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Registration

Library Cards

Policy:

Each patron should have his or her own library card. Library cards are not transferrable to another person. Except as noted otherwise in this manual, a given patron should have only one record in the database (see "Residency"). All patron records must include the patron's name, address, telephone number, and barcode.

Recommendation:

It is recommended that registration cards include a Parent/Legal Guardian Responsibility Clause for minor children, e.g., Signature of this library card application by the parent or legal guardian on behalf of a minor child constitutes acknowledgement of responsibility for all items charged to this card.

Passwords

Policy:

Any library may assign or reassign a password (formerly PIN) to any patron who applies in person and presents a valid unrestricted library card, regardless of hometown.

Patron Notes:

Policy:

Only the home library may place notes on the patron record. Patron notes are advisory only and do not carry the weight of policy.

Expiration of Privileges:

Policy:

All library cards for resident patrons will be valid for a period of three years. Courtesy and library staff cards will be valid for a period of one year.

Recommendation:

BCCLS recommends a one-year expiration date for all non-resident cards (including PAY cards).

Maintain Reading List Feature

Recommendation:

The Maintain Reading List check box should never be checked off for a patron by a staff member.

Associations

Recommendation:

Associations are a tool in Polaris that allows patrons to be linked with one another. Associations are not used or supported at the BCCLS/system level. At the local level, a library may choose to use associations for any reason, with the caveat that the link created carries no weight or expectations at another library.

If a library is going to use the associations function of Polaris, it is strongly recommended that the library board take time to develop a policy regarding their use after taking into consideration possible repercussions of creating such links between patrons, including privacy issues and what is required to establish an association (i.e.: a paper form, the physical presence of all the patrons involved, etc.). Consultation with an attorney is advised. 

Uniform Manner of Entry:

Policy:

Patron information should be entered according to the following guidelines:

 

Individual

First and last names should be entered into separate fields in an appropriate manner.

Example:

Last name: DOE

First name: JANE

Middle name: A.

 

Courtesy

Courtesy Cards should be indicated by including "(COURTESY)" in the middle name field.    If there is a middle name or initial, the addition comes after the middle name entry.

Example:

Last name: DOE

First name: JANE

Middle name: A.  (COURTESY)

 

ReBL

ReBL Cards should be indicated by including "(REBL)" in the middle name field.  If there is a middle name or initial, the addition comes after the middle name entry.

Example:

Last name: DOE

First name: JANE

Middle name: A. (REBL)

 

Hudson

Hudson Cards should be indicated by including "(HUDSON)" in the middle name field.  If there is a middle name or initial, the addition comes after the middle name entry.

Example:

Last name: DOE

First name: JANE

Middle name: A. (HUDSON)

 

Pay

Pay Cards should be indicated by including "(PAY)" in the middle name field.

Example:

Last name: DOE

First name: JANE

Middle name: A. (PAY)

 

Family Pay

Family Pay Cards may be indicated by including "FAMILY" at the end of the first name field.

Example:

Last name: SMITH

First name: JOE FAMILY

Middle name: (PAY)

 

Institutional

Institutional patron records will be entered in a uniform manner for easy retrieval by library staff. Abbreviations may be necessary.

Example:

Last name: LIBRARY

First name: NORTH ARLINGTON

 

Public libraries may create cards for specific functions, i.e., ILL, Tech Services, etc. by indicating the function after the library name.

Example:

Last name: LIBRARY

First name: TEANECK

Middle name: (ILL)

 

Schools and School Libraries

Each school building should have its own library card. This card will be issued by the town in which the school building is located.

Example:

Last name: SCHOOL

First name: BEN FRANKLIN MIDDLE

 

Post-secondary schools/colleges/universities/institutes

Example:

Last name: COLLEGE

First name: FAIRLEIGH DICKINSON UNIVERSITY

Recommendation:

Add a free text block to Courtesy and Pay patrons indicating the issuing library.  Example: "DUMT USE ONLY".  

You can also indicate the issuing library in the middle name.  Example : (LIVI COURTESY) instead of (COURTESY).

Inter-Library Loan:

Policy:

Any JerseyCat library or library from the tri-state area (New Jersey, New York, Connecticut) that requests a book for the first time will have a patron record entered by the BCCLS staff. Libraries should first check the database for a barcode for the receiving library. Check Uniform Manner of Entry to find how the record for a JerseyCat library or a library from the tri-state area is entered in the database. If there is no record, e-mail should be sent to bccls@bccls.org with library name, address and phone for entry into the patron database. If the library requesting the interlibrary loan is not in JerseyCat or from the tri-state area, the loaning library will charge it out on its own ILL library card and maintain paper back-up concerning the loan.

Passwords will be assigned to ILL cards for LMxAC, MAIN and PALS libraries, which their staffs may use to view their Items Out lists and to renew online.

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