Middlebury

Difference between revisions of "Add a patron to Millennium"

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== General guidelines for entering new borrowers  ==
 
== General guidelines for entering new borrowers  ==
  
*Weekly downloads of borrower records from Banner have greatly reduced the need for manual entry/edit of borrowersthough individual circumstances and borrowing needs may require manual changes in the data base<br>  
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*Weekly downloads of borrower records from Banner have greatly reduced the need for manual entry/edit of borrowersthough individual circumstances and borrowing needs may require manual changes in the data base<br>
*If the borrower has a Midd ID, MIIS ID, MMLA or a VCAL (Vermont Consortium of Academic Libraries) card, but is not in the system, please enter immediately, no form needed <br>  
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*If the borrower has a Midd ID, MIIS ID, MMLA or a VCAL (Vermont Consortium of Academic Libraries) card, but is not in the system, please enter immediately, no form needed <br>
*Visitors from other NExpress libraries will be in the system via the Inn-Reach visitor check-out function  
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*Visitors from other NExpress libraries will be in the system via the Inn-Reach visitor check-out function
*If the borrower does NOT have a Midd ID, MIIS ID, MMLA or a VCAL (Vermont Consortium of Academic Libraries)card, a completed web form is required<br>  
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*If the borrower does NOT have a Midd ID, MIIS ID, MMLA or a VCAL (Vermont Consortium of Academic Libraries)card, a completed web form is required<br>
*Web form - submitting web form verifies that user agrees to all borrowing policies  
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*Web form - submitting web form verifies that user agrees to all borrowing policies
*Web form application for borrowing is automatically sent to the Lib Circ mailbox<br>  
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*Web form application for borrowing is automatically sent to the Lib Circ mailbox<br>
*There is a 7-day wait to process guest applications<br>  
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*There is a 7-day wait to process guest applications<br>
*Applications are processed weekdays at the Davis Family Library<br>  
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*Applications are processed weekdays at the Davis Family Library<br>
*Davis Family Circ staff create a library card and account; step by step directions listed below<br>  
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*Davis Family Circ staff create a library card and account; step by step directions listed below<br>
*When filing completed cards, attach a note/sticky to the card; include borrower's name (and name of faculty if a proxy card); your initials and date created and amount of fee due<br>  
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*When filing completed cards, attach a note/sticky to the card; include borrower's name (and name of faculty if a proxy card); your initials and date created and amount of fee due<br>
*Borrower patron codes are listed in Mill Circ - Admin - Parameters - Circ - Patron Type (or – double click in field to view ptype options)<br>  
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*Borrower patron codes are listed in Mill Circ - Admin - Parameters - Circ - Patron Type (or – double click in field to view ptype options)<br>
*Email is required for library notices and courtesy notices; email can be updated by borrower in My Midcat; enter carefully to avoid errors; we use email only for library business  
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*Email is required for library notices and courtesy notices; email can be updated by borrower in My Midcat; enter carefully to avoid errors; we use email only for library business
*Daily - check mailbox for pending applications<br>  
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*Daily - check mailbox for pending applications<br>
*Weekly - check mailbox for applications that require follow-up; refer to Manager as needed<br>  
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*Weekly - check mailbox for applications that require follow-up; refer to Manager as needed<br>
*Monthly - review all new records created during previous month for consistency, accuracy, ptype, etc. (Mill Report)  
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*Monthly - review all new records created during previous month for consistency, accuracy, ptype, etc. (Mill Report)
*Annually - check card file; view records for cards awaiting pick-up in Mill Circ: delete records for cards never picked up (card and barcode can be reused) <br>  
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*Annually - check card file; view records for cards awaiting pick-up in Mill Circ: delete records for cards never picked up (card and barcode can be reused) <br>
 
*Refer borrowing privileges questions, concerns and requests to the Circulation Services Manager <br>
 
*Refer borrowing privileges questions, concerns and requests to the Circulation Services Manager <br>
  
<br>  
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<br>
  
 
== Adding a new borrower  ==
 
== Adding a new borrower  ==
  
'''Before adding a new borrower double check that the borrower is not in the system.''''''<br>'''  
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'''Before adding a new borrower double check that the borrower is not in the system.''''''<br>'''
  
'''Search by:'''  
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'''Search by:'''
  
*First name (may have been transposed when previously entered)  
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*First name (may have been transposed when previously entered)
*Last name  
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*Last name
*ID number  
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*ID number
*Check previous borrowing history (check notes/messages on account if in system)  
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*Check previous borrowing history (check notes/messages on account if in system)
*Guest accounts with "overdue guest" status must see the Manager - messages/notes should document history<br>  
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*Guest accounts with "overdue guest" status must see the Manager - messages/notes should document history<br>
 
*If already in the borrower data base - edit as needed to update borrower information<br>
 
*If already in the borrower data base - edit as needed to update borrower information<br>
  
<br> '''*To add or edit:'''  
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<br> '''*To add or edit:'''
  
*Mill Circ: Circ Desk mode – click on “NEW” icon <br>  
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*Mill Circ: Circ Desk mode – click on “NEW” icon <br>
*Enter data as prompted for each borrower group  
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*Enter data as prompted for each borrower group
*Click next when ready to move on  
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*Click next when ready to move on
*If you make a mistake, make a note of it and edit after you have finished  
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*If you make a mistake, make a note of it and edit after you have finished
*Use correct capitalization and punctuation  
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*Use correct capitalization and punctuation
*A monthly report is generated to check manually entered records for accuracy and consistency  
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*A monthly report is generated to check manually entered records for accuracy and consistency
 
*If not sure what to enter in each field, please refer to Manager
 
*If not sure what to enter in each field, please refer to Manager
  
Required fields  
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Required fields
  
*Expiration date<br>  
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*Expiration date<br>
*Ptype<br>  
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*Ptype<br>
*Name - Last, First<br>  
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*Name - Last, First<br>
*Email<br>  
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*Email<br>
*Address<br>  
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*Address<br>
*Barcode - in place of unique ID for guests<br>  
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*Barcode - in place of unique ID for guests<br>
*Unique ID - required for authentication<br>  
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*Unique ID - required for authentication<br>
*Telephone - XXX-XXX-XXXX (enter dash between numbers)<br>  
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*Telephone - XXX-XXX-XXXX (enter dash between numbers)<br>
 
