[Wactclc-alma] Internal versus External Student Patron

Wed Aug 8 13:44:09 PDT 2018

Thank you, Xinhang!  That is a HUGE help!

Tammy R. Siebenberg, MLIS
Director – Library & Media Services  
Yakima Valley College
509.574.4984
tsiebenberg at yvcc.edu<mailto:tsiebenberg at yvcc.edu>
yvcc.edu<http://yvcc.edu/>

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu> On Behalf Of Thomas, Kirsti
Sent: Wednesday, August 8, 2018 1:27 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu>
Subject: Re: [Wactclc-alma] Internal versus External Student Patron

Thanks for the correction, Xinhang!  That’s good to know.

Kirsti S. Thomas
Library Technical Services Manager
Seattle Colleges
kirsti.thomas at seattlecolleges.edu<mailto:kirsti.thomas at seattlecolleges.edu>

From: Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu] On Behalf Of Xinhang Hu
Sent: Wednesday, August 08, 2018 08:02
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Internal versus External Student Patron

Tammy and Kristi,

You CAN change an external patron’s expiration date, with a couple of extra steps.

Click on patron ID
[cid:image006.jpg at 01D42F1D.DEAEC620]

Click on Open For Update in the upper right corner
[cid:image008.jpg at 01D42F1D.DEAEC620]

Click YES
[cid:image010.jpg at 01D42F1D.DEAEC620]
Click on the General Information tab

[cid:image012.jpg at 01D42F1D.DEAEC620]

Change the Expiration date and Save
[cid:image014.jpg at 01D42F1D.DEAEC620]

Xinhang Hu
Bellevue College Library

“The library is the temple of learning, and learning has liberated more people than all the wars in history.”- Carl Thomas Rowan
? xhu at bellevuecollege.edu<mailto:xhu at bellevuecollege.edu> •425 564-2251 | 7 425 564-6186|• 3000 Landerholm Circle, SE, Mail Stop D260, Bellevue, WA 98007

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Thomas, Kirsti
Sent: Tuesday, August 7, 2018 7:31 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Internal versus External Student Patron

Oh shoot.  I forgot that Alma won’t let you change the expiration date on an external patron record.  I had thought you could.

Yeah, I don’t think Alma will let you change the due date after the fact if the patron expiration date is past.  It’ll let a Circulation Manager override a circ transaction at the time it’s happening, but that only checks out the item for a maximum of 1 day (and just to the end of the current day I think).

I’m trying to remember if you can change the due dates with a batch job.  We have a service department on campus that uses Alma to check out textbooks to students for the entire quarter.  We always have a problem at the start of the quarter with students who haven’t completed their registration yet not getting the full end-of-term loan period.  I only deal with this problem a few times a year, and I can’t remember if I use a job to update those due dates, or if I have to wait until the students’  registration has posted and their Alma records have updated to change the due dates manually.

Personally, I think if you have significant numbers of students who have to take off from one quarter to the next, and you allow community borrowers to check out materials anyways, then it’s reasonable to argue that switching all these accounts back and forth is so burdensome and costly in terms of staff time, that it’s better stewardship of state resources to maintain these records as student records and set the expiration dates for 1 quarter after the current quarter.

FWIW, there’s precedent for this with campus email and network accounts.  IT departments (at least Seattle Colleges IT departments) have learned that they can’t deactivate access to institutional email accounts immediately at the ends of quarters.  Email access is so vital for the advisors, student services staff, and  financial aid staff who have to communicate with students, whether they’re enrolled in the current quarter or not, that it has to be maintained.  If institutional email accounts don’t have to be deactivated at the ends of quarters, why not treat institutional library accounts the same way?

Kirsti S. Thomas
Library Technical Services Manager
Seattle Colleges
kirsti.thomas at seattlecolleges.edu<mailto:kirsti.thomas at seattlecolleges.edu>

From: Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu] On Behalf Of Tammy Siebenberg
Sent: Tuesday, August 07, 2018 12:04
To: 'WACTCLC Alma Discussion' <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Internal versus External Student Patron

Thank you George, Wade, and Kirsti for your feedback.  When we load student records, their expiration and purge dates are set to the last day of the quarter for which they are enrolled.  Those dates cannot be changed in the patron record as long as it is for an external patron.  When they are not enrolled, we toggle them to internal so we can change the expiration dates and check out books.  We don’t really need to change the user group.  If I check out a book to someone with an expired account, the due date is set to the checkout date.  I wonder if I would be able to modify the due date at that point?  If so, there would be no need to change the student record.  I suppose I could set the expiration and purge dates in the load program to sometime after the end of the quarter but I don’t want to if it can be avoided.

Tammy R. Siebenberg, MLIS
Director – Library & Media Services  
Yakima Valley College
509.574.4984
tsiebenberg at yvcc.edu<mailto:tsiebenberg at yvcc.edu>
yvcc.edu<http://yvcc.edu/>

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Thomas, Kirsti
Sent: Tuesday, August 7, 2018 10:11 AM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Internal versus External Student Patron

Hi Tammy,

One thought-- just because you change the user group on the record, that doesn't mean you have to change the user record from external to internal.  In fact, if the student has a campus email account that remains active in between quarters, you probably *don't* want to switch their account from external to internal as that would potentially prevent them from logging into Primo to check their library account (but only if you don't have social login configured.  If you have social login configured, would you also have to remember to set a different email as their primary email for the duration?).

If there's a good chance that the students will re-enroll in a later quarter, it may be easiest to simply change the user group (and maybe add a note to the patron record so you can pull a list of these if necessary).  If the student isn't enrolled in the current quarter, their record shouldn't be included in the daily SMS load-- assuming your IT staff is using the parameter to limit SMS extracts by quarter-- and it won't get overwritten.  When the student enrolls again, the daily patron load will automatically update their user group and expiration date.

If you have a note in the patron records where you've switched the user group from student to community, you can run a report every so often to find them. Then you can switch the record to internal if it's been some time and the individual hasn't re-enrolled after all.

Does that make sense?

Kirsti S. Thomas
Library Technical Services Manager
Seattle Colleges
kirsti.thomas at seattlecolleges.edu<mailto:kirsti.thomas at seattlecolleges.edu>

From: Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu] On Behalf Of Tammy Siebenberg
Sent: Monday, August 06, 2018 13:42
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: [Wactclc-alma] Internal versus External Student Patron

If you have an internal patron who is then loaded as an external patron with the same primary ID, is the internal patron record overwritten?

For example, a student enrolls fall quarter, but not winter.  During winter she wants to check out books, so we change her to an internal patron with community borrowing privileges (community user group) with the same primary ID.  If she then enrolls for spring quarter, does her new external SMS record overwrite the internal patron record?  Or do we have to manually change her to external and change her user group back to student?

Tammy

Tammy R. Siebenberg, MLIS
Director – Library & Media Services  
Yakima Valley College
509.574.4984
tsiebenberg at yvcc.edu<mailto:tsiebenberg at yvcc.edu>
yvcc.edu<http://yvcc.edu/>

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