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General Information

  • Most members of the UAlbany community have their library account information added electronically to ALEPH with extractions from SUNYCard and PeopleSoft.  There are instances when patron information does not load, or individuals who are not members of the UAlbany community quality for borrowing privileges, or a non UAlbany user renews their borrowing privileges. In those instances patron information is added manually to ALEPH, after the borrower completes the University Libraries Borrower Registration Form, and provides the indicated forms of identification. 
  • There are various categories of qualified users listed in the Staff Use Only section of the registration form. These include users from other academic libraries that are members of the DAP (Direct Access Program), other SUNY and CUNY schools, fee paying members of surrounding communities, alumni from the university, emeritus faculty, New York State employees, and faculty, staff and students whose information was not electronically captured.
  • The University Libraries Borrower Registration form is also used to update patron information when non-SUNY users renew their borrowing privileges.
  •  Registration forms are located behind the circulation desk at all library branches, as are the patron borrowing cards, and sets of duplicate barcodes. Forms and cards are both printed on yellow paper to indicate their association.  If borrowers have a SUNY card, it may be used in lieu of the paper card and added barcode. 
  • All identification presented by users must be current.  The use of expired identification is not acceptable.

Adding a New Patron to ALEPH

Completing the University Libraries Borrower Registration Form

  1. Provide the patron with a blank registration form
    1. Patron's enter their name, address(s), phone number(s) and email address
    2. Patron's must sign and date the form
  2. Determine which status the borrower belongs to, ex. CDLC/DAP, or Fee-Paying
    1. Mark the category in the Staff Use Only section of the registration form
    2. Acquire the appropriate identification from the borrower, and photocopy. This will be stapled to the completed form.
      1. Enter the ID information into the Staff Use Only section of the registration form
      2. Documentation requirements are listed next to each borrower status on the form
  3. Enter the documentation information in the Staff Use Only section, ex. Drivers License #, or School ID#
    1. Refer to the Staff Use Only section of the registration form for details about what documentation is needed for each category of borrower
  4. Acquire a set of duplicate patron barcodes, and a blank borrowers card
    1. Affix first barcode to the lower left corner of the registration form
    2. Affix the second to the back side of the borrower card where indicated (if the user has a SUNY card, omit this step and use the barcode number on the SUNYCard)

Entering New Patron Information into ALEPH 

There are four categories of information that are added, Global Patron Information, Local Patron Information, Address Information, and Additional ID's, Fields that need to be populated are preceded by the asterisk * symbol

  1. Global Patron Information
    1. Click on "Patrons" on the top menu bar, then select "New Patron".
    2. There are 3 pieces of information that need to be added
      1. Enter the patron barcode into the Barcode/SUNYCard field. 
      2. Enter the patron's name, last name first into the Last, First field
      3. Enter the patron's date of birth into the Date of Birth field
      4. Select Update 
    3. Global Patron Details is highlighted
      1. Ask the patron for a 4 digit code to be entered in the "CourtesyWeb Pw" field, This code is used as their password to access their MyLibrary Account.  Their barcode is used as the NetID
      2. Select Update from the upper right corner of the screen. 
  2. Local Patron Information-  
    1. Select Local Patron Information from the Patron Registration menu on the left of the screen
      1. Add the appropriate Patron Status by selecting the right arrow in the field, and double clicking on the desired status.
      2. Add the appropriate Patron Type by selecting the right arrow in the field, and double clicking on the desired status.
      3. Select Get Defaults on the right of the screen, and then select Update, right above Get Defaults.  
      4. Check the Borrower Status section of the registration form for the accurate expiration date.  If is is different than the default, enter the correct Expiration Date, and select Update
  3. Address Information- It is necessary to enter 2 addresses into ALEPH, permanent, 01, and local, 02.  If both are the same, both fields must be populated with the duplicate information.
    1. Select Address Information from the Patron Registration menu on the left of the screen
    2. Enter the patron's local address, 02
      1. Enter the street address on the first line, followed by the city and state on the second line. 
      2. Enter the zip code into the Zip Code field
      3. Enter the email address into the E-mail field
      4. Enter the telephone number into the Telephone 1 field.  If a second number is provided, enter it into the Telephone 2 field
      5. Select Update from the right of the screen
    3. Select Duplicate from the upper right of the screen
      1. Edit any information provided in the Address 01 section of the registration form
      2. Change the Address Type to 01 by selecting the drop down arrow in the field, and double clicking on Permanent Address
      3. Select Add from the left of the screen
  4. Additional IDs
    1. Select Additional IDs from the Patron Registration menu on the left of the screen
    2. Select Add ID from the upper right of the screen
      1. Select the ID Type by clicking the drop down menu arrow in the field, and selecting the appropriate ID being added, such as Driver's
      2. Select Normal from the Select Drop-down menu, by double clicking the 00 Normal field
      3. Select Active from the Select AC drop down menu, by double clicking on the AC Active field
      4. Select the ID Number field, and enter the ID number, such as the driver's license number
      5. Select Add from the right of the screen
      6. Repeat the process to add additional ID's provided, like school ID's

Completing the Registration Process

  1. Patron Borrower Card
    1. Write their full name on the front of the card, last name, then first
    2. Write their expiration date and staff initials on the appropriate line 
    3. Ask the patron to sign their name on the reverse of the card
  2. Patron Registration Form
    1. Complete the Staff Use Only section of the form, including Entered by, Date/Time, Expiration Date, and staff initials
    2. Place the completed form in the appropriate collection bin

Renewing an Expired Borrower's Card

  1. A new borrower registration must be completed
  2. Update ALEPH with any information that has changed on the patron record, like their address
  3. Update the patron borrowing card with the new expiration date and staff initials
  4. If a patron loses their borrowing card, a new one can provided with a new barcode
    1. Retrieve a set of duplicate barcodes
    2. Place one on the patron registration form, and one on the borrower new card
    3. Update the barcode by selecting Global Patron Information located in the Patron Registration menu
      1. Select the Barcode field and enter the new barcode
      2. Select Update from the top right of the screen

Alumni Users

Verify patron graduation in People Soft

  1. Go to www.albany.edu/ias and log in with Net ID and password
    1. Select Records and Enrollment
    2. Select Graduation
    3. Select Student Degrees
    4. Type in last name, first name
    5. Select Search
  2. Enter the year they graduated in the Staff Use Only section, next to UA Alumni on the registration form
  3. Enter your initials next to "(Alumni Status Verified by__) on the registration form
  4. Verify that all information is complete and accurate on the registration form
  5. Place the completed form in the appropriate collection bin

Direct Access Program (DAP) Users

The Direct Access Program allows users from other academic institutions to borrow from the University Libraries.  Their library provides them with a green DAP borrowing card, which they must present. The libraries do not participate with public libraries within the DAP program. The patron information is added to ALEPH following the same steps as above, with the following exceptions:

  1. Select the Patron Status from the drop down list, choosing Courtesy
  2. Select the Patron type from the drop down list, choosing the borrowing institution they are affiliated with
    1. Only those in the list with an asterisk * are elibible for a DAP Card
    2. Those in the list without an asterisk * are SUNY affiliated schools, and therefore do not require a DAP card to borrow
  3. This catagory of borrower requires three forms of identification that are photocopied and stapled to the registration form, a driver's license, school ID card, and both sides of the DAP Card issued by their home institution
  4. Enter the expiration date to match the end of the current academic borrowing period, or the expiration date on their DAP card, whichever is earlier
  5. Select  CDLC/DAP as their status in the Staff Use Only section of the registration form