Registering a New Patron
Answer
Registering a New Patron
- Click on the New (white-paper) icon on the Polaris Shortcut Bar, go to the File menu and select New, or use the keyboard shortcut CTRL+N.
- From the list, select Patron Record and press Enter or click the OK button.
The “New Patron Registration” work form opens. You will need to complete two pages: Address and Phone (a) and General (b). All of the bolded fields are required.
Address and Phone: Personal Information
- Scan a new patron Barcode or type the number in the Barcode window and press Enter.
- Enter the patron’s last and first name(s) in the appropriate fields. If available, input the patron’s middle name so as to better identify patrons who have the same name.
Note: If a duplicate patron with the same name and address is found, a warning will appear. You can end the registration process by clicking the “Cancel” button on the Duplicate Patrons window. Contact NLLS HQ to have the patron’s registered library changed.
- The patron’s Registered at location default is the local library location.
- Next you need to select a Patron Code. There are 25 Patron Codes to choose from in Polaris, but not all will be available to your library. Each Patron Code has limits attached to it. These are set by your system, however; some can be modified upon request. Some popular Patron Codes are listed below.
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Standard |
Allows a maximum of 100 checkouts, 10 overdue items, and 25 holds. |
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Print Disabled |
Used for a patron with a perceptual disability – blindness or visual impairment; physical impairment that hinders holding a book such as Parkinson’s or Multiple Sclerosis; or a learning disability that hinders the use of print, such as dyslexia. Assigning this code gives Standard privileges as well as exclusive access to DAISY talking books. |
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TAL Cardholder |
Used for a non-TRAC patron who presents a TAL card. Register this patron with your library’s barcode so they can borrow a limited number of local items. Such patrons cannot place holds or access databases. |
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Staff |
Used for staff or library account. Allows for 100 items out and holds. |
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Limited Services |
Can be used for a non-resident patron (See page 9 of this section). These patrons are not permitted to place holds or access databases due to licensing restrictions. |
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Can be used for Internet access, such as a person accessing the public computers but who does not have a library card. With this code they not permitted holds, nor do they have access to the databases. |
- The default Expiration date will display Day/Month/Year, one year from the patron registration date. You can also click the down arrow and select the Date on the calendar in the case of a temporary card or choose a Term.
If you are renewing a membership, check the information on the patron record, and update both the expiration date and address check for the length of the renewal.
Address and Phone: Address Information
1. Add the address information. Click the Add… button (under the address box and just right of center) and the Add/Edit Address box will open:
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Type |
The default is Home. For other options, use the dropdown menu. |
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Country |
The default setting is Canada. |
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Postal code |
When a postal code is entered, it will automatically fill in the city and province. If the postal code you are entering is new, contact staff at your regional headquarters to add it in the database. |
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Street 1 & 2 |
Fill in the correct street address. |
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City |
Automatically filled in when correct postal code is entered. |
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County |
May be automatically filled in, or leave this blank. |
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Province |
Automatically filled in when postal code is entered. |
More than one address can be entered for patrons who have an alternate address. If required, you can edit or remove addresses by selecting the desired address then choosing the Edit or Remove button.
- The Address Check defaults to one year after patron registration; however, you may choose another date by clicking on the calendar. Alternatively, you may select a Term of a period of months for temporary patrons.
Address and Phone: Contact Information
The last section on the “New Patron Registration – Address and Phone” page is the contact information.
Choose the Notification option for the patron to receive notices for holds or overdue items.
For whichever notification option is chosen, the corresponding field must be entered. More than one notification field may be entered for identification purposes.
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Mailing Address |
If this is selected, ensure the Notices/bills, Statement and Invoice address fields reflect the primary address. |
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Email Address |
This field is case sensitive. With this option, patrons will receive emails for items ready to be picked up, cancelled holds, almost overdue items, overdue items, long overdue items, and membership expiration. Modifications to the messages can be made through system headquarters. |
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Telephone 1 Telephone 2 Telephone 3 |
For all phone numbers, use dashes in formatting and include the area code, as required for use with Telephony, the automated calling system. Entering a cell phone number in this field will not send the phone a text message. |
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Fax |
Use dashes in formatting with area code. |
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TXT Messaging |
If a text message notification is requested, enter the applicable information here. If a text message is requested in addition to email notification, select Email Address as the Notification option, enter Mobile Phone information and check Additional TXT Messaging. |
Once all the applicable fields on the “New Patron Registration – Address and Phone” work form are complete, you must fill out the “New Patron Registration – General” work form.
New Patron Registration – General
Access the second patron registration work form by selecting the “G” tab from the left side navigation (see picture on page 3). The work form will appear in the same window.
- Fill out the information in the General section:
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Gender |
Select appropriate gender. |
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Statistical class |
From the dropdown menu, select age group. |
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Password |
Enter the last four digits of the patron’s phone number. The patron can change the password, if desired, by logging onto TRACpac (but this is not recommended). For TAL cardholders, Non-Residents or Temporary cardholders, enter 0000. TAL, Non-Residents, and Temporary cardholders may search TRACpac but may not log in. |
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Birth date |
Not necessary if statistical class is filled out. |
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Date of original registration |
Will automatically fill in. |
- Ask whether the patron would like to Maintain a reading history. If checked, this box will enable a reading history of up to 9,999 items that the patron checked out, which can be maintained from their TRACpac account. Alternatively, the patron can activate this feature on TRACpac. For more information, see page 10, Accessing Reader Services. Remember to inform the patron that if they maintain a reading history, the resulting list may be accessed by the police without a warrant.
- You may select Email notices in plain text or choose to leave it unchecked. Email notices will be sent to patrons in HTML format and if they have difficulty viewing the email, the option to change the notices to plain text is available.
- Do not check any of the exclusion boxes in the lower left section of the work form.
- Next, you will need to fill in the User Defined Fields.
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Where they Live |
A required field; choose from the dropdown menu the municipality in which the patron resides, typically to whom the patron pays taxes. If you are editing a pre-existing patron record because the patron has now moved into your area, be certain to update the Where They Live field.
For patrons not in your library system, select one of the options and charge the non-resident fee:
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Parent/Guardian |
Fill in with the parent or guardian’s name for a child or youth card. |
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Local Library Statistic #1 |
You may enter any information you wish here, but what you enter will be searchable specifically by what you wrote, so if you make any spelling mistakes, it will be difficult to search using this statistic
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Local Library Statistic #2 |
This field will keep track of any information that the library may require statistics on, such as special memberships, grade level, etc. You may make requests with system headquarters to add or remove options by contacting the NLLS Help Desk.
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Local Library Statistic #3 |
This field is customizable by library location. Contact system headquarters for more information. |
- Finally, save the record by clicking on the Save (disk) icon at the top of the work form, selecting “Save” from the File menu, or using the shortcut CTRL+S.
New Patron Registration – Status
The third screen of the Patron Registration is the Status screen. You do not need to enter any information here. Once the patron starts using their account, this screen will show blocks, notifications, and totals for amounts owed, items out, overdue items, claims, and lost items.
Duplicating a Record
You are able to duplicate a record in Polaris when, for instance, you are registering multiple patrons with the same address information.
- After saving the new patron’s record, keep the record open, and click on the New (white paper) icon in the patron registration window. A box will appear, and you will be asked if you want to clear the work form or if you want to copy an existing work form.
- Select Copy the Existing Work Form and click OK.
- When an existing work form is opened, all of the fields remain the same except for the barcode. You will be required to change all other pertinent information such as name, statistical class, etc.
The Clear Work Form can be used if you are creating a new card for a different patron with different contact and address information.
- After completing the registration, be sure to save the record.