Just to let you know Liz, Helene and I got together earlier in the week, and went through the pros and cons of issuing two smartcards to staff who are also students. Liz had already talked to security and the smartcard mgmt group who were happy with the idea of issuing two smartcards, and ISS already issue 2 logins so recognise the dual status. We decided that we could issue both the staff and student smartcards but only have one library membership which the user could choose. The idea that if we issue two cards but block one library record and keep the other record live (which will usually be the staff record for the increased loans and longer loan period) was the easiest for registration, and I have put together some instructions for issuing 2 smartcards for staff who are also students which I have attached. I will put the instructions in the staff, student and smartcard manuals.

Rules for each category apply i.e. students must be registered on Campus Management, staff must be registered on SAP. The staff/student can have BOTH Smartcards but they can only have ONE live record on Aleph.

For consistency please keep their Library staff record live. This gives for the longer loan dates and amount of books they can borrow. We need to make sure that the student record is blocked so they cannot use this record.
To do this:
Locate the student record on Aleph
In Local Patron view change the expiry date to todays date.
Click on update.
In Global Patron Information: Global Blocks and Notes. Add Global Block
01 STUDENT ALSO STAFF. See record U1…… in use.
OR
02 STUDENT ALSO STAFF. See record U1…… in use. Click on update.

Next
Locate the staff record on Aleph.
In Global Patron Information: Global Blocks and Notes: Global note 1 add message: STAFF ALSO STUDENT. Student record U2/U3…..do not use.
Click on Update

Staff contract expires before the course has finished:

If the staff contract expires before the course of study has finished, the user will then revert to the student record.
Locate the student record on Aleph
In Local Patron view change the expiry date to the course end date (check with the student or on Campus Management).
Click on update.
In Global Patron Information: Global Blocks and Notes: remove the Global Block
Click on update

If the user still has books on loan they will need to transfer them to the student record and make them aware of the shorter loan dates. If there are more than 20 items, override aleph, but explain they will need to be aware of the new loan limit in future.

Susan Wilcox

When a Smartcard is returned to the Robinson Library can you please refrain from blocking the readers’ card with the message ‘SC in box’. We have decided NOT to do this because when the student collects the Smartcard after the desk has closed or from the Porters on the Reception Desk the block cannot be removed. When the student then tries to borrow a book they are unable to do so.

Can you please put a message on Aleph (not a block) to say that the Smartcard is in the box AND also put a message on the Smartcard Database to say the card can be collected from the Robinson Library so that staff in Kings’ Gate know to send the student to us.

When a Smartcard has been reported lost then please remember to BLOCK readers’ record on Aleph and expire the Smartcard and chip date and write message in notes field on Smartcard Database.

Many thanks,
Janice (Registration Team, Robinson Library)

You can use the Smartcard database to check dates and times a reader has entered the Library.

Get the record up, click on the pie chart icon on the right and put in the range of dates you want, if they aren’t included in the default.

You need to remember Data Protection issues before giving this information out. However there’s an exemption in the Data Protection Act when police can be given details if they are investigating a crime/suspect.

If you change a ribbon because it has snapped can you please take note of which machine and the date so we can monitor how often this is happening.

Can you also make sure that when you change the ribbon that you pull off the paper which is attached to the sticky wheel (which grips the Smartcards). There is a blue coloured strip attached to the wheel which you need to pull off along with the paper. This may be the reason why the ribbons are snapping but we are not sure. Please keep the snapped ribbons for me to check.

Thanks,
Janice

There have been a couple of cases recently when students have been accidentally given replacement smartcards at King’s Gate even though the original lost card has been handed in at RL. In such cases KG will refund their £10 – give the student one of our compliments slip, and note on it that it’s for £10 refund for a lost card. It must also be stamped with the Library stamp.

Thanks,

Liz