. Run and the close each query. Then click on the Patron File and open it up. The same number of records the previous report said it created should be in the Patron File.  You will then copy and save these records to an Excel spreadsheet.  You will need to add the institutional number #2999, the Home Branch # 143571, and Patron type you have run: 

1. Undergraduate
2. GPS/Graduate
3. Faculty
4. Adjunct Faculty
5. Staff - Fall

5. When you have populated the spreadsheet for each query, save and prepare it for export using the procedure below. 

Note: Always delete any information in the Patron File before you run any reports.  If you do not delete the files, it will give you the same information even if you run a different report.  You must clean the Patron File of prior information before you run another report.