*Note field - include the date and your initials on each note<br>
 
*Note field - include the date and your initials on each note<br>
  
Before saving  
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Before saving
  
*Check all entries for accuracy and make any necessary edits  
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*Check all entries for accuracy and make any necessary edits
*Insert other fields as needed<br>  
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*Insert other fields as needed<br>
 
*Middlebury College students, staff and faculty: Enter their username for ILL/Nexpress requests
 
*Middlebury College students, staff and faculty: Enter their username for ILL/Nexpress requests
  
Save/close! <br>  
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Save/close! <br>
  
System adds a “manually added patron” note to the record automatically; used to create a monthly report - checked monthly to ensure quality and consistency of borrower records<br>  
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System adds a “manually added patron” note to the record automatically; used to create a monthly report - checked monthly to ensure quality and consistency of borrower records<br>
  
 
=== Middlebury Staff, Students and Faculty; spouse/partners (Midd ID)  ===
 
=== Middlebury Staff, Students and Faculty; spouse/partners (Midd ID)  ===
  
Verify status and contact information in College&nbsp;Directory  
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Verify status and contact information in College&nbsp;Directory
  
Retired staff/faculty are eligible for courtesy borrowing privileges with same privileges as when staff/faculty <br>  
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Retired staff/faculty are eligible for courtesy borrowing privileges with same privileges as when staff/faculty <br>
  
 
*Expiration date
 
*Expiration date
  
Students: 5/31/20XX; XX = Year of graduation;<br>  
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Students: 5/31/20XX; XX = Year of graduation;<br>
  
Exchange student: Date of departure - Usually end of term or academic year<br>  
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Exchange student: Date of departure - Usually end of term or academic year<br>
  
AY Faculty&nbsp; - No expiration date (unless there is an end date to employment/dration of visit)<br>  
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AY Faculty&nbsp; - No expiration date (unless there is an end date to employment/dration of visit)<br>
  
Faculty Teaching Assistants: 5/31/20XX; XX = end of academic year<br>  
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Faculty Teaching Assistants: 5/31/20XX; XX = end of academic year<br>
  
WT Faculty - End of winter term; when WT ends may extend borrowing through Summer Term as a courtesy guest (ptype 107); set date for 9/30/20XX; replace college address and email with home contact info (may teach next WT); edit note field "Winter Term faculty 20XX" and current status - ie alum'XX or guest courtesy <span style="display: none;" id="1276691557750E">&nbsp;</span><br>  
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WT Faculty - End of winter term; when WT ends may extend borrowing through Summer Term as a courtesy guest (ptype 107); set date for 9/30/20XX; replace college address and email with home contact info (may teach next WT); edit note field "Winter Term faculty 20XX" and current status - ie alum'XX or guest courtesy <span style="display: none;" id="1276691557750E">&nbsp;</span><br>
  
Applied Music Faculty: 5/31/20XX; XX = End of academic year  
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Applied Music Faculty: 5/31/20XX; XX = End of academic year
  
Emeritus, retired Faculty&nbsp; - No expiration date  
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Emeritus, retired Faculty&nbsp; - No expiration date
  
Staff, retired staff - No expiration date  
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Staff, retired staff - No expiration date
  
Spouse/partner - No expiration date  
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Spouse/partner - No expiration date
  
Summer faculty, students, families: 9/1/20XX; XX = current year  
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Summer faculty, students, families: 9/1/20XX; XX = current year
  
Summer faculty (student) researchers - end of employment date (may not be issued Midd ID, card issued by Circ, but needs student privileges, or faculty proxy) <br>  
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Summer faculty (student) researchers - end of employment date (may not be issued Midd ID, card issued by Circ, but needs student privileges, or faculty proxy) <br>
  
Visiting faculty - exp date matches employment period/time on campus<br>  
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Visiting faculty - exp date matches employment period/time on campus<br>
  
MMLA faculty<br>  
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MMLA faculty<br>
  
 
*Patron type (change College admin staff to faculty as needed to access collections, loan periods)<br>
 
*Patron type (change College admin staff to faculty as needed to access collections, loan periods)<br>
  
Students: 1 - 10<br>  
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Students: 1 - 10<br>
  
Faculty: 50 - 60<br>  
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Faculty: 50 - 60<br>
  
Proxy: 57<br>  
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Proxy: 57<br>
  
Staff: 80 - 83<br>  
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Staff: 80 - 83<br>
  
Summer: 121 – 124, 155, 160 <br>  
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Summer: 121 – 124, 155, 160 <br>
  
 
*Name<br>
 
*Name<br>
  
Last, First<br>  
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Last, First<br>
  
 
*Email <br>
 
*Email <br>
  
Verify correct email; using Midd mail or another email?<br>  
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Verify correct email; using Midd mail or another email?<br>
  
Please recommend (especially to summer borrowers) that they forward email to their other email account if they do not intend to use the Midd account; or enter other preferred email; can be updated by borrower in My Midcat to email of their choice <br>  
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Please recommend (especially to summer borrowers) that they forward email to their other email account if they do not intend to use the Midd account; or enter other preferred email; can be updated by borrower in My Midcat to email of their choice <br>
  
 
*Address information
 
*Address information
  
Students - Campus Box Number<br>  
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Students - Campus Box Number<br>
  
Faculty, Staff and Proxy - Campus address<br>  
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Faculty, Staff and Proxy - Campus address<br>
  
Summer - Campus address <br>  
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Summer - Campus address <br>
  
 
*Barcode
 
*Barcode
  
Students, Faculty; Staff, and Summer ptypes with Midd ID: Enter 6-digit ID number (no leading zeroes) <br>  
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Students, Faculty; Staff, and Summer ptypes with Midd ID: Enter 6-digit ID number (no leading zeroes) <br>
  
 
*Unique ID (NOTE: you will be alerted if there is a duplicate record found with a match on the ID number)
 
*Unique ID (NOTE: you will be alerted if there is a duplicate record found with a match on the ID number)
  
Students, Faculty; Staff, and Summer ptypes with Midd ID: Enter 6-digit ID number (no leading zeroes)<br>  
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Students, Faculty; Staff, and Summer ptypes with Midd ID: Enter 6-digit ID number (no leading zeroes)<br>
  
 
*Telephone: XXX-XXX-XXXX (enter dash between numbers)
 
*Telephone: XXX-XXX-XXXX (enter dash between numbers)
  
Students, Faculty; Staff, and Summer: Not required<br>  
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Students, Faculty; Staff, and Summer: Not required<br>
  
 
*Borrower Note (add date and your initials ot all notes)<br>
 
*Borrower Note (add date and your initials ot all notes)<br>
  
Students, Faculty; Staff, and Summer - no note required <br>  
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Students, Faculty; Staff, and Summer - no note required <br>
  
Winter Term faculty - enter "winter term faculty 20XX"<br>  
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Winter Term faculty - enter "winter term faculty 20XX"<br>
  
Spouse/partner - Enter name of spouse/partner "Spouse/partner of staff/faculty member X" <br>  
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Spouse/partner - Enter name of spouse/partner "Spouse/partner of staff/faculty member X" <br>
  
MMLA - enter "Middlebury-Monterey Language Academy"<br>  
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MMLA - enter "Middlebury-Monterey Language Academy"<br>
  
Summer student researcher - enter sponsoring faculty member in note field<br>  
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Summer student researcher - enter sponsoring faculty member in note field<br>
  
 
=== '''Faculty Proxy accounts'''  ===
 
=== '''Faculty Proxy accounts'''  ===
  
General  
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General
  
*[http://www.middlebury.edu/academics/lib/forms/node/257930 Web form]  
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*[http://www.middlebury.edu/academics/lib/forms/node/257930 Web form]
*Verify contact information in College Directory  
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*Verify contact information in College Directory
*Departmental Proxy cards - include name of Dept and names of all faculty members; 1 faculty member designated primary contact  
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*Departmental Proxy cards - include name of Dept and names of all faculty members; 1 faculty member designated primary contact
*Merge or clear expired accounts periodically  
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*Merge or clear expired accounts periodically
*ILL - refer to ILL for ILL proxy borrowing  
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*ILL - refer to ILL for ILL proxy borrowing
*NExpress - proxy is NOT possible for NExpress (requires authentication)  
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*NExpress - proxy is NOT possible for NExpress (requires authentication)
 
*Refer to Helpdesk for departmental copy, print account information/questions
 
*Refer to Helpdesk for departmental copy, print account information/questions
  
How to enter<br>  
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How to enter<br>
  
*Expiration date: As requested by faculty on application; exp. date on account matches application  
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*Expiration date: As requested by faculty on application; exp. date on account matches application
*Ptype: 57 - Faculty Proxy  
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*Ptype: 57 - Faculty Proxy
*Name - Last, First of faculty  
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*Name - Last, First of faculty
*Email - faculty email  
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*Email - faculty email
*Address - faculty Campus address  
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*Address - faculty Campus address
*Barcode - scan/enter barcode on library card  
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*Barcode - scan/enter barcode on library card
*Unique ID - enter barcode on library card  
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*Unique ID - enter barcode on library card
 
*Note field - name of research assistant/proxy "Research Assistant X may borrow on behalf of faculty X" through X date"
 
*Note field - name of research assistant/proxy "Research Assistant X may borrow on behalf of faculty X" through X date"
  
 
=== Guest Borrowers - general<br>  ===
 
=== Guest Borrowers - general<br>  ===
  
[http://www.middlebury.edu/academics/lib/forms/node/46981 Guest borrower application]  
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[http://www.middlebury.edu/academics/lib/forms/node/46981 Guest borrower application]
  
Guest Borrowers: (need to fill out an application; we create a library card; have no Midd ID)  
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Guest Borrowers: (need to fill out an application; we create a library card; have no Midd ID)
  
*If the borrower does not have a Midd ID, MIIS ID or a VCAL (Vermont Consortium of Academic Libraries) card, a web application is required  
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*If the borrower does not have a Midd ID, MIIS ID or a VCAL (Vermont Consortium of Academic Libraries) card, a web application is required
*We do not have any active reciprocal agreements for students at other VT institutions; please refer students to their home institution ILL for borrowing Midd materials  
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*We do not have any active reciprocal agreements for students at other VT institutions; please refer students to their home institution ILL for borrowing Midd materials
*All others need to complete a guest borrower web application  
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*All others need to complete a guest borrower web application
*Auditors of classes taught at Middlebury must apply and be eligible for a guest borrower card to access class resources; auditing a class does not automatically grant borrowing privileges  
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*Auditors of classes taught at Middlebury must apply and be eligible for a guest borrower card to access class resources; auditing a class does not automatically grant borrowing privileges
 
*Please refer to info on the web site - Guest Borrower Guidelines<br>
 
*Please refer to info on the web site - Guest Borrower Guidelines<br>
  
 
=== '''Courtesy College Midd ID Cards - issued/approved by HR or Old Chapel'''  ===
 
=== '''Courtesy College Midd ID Cards - issued/approved by HR or Old Chapel'''  ===
  
*May need to be entered manually on a case by case basis<br>  
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*May need to be entered manually on a case by case basis<br>
*Enter in Mill Circ as Courtesy Guest if "courtesy" printed on the card<br>  
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*Enter in Mill Circ as Courtesy Guest if "courtesy" printed on the card<br>
*Enter as visiting faculty if "courtesy or visiting faculty" printed on the card<br>  
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*Enter as visiting faculty if "courtesy or visiting faculty" printed on the card<br>
*Please refer courtesy guest privileges questions to the Circ Services Manager<br>  
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*Please refer courtesy guest privileges questions to the Circ Services Manager<br>
*HR and Old Chapel may issue different categories of courtesy Midd ID's (if a card is issued, enter as courtesy guest ptype)<br>  
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*HR and Old Chapel may issue different categories of courtesy Midd ID's (if a card is issued, enter as courtesy guest ptype)<br>
*Local residents issued courtesy College ID - includes but is not limited to local physicians, special guests of the college<br>  
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*Local residents issued courtesy College ID - includes but is not limited to local physicians, special guests of the college<br>
 
*Courtesy Guest - enter "Courtesy Guest; X"; where X=relevant qualifying info <br>
 
*Courtesy Guest - enter "Courtesy Guest; X"; where X=relevant qualifying info <br>
  
 
=== '''Alums''' (Midd ID)  ===
 
=== '''Alums''' (Midd ID)  ===
  
*Alums do not need to fill out a form - refer to PS for Alum ID as needed  
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*Alums do not need to fill out a form - refer to PS for Alum ID as needed
 
*May use their Student ID if recent graduate and still in the database
 
*May use their Student ID if recent graduate and still in the database
  
*Expiration date - none  
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*Expiration date - none
*Ptype - 100  
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*Ptype - 100
*Name - Last, First  
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*Name - Last, First
*Email - current email; using Midd email?  
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*Email - current email; using Midd email?
*Address - home address  
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*Address - home address
*Barcode - scan/enter barcode on library card (if unique ID number not imbedded in Midd Alum ID)  
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*Barcode - scan/enter barcode on library card (if unique ID number not imbedded in Midd Alum ID)
*Unique ID - ID number on Alum Card in unique ID&nbsp;field<br>  
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*Unique ID - ID number on Alum Card in unique ID&nbsp;field<br>
 
*Note field - alum year "Alum 'XX"
 
*Note field - alum year "Alum 'XX"
  
Recent graduates working on campus the summer after graduation  
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Recent graduates working on campus the summer after graduation
  
*Extend due date as needed. It's OK to leave patron type as senior over the summer;&nbsp; verify email address, phone, add home address info. etc.  
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*Extend due date as needed. It's OK to leave patron type as senior over the summer;&nbsp; verify email address, phone, add home address info. etc.
*If changed to alum ptype, no exp. date needed<br>  
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*If changed to alum ptype, no exp. date needed<br>
 
*If they have an alum ID card, and are not working on campus, but are staying in the area, change patron type, and leave expiration date blank, add home address info, update email etc. as with all alums<br>
 
*If they have an alum ID card, and are not working on campus, but are staying in the area, change patron type, and leave expiration date blank, add home address info, update email etc. as with all alums<br>
  
Alums here for reunion weekend  
+
Alums here for reunion weekend
  
 
*Add as needed to allow borrowing<br>
 
*Add as needed to allow borrowing<br>
Line 225: Line 225:
 
=== '''Friends of the Library'''  ===
 
=== '''Friends of the Library'''  ===
  
*Verify membership with Special Collections<br>  
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*Verify membership with Special Collections<br>
*Borrower must fill out and submit web application<br>  
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*Borrower must fill out and submit web application<br>
 
*Regular loan/borrower guest policies apply<br>
 
*Regular loan/borrower guest policies apply<br>
  
 
=== '''Dependent of benefits eligible faculty/staff member''' <br>  ===
 
=== '''Dependent of benefits eligible faculty/staff member''' <br>  ===
  
*Applies to academic year dependents who are not issued ID&nbsp;cards  
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*Applies to academic year dependents who are not issued ID&nbsp;cards
*Parent/guardian completes and submits web form/application<br>  
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*Parent/guardian completes and submits web form/application<br>
*Parent/guardian assumes responsibility for all materials checked out on their dependent's account<br>  
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*Parent/guardian assumes responsibility for all materials checked out on their dependent's account<br>
*Expiration date - match parent/guardian<br>  
+
*Expiration date - match parent/guardian<br>
*Ptype - 102<br>  
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*Ptype - 102<br>
*Name - Last, First<br>  
+
*Name - Last, First<br>
*Email - parent/guardian<br>  
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*Email - parent/guardian<br>
*Address - home address of parent<br>  
+
*Address - home address of parent<br>
*Barcode - <br>  
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*Barcode - <br>
*Unique ID - parent/guardian<br>  
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*Unique ID - parent/guardian<br>
*Telephone - XXX-XXX-XXXX (enter dash between numbers)<br>  
+
*Telephone - XXX-XXX-XXXX (enter dash between numbers)<br>
 +
*Note field -&nbsp; "dependent of X faculty/staff member"<br>
 +
 
 +
=== '''LS Families''' ===
 +
*Applies spouses or dependents of LS faculty or staff
 +
*Parent fills out web application
 +
*create account in Millennium the same as any guest borrower
 +
*ptype = 120
 
*Note field -&nbsp; "dependent of X faculty/staff member"<br>
 
*Note field -&nbsp; "dependent of X faculty/staff member"<br>
  
 
=== '''Addison County Educator Courtesy Cards:'''  ===
 
=== '''Addison County Educator Courtesy Cards:'''  ===
  
At the beginning of every Fall semester:  
+
At the beginning of every Fall semester:
  
*Email the Education Studies Coordinator to request a list of participating schools/teachers eligible for educator courtesy cards.<br>  
+
*Email the Education Studies Coordinator to request a list of participating schools/teachers eligible for educator courtesy cards.<br>
*List of eligible participants is kept on the borrower applications clipboard<br>  
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*List of eligible participants is kept on the borrower applications clipboard<br>
 
*Questions about eligibility? Refer borrower to the Director of the Education Studies Program<br>
 
*Questions about eligibility? Refer borrower to the Director of the Education Studies Program<br>
  
Participating schools - list of eligible educators is verified annually by Education Studies Department:<br>  
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Participating schools - list of eligible educators is verified annually by Education Studies Department:<br>
  
*ACSU (Middlebury, Weybridge, Cornwall, Shoreham, Salisbury, Bridport, Ripton)<br>  
+
*ACSU (Middlebury, Weybridge, Cornwall, Shoreham, Salisbury, Bridport, Ripton)<br>
*ANESU (Bristol, Lincoln, Monkton, New Haven, Starksboro)<br>  
+
*ANESU (Bristol, Lincoln, Monkton, New Haven, Starksboro)<br>
*ANWSU (Vergennes, Addison, Panton, Ferrisburgh, Waltham)<br>  
+
*ANWSU (Vergennes, Addison, Panton, Ferrisburgh, Waltham)<br>
 
*Private Schools: Gailer School?<br>
 
*Private Schools: Gailer School?<br>
  
*Expiration date - 9/30/20XX; XX = next academic year  
+
*Expiration date - 9/30/20XX; XX = next academic year
*&nbsp;Ptype  
+
*&nbsp;Ptype
*Name - Last, First  
+
*Name - Last, First
*Email  
+
*Email
*Address  
+
*Address
*Barcode  
+
*Barcode
*Telephone - XXX-XXX-XXXX (enter dash between numbers)  
+
*Telephone - XXX-XXX-XXXX (enter dash between numbers)
 
*Note field - Educator courtesy - Enter name of school "Faculty at X School" <br>
 
*Note field - Educator courtesy - Enter name of school "Faculty at X School" <br>
  
 
=== '''VCAL - Vermont Consortium of Academic Libraries'''  ===
 
=== '''VCAL - Vermont Consortium of Academic Libraries'''  ===
  
'''[http://www.vermontlibraries.org/vcal www.vermontlibraries.org/vcal]'''<br>  
+
'''[http://www.vermontlibraries.org/vcal www.vermontlibraries.org/vcal]'''<br>
  
[http://www.vermontlibraries.org/vcal/vcal-circulation VCAL Faculty Reciprocal Borrowing Authorization Form]<br>  
+
[http://www.vermontlibraries.org/vcal/vcal-circulation VCAL Faculty Reciprocal Borrowing Authorization Form]<br>
  
Guest borrowing cards are issued during weekdays at the Davis Family Circulation Desk<br>  
+
Guest borrowing cards are issued during weekdays at the Davis Family Circulation Desk<br>
  
*Expiration date - duration of the academic year; or 1 semester; max 1 year; as specified on VCAL application form/card; home library authorizes borrowing privileges  
+
*Expiration date - duration of the academic year; or 1 semester; max 1 year; as specified on VCAL application form/card; home library authorizes borrowing privileges
*Ptype - 102  
+
*Ptype - 102
*Name - Last, First  
+
*Name - Last, First
*Email - required - as with all other guests  
+
*Email - required - as with all other guests
*Address - home institution address AND home address  
+
*Address - home institution address AND home address
*Barcode - attach and scan barcode <br>  
+
*Barcode - attach and scan barcode <br>
*Unique ID - enter faculty home institution ID number  
+
*Unique ID - enter faculty home institution ID number
 
*Note field - enter name of institution "VCAL Faculty at X college/university, reciprocal borrowing"<br>
 
*Note field - enter name of institution "VCAL Faculty at X college/university, reciprocal borrowing"<br>
  
General:  
+
General:
  
*Forms can be downloaded from the VCAL website or completed online and then printed out  
+
*Forms can be downloaded from the VCAL website or completed online and then printed out
*Faculty need to complete web form: name, home address, phone, email, name and signature of home institution, ID number from home institution; then print, sign and date form - this will authorize borrowing at any participating institutions <br>  
+
*Faculty need to complete web form: name, home address, phone, email, name and signature of home institution, ID number from home institution; then print, sign and date form - this will authorize borrowing at any participating institutions <br>
*Extra forms are available in the Davis Family Circ Desk forms file drawer  
+
*Extra forms are available in the Davis Family Circ Desk forms file drawer
*Faculty need to read agreement, date and sign  
+
*Faculty need to read agreement, date and sign
*Circ staff of home institution date and sign form, and issue card to authorize borrowing for their faculty at other VT institutions<br>  
+
*Circ staff of home institution date and sign form, and issue card to authorize borrowing for their faculty at other VT institutions<br>
*Circ staff at each institution create the borrowing records for faculty from other VT institutions when presented with form and/or VCAL&nbsp;card, and ID from home institution<br>  
+
*Circ staff at each institution create the borrowing records for faculty from other VT institutions when presented with form and/or VCAL&nbsp;card, and ID from home institution<br>
 
*Authorization is good for up to one academic year; this authorization expires on May 30th of the academic year issued<br>
 
*Authorization is good for up to one academic year; this authorization expires on May 30th of the academic year issued<br>
  
VCAL borrowing privileges for Midd faculty  
+
VCAL borrowing privileges for Midd faculty
  
*Home institution issues card and signs form<br>  
+
*Home institution issues card and signs form<br>
*Process form/card at Davis Family Library Circ Desk<br>  
+
*Process form/card at Davis Family Library Circ Desk<br>
*Midd Faculty need to complete form: name, home address, phone, email, name and signature of home institution, ID number from home institution; then print, sign and date form - this will authorize borrowing at any participating institutions  
+
*Midd Faculty need to complete form: name, home address, phone, email, name and signature of home institution, ID number from home institution; then print, sign and date form - this will authorize borrowing at any participating institutions
*Circ staff need to complete and sign the home library section on the form<br>  
+
*Circ staff need to complete and sign the home library section on the form<br>
*Attach expiration sticker to back of card (under vcal web address) and give VCAL card and authorization form to faculty (the same form can be used at any participating college)<br>  
+
*Attach expiration sticker to back of card (under vcal web address) and give VCAL card and authorization form to faculty (the same form can be used at any participating college)<br>
*Cards are valid for 1 semester or 1 full academic year; check faculty's Midd record for expiration date to determine length of VCAL borrowing privileges (departing and visitng faculty may not be eligible for full academic year privileges)<br>  
+
*Cards are valid for 1 semester or 1 full academic year; check faculty's Midd record for expiration date to determine length of VCAL borrowing privileges (departing and visitng faculty may not be eligible for full academic year privileges)<br>
*Note - Midd faculty need to present the VCAL card AND their Midd ID to the lending library - it is required for setting up borrowing privileges at participating institutions<br>  
+
*Note - Midd faculty need to present the VCAL card AND their Midd ID to the lending library - it is required for setting up borrowing privileges at participating institutions<br>
*Insert "VCAL" note in borrower record <br>  
+
*Insert "VCAL" note in borrower record <br>
 
*VCAL note in account is used to gather usage stats<br>
 
*VCAL note in account is used to gather usage stats<br>
  
VCAL borrowing privileges issued TO visiting faculty from participating institutions  
+
VCAL borrowing privileges issued TO visiting faculty from participating institutions
  
*Home institution issues card and signs form<br>  
+
*Home institution issues card and signs form<br>
*Process form/card at Davis Family Library Circ Desk<br>  
+
*Process form/card at Davis Family Library Circ Desk<br>
*Visiting faculty member from participating institution presents a VCAL card and a valid ID from their home institution (with valid expiration date sticker on back) and may also present the form from their home institution (give the fom back to the visiting faculty member)<br>  
+
*Visiting faculty member from participating institution presents a VCAL card and a valid ID from their home institution (with valid expiration date sticker on back) and may also present the form from their home institution (give the fom back to the visiting faculty member)<br>
*Attach Midd barcode to the VCAL card (place sticker above the web address on the back of the card, ensuring that there is room for other institutions to add their barcodes if faculty use reciprocal privileges at other institutions (see sample VCAL card)<br>  
+
*Attach Midd barcode to the VCAL card (place sticker above the web address on the back of the card, ensuring that there is room for other institutions to add their barcodes if faculty use reciprocal privileges at other institutions (see sample VCAL card)<br>
*Enter borrower information into data base<br>  
+
*Enter borrower information into data base<br>
*If they have a card and no form, assume that they have been authorized; will still need contact info to create account in system<br>  
+
*If they have a card and no form, assume that they have been authorized; will still need contact info to create account in system<br>
 
*VCAL ptype is used to gather usage stats<br>
 
*VCAL ptype is used to gather usage stats<br>
  
VCAL Guidelines - individual institutions may establish their own specific loan periods and borrowing guidelines<br>  
+
VCAL Guidelines - individual institutions may establish their own specific loan periods and borrowing guidelines<br>
  
*Eligibility status is determined by home institution (may include adimistrative staff who teach/do research)<br>  
+
*Eligibility status is determined by home institution (may include adimistrative staff who teach/do research)<br>
*Midd faculty members in good standing are eligible for guest borrowing at participating institutions <br>  
+
*Midd faculty members in good standing are eligible for guest borrowing at participating institutions <br>
*There is no reciprocal student and staff borrowing agreement; we recommend that students and staff utilize ILL at their home institution<br>  
+
*There is no reciprocal student and staff borrowing agreement; we recommend that students and staff utilize ILL at their home institution<br>
*Faculty at Vermont Consortium of Academic Libraries (VCAL) member institutions are eligible to receive guest borrowing privileges at participating institutions<br>  
+
*Faculty at Vermont Consortium of Academic Libraries (VCAL) member institutions are eligible to receive guest borrowing privileges at participating institutions<br>
*Faculty complete a form (link to form listed above and on VCAL&nbsp;site) and are issued a VCAL card at the home institution<br>  
+
*Faculty complete a form (link to form listed above and on VCAL&nbsp;site) and are issued a VCAL card at the home institution<br>
*All candidates for reciprocal borrowing privileges must present a valid institutional ID from their home library, a VCAL card with a valid expiration date sticker and optionally a completed ‘Vermont Consortium of Academic Libraries, Faculty Reciprocal Borrowing Authorization" form issued by their home library; the VCAL form shall have an authorized signature from the home library  
+
*All candidates for reciprocal borrowing privileges must present a valid institutional ID from their home library, a VCAL card with a valid expiration date sticker and optionally a completed ‘Vermont Consortium of Academic Libraries, Faculty Reciprocal Borrowing Authorization" form issued by their home library; the VCAL form shall have an authorized signature from the home library
*Reciprocal borrowing is limited to a maximum of 10 books from the general circulating collections<br>  
+
*Reciprocal borrowing is limited to a maximum of 10 books from the general circulating collections<br>
*Borrowing guidelines are determined by the lending institution; Midd faculty must adhere to policies of the lending institution<br>  
+
*Borrowing guidelines are determined by the lending institution; Midd faculty must adhere to policies of the lending institution<br>
*Materials are subject to recall by the lending institution<br>  
+
*Materials are subject to recall by the lending institution<br>
*The home library of the borrower shall be ultimately held responsible for the payment of lost or unreturned item fees, as determined by the lending library<br>  
+
*The home library of the borrower shall be ultimately held responsible for the payment of lost or unreturned item fees, as determined by the lending library<br>
*The borrower assumes responsibility for replacement of any lost materials <br>  
+
*The borrower assumes responsibility for replacement of any lost materials <br>
*The expectation is that borrowers will return materials to the lending library; libraries will return materials via interlibrary loan as needed (eg if materials are returned to the borrower's home library in error)<br>  
+
*The expectation is that borrowers will return materials to the lending library; libraries will return materials via interlibrary loan as needed (eg if materials are returned to the borrower's home library in error)<br>
*Stats will be gathered annually: number of cards activated (Midd faculty); number of circs (by VCAL visiting faculty); number of external users (number of VCAL visiting faculty)<br>  
+
*Stats will be gathered annually: number of cards activated (Midd faculty); number of circs (by VCAL visiting faculty); number of external users (number of VCAL visiting faculty)<br>
 
*Home institution will be recorded in the note field of the borrower account<br>
 
*Home institution will be recorded in the note field of the borrower account<br>
  
Refer unresolved questions about reciprocal faculty borrowing to the Circulation Manager<br>  
+
Refer unresolved questions about reciprocal faculty borrowing to the Circulation Manager<br>
  
 
=== '''Vermont Residents needing access to the Government Documents collection'''  ===
 
=== '''Vermont Residents needing access to the Government Documents collection'''  ===
Line 342: Line 349:
 
=== '''Auditors of classes at Middlebury College'''  ===
 
=== '''Auditors of classes at Middlebury College'''  ===
  
*Ptype 103  
+
*Ptype 103
 
*Must present a letter or other proof that they are actually in the class
 
*Must present a letter or other proof that they are actually in the class
*Expiration date = end of current semester  
+
*Expiration date = end of current semester
 
*No charge for card
 
*No charge for card
  
 
=== '''Addison County High School students taking a course at Middlebury College <br>'''  ===
 
=== '''Addison County High School students taking a course at Middlebury College <br>'''  ===
  
At the beginning of every Fall and Spring semester:  
+
At the beginning of every Fall and Spring semester:
  
 
*Email Registrar's Office for a list of high school students taking a course at Middlebury, eligible for a courtesy borrowing card for the semester that they are taking the class<br>
 
*Email Registrar's Office for a list of high school students taking a course at Middlebury, eligible for a courtesy borrowing card for the semester that they are taking the class<br>
  
*Ptype 103 - auditor of classes  
+
*Ptype 103 - auditor of classes
*Expiration date = end of current semester  
+
*Expiration date = end of current semester
 
*Create guest cards for everyone on the list, store them in the guest borrowers drawer, to be picked up when patrons show up at the desk.
 
*Create guest cards for everyone on the list, store them in the guest borrowers drawer, to be picked up when patrons show up at the desk.
 
*No charge for card<br>
 
*No charge for card<br>
Line 360: Line 367:
 
=== Others by application to the Circulation Services Manager  ===
 
=== Others by application to the Circulation Services Manager  ===
  
Includes but is not limited to:  
+
Includes but is not limited to:
  
*Local non-Addison County resident  
+
*Local non-Addison County resident
*visiting faculty from non-reciprocal institutions  
+
*visiting faculty from non-reciprocal institutions
*MMLA faculty may be in the data base, but are not issued a Midd ID; please create a library card, and add a barcode field to the record; update contact info - phone, email, addresss etc. as needed<br>  
+
*MMLA faculty may be in the data base, but are not issued a Midd ID; please create a library card, and add a barcode field to the record; update contact info - phone, email, addresss etc. as needed<br>
 
*Summer student researchers may be in the borrower data base, but are not issued Midd ID's; please create a library card, and add a barcode field to the record; update contact info - phone, email, addresss etc. as needed<br>
 
*Summer student researchers may be in the borrower data base, but are not issued Midd ID's; please create a library card, and add a barcode field to the record; update contact info - phone, email, addresss etc. as needed<br>
  
 
=== Addison County Residents- Community Guest Borrower<br>  ===
 
=== Addison County Residents- Community Guest Borrower<br>  ===
  
*Must live in [http://en.wikipedia.org/wiki/Addison_County,_Vermont#Cities_and_towns Addison County]  
+
*Must live in [http://en.wikipedia.org/wiki/Addison_County,_Vermont#Cities_and_towns Addison County]
*Expiration date - usually 3 month or 1 year; last day of the month  
+
*Expiration date - usually 3 month or 1 year; last day of the month
*Patron type - 100 – 107; choose appropriate ptype based on type of guest borrower category  
+
*Patron type - 100 – 107; choose appropriate ptype based on type of guest borrower category
*Name - Last, First  
+
*Name - Last, First
*Email - required; we do not send paper library notices (we DO&nbsp;NOT share email - and we respect confidentiality and privacy)  
+
*Email - required; we do not send paper library notices (we DO&nbsp;NOT share email - and we respect confidentiality and privacy)
*Address - home address  
+
*Address - home address
*Barcode - scan/enter barcode attached to library card  
+
*Barcode - scan/enter barcode attached to library card
*Unique ID - do not enter a unique ID for guest borrowers  
+
*Unique ID - do not enter a unique ID for guest borrowers
*Telephone - required  
+
*Telephone - required
 
*Note field - "Community Guest Borrower"<br>
 
*Note field - "Community Guest Borrower"<br>
  
 
[[Category:Circulation procedures]]
 
[[Category:Circulation procedures]]

Revision as of 09:40, 30 May 2012

General guidelines for entering new borrowers

  • Weekly downloads of borrower records from Banner have greatly reduced the need for manual entry/edit of borrowersthough individual circumstances and borrowing needs may require manual changes in the data base
  • If the borrower has a Midd ID, MIIS ID, MMLA or a VCAL (Vermont Consortium of Academic Libraries) card, but is not in the system, please enter immediately, no form needed
  • Visitors from other NExpress libraries will be in the system via the Inn-Reach visitor check-out function
  • If the borrower does NOT have a Midd ID, MIIS ID, MMLA or a VCAL (Vermont Consortium of Academic Libraries)card, a completed web form is required
  • Web form - submitting web form verifies that user agrees to all borrowing policies
  • Web form application for borrowing is automatically sent to the Lib Circ mailbox
  • There is a 7-day wait to process guest applications
  • Applications are processed weekdays at the Davis Family Library
  • Davis Family Circ staff create a library card and account; step by step directions listed below
  • When filing completed cards, attach a note/sticky to the card; include borrower's name (and name of faculty if a proxy card); your initials and date created and amount of fee due
  • Borrower patron codes are listed in Mill Circ - Admin - Parameters - Circ - Patron Type (or – double click in field to view ptype options)
  • Email is required for library notices and courtesy notices; email can be updated by borrower in My Midcat; enter carefully to avoid errors; we use email only for library business
  • Daily - check mailbox for pending applications
  • Weekly - check mailbox for applications that require follow-up; refer to Manager as needed
  • Monthly - review all new records created during previous month for consistency, accuracy, ptype, etc. (Mill Report)
  • Annually - check card file; view records for cards awaiting pick-up in Mill Circ: delete records for cards never picked up (card and barcode can be reused)
  • Refer borrowing privileges questions, concerns and requests to the Circulation Services Manager


Adding a new borrower

'Before adding a new borrower double check that the borrower is not in the system.'

Search by:

  • First name (may have been transposed when previously entered)
  • Last name
  • ID number
  • Check previous borrowing history (check notes/messages on account if in system)
  • Guest accounts with "overdue guest" status must see the Manager - messages/notes should document history
  • If already in the borrower data base - edit as needed to update borrower information


*To add or edit:

  • Mill Circ: Circ Desk mode – click on “NEW” icon
  • Enter data as prompted for each borrower group
  • Click next when ready to move on
  • If you make a mistake, make a note of it and edit after you have finished
  • Use correct capitalization and punctuation
  • A monthly report is generated to check manually entered records for accuracy and consistency
  • If not sure what to enter in each field, please refer to Manager

Required fields

  • Expiration date
  • Ptype
  • Name - Last, First
  • Email
  • Address
  • Barcode - in place of unique ID for guests
  • Unique ID - required for authentication
  • Telephone - XXX-XXX-XXXX (enter dash between numbers)
  • Note field - include the date and your initials on each note

Before saving

  • Check all entries for accuracy and make any necessary edits
  • Insert other fields as needed
  • Middlebury College students, staff and faculty: Enter their username for ILL/Nexpress requests

Save/close!

System adds a “manually added patron” note to the record automatically; used to create a monthly report - checked monthly to ensure quality and consistency of borrower records

Middlebury Staff, Students and Faculty; spouse/partners (Midd ID)

Verify status and contact information in College Directory

Retired staff/faculty are eligible for courtesy borrowing privileges with same privileges as when staff/faculty

  • Expiration date

Students: 5/31/20XX; XX = Year of graduation;

Exchange student: Date of departure - Usually end of term or academic year

AY Faculty  - No expiration date (unless there is an end date to employment/dration of visit)

Faculty Teaching Assistants: 5/31/20XX; XX = end of academic year

WT Faculty - End of winter term; when WT ends may extend borrowing through Summer Term as a courtesy guest (ptype 107); set date for 9/30/20XX; replace college address and email with home contact info (may teach next WT); edit note field "Winter Term faculty 20XX" and current status - ie alum'XX or guest courtesy

Applied Music Faculty: 5/31/20XX; XX = End of academic year

Emeritus, retired Faculty  - No expiration date

Staff, retired staff - No expiration date

Spouse/partner - No expiration date

Summer faculty, students, families: 9/1/20XX; XX = current year

Summer faculty (student) researchers - end of employment date (may not be issued Midd ID, card issued by Circ, but needs student privileges, or faculty proxy)

Visiting faculty - exp date matches employment period/time on campus

MMLA faculty

  • Patron type (change College admin staff to faculty as needed to access collections, loan periods)

Students: 1 - 10

Faculty: 50 - 60

Proxy: 57

Staff: 80 - 83

Summer: 121 – 124, 155, 160

  • Name

Last, First

  • Email

Verify correct email; using Midd mail or another email?

Please recommend (especially to summer borrowers) that they forward email to their other email account if they do not intend to use the Midd account; or enter other preferred email; can be updated by borrower in My Midcat to email of their choice

  • Address information

Students - Campus Box Number

Faculty, Staff and Proxy - Campus address

Summer - Campus address

  • Barcode

Students, Faculty; Staff, and Summer ptypes with Midd ID: Enter 6-digit ID number (no leading zeroes)

  • Unique ID (NOTE: you will be alerted if there is a duplicate record found with a match on the ID number)

Students, Faculty; Staff, and Summer ptypes with Midd ID: Enter 6-digit ID number (no leading zeroes)

  • Telephone: XXX-XXX-XXXX (enter dash between numbers)

Students, Faculty; Staff, and Summer: Not required

  • Borrower Note (add date and your initials ot all notes)

Students, Faculty; Staff, and Summer - no note required

Winter Term faculty - enter "winter term faculty 20XX"

Spouse/partner - Enter name of spouse/partner "Spouse/partner of staff/faculty member X"

MMLA - enter "Middlebury-Monterey Language Academy"

Summer student researcher - enter sponsoring faculty member in note field

Faculty Proxy accounts

General

  • Web form
  • Verify contact information in College Directory
  • Departmental Proxy cards - include name of Dept and names of all faculty members; 1 faculty member designated primary contact
  • Merge or clear expired accounts periodically
  • ILL - refer to ILL for ILL proxy borrowing
  • NExpress - proxy is NOT possible for NExpress (requires authentication)
  • Refer to Helpdesk for departmental copy, print account information/questions

How to enter

  • Expiration date: As requested by faculty on application; exp. date on account matches application
  • Ptype: 57 - Faculty Proxy
  • Name - Last, First of faculty
  • Email - faculty email
  • Address - faculty Campus address
  • Barcode - scan/enter barcode on library card
  • Unique ID - enter barcode on library card
  • Note field - name of research assistant/proxy "Research Assistant X may borrow on behalf of faculty X" through X date"

Guest Borrowers - general

Guest borrower application

Guest Borrowers: (need to fill out an application; we create a library card; have no Midd ID)

  • If the borrower does not have a Midd ID, MIIS ID or a VCAL (Vermont Consortium of Academic Libraries) card, a web application is required
  • We do not have any active reciprocal agreements for students at other VT institutions; please refer students to their home institution ILL for borrowing Midd materials
  • All others need to complete a guest borrower web application
  • Auditors of classes taught at Middlebury must apply and be eligible for a guest borrower card to access class resources; auditing a class does not automatically grant borrowing privileges
  • Please refer to info on the web site - Guest Borrower Guidelines

Courtesy College Midd ID Cards - issued/approved by HR or Old Chapel

  • May need to be entered manually on a case by case basis
  • Enter in Mill Circ as Courtesy Guest if "courtesy" printed on the card
  • Enter as visiting faculty if "courtesy or visiting faculty" printed on the card
  • Please refer courtesy guest privileges questions to the Circ Services Manager
  • HR and Old Chapel may issue different categories of courtesy Midd ID's (if a card is issued, enter as courtesy guest ptype)
  • Local residents issued courtesy College ID - includes but is not limited to local physicians, special guests of the college
  • Courtesy Guest - enter "Courtesy Guest; X"; where X=relevant qualifying info

Alums (Midd ID)

  • Alums do not need to fill out a form - refer to PS for Alum ID as needed
  • May use their Student ID if recent graduate and still in the database
  • Expiration date - none
  • Ptype - 100
  • Name - Last, First
  • Email - current email; using Midd email?
  • Address - home address
  • Barcode - scan/enter barcode on library card (if unique ID number not imbedded in Midd Alum ID)
  • Unique ID - ID number on Alum Card in unique ID field
  • Note field - alum year "Alum 'XX"

Recent graduates working on campus the summer after graduation

  • Extend due date as needed. It's OK to leave patron type as senior over the summer;  verify email address, phone, add home address info. etc.
  • If changed to alum ptype, no exp. date needed
  • If they have an alum ID card, and are not working on campus, but are staying in the area, change patron type, and leave expiration date blank, add home address info, update email etc. as with all alums

Alums here for reunion weekend

  • Add as needed to allow borrowing

Friends of the Library

  • Verify membership with Special Collections
  • Borrower must fill out and submit web application
  • Regular loan/borrower guest policies apply

Dependent of benefits eligible faculty/staff member

  • Applies to academic year dependents who are not issued ID cards
  • Parent/guardian completes and submits web form/application
  • Parent/guardian assumes responsibility for all materials checked out on their dependent's account
  • Expiration date - match parent/guardian
  • Ptype - 102
  • Name - Last, First
  • Email - parent/guardian
  • Address - home address of parent
  • Barcode -
  • Unique ID - parent/guardian
  • Telephone - XXX-XXX-XXXX (enter dash between numbers)
  • Note field -  "dependent of X faculty/staff member"

LS Families

  • Applies spouses or dependents of LS faculty or staff
  • Parent fills out web application
  • create account in Millennium the same as any guest borrower
  • ptype = 120
  • Note field -  "dependent of X faculty/staff member"

Addison County Educator Courtesy Cards:

At the beginning of every Fall semester:

  • Email the Education Studies Coordinator to request a list of participating schools/teachers eligible for educator courtesy cards.
  • List of eligible participants is kept on the borrower applications clipboard
  • Questions about eligibility? Refer borrower to the Director of the Education Studies Program

Participating schools - list of eligible educators is verified annually by Education Studies Department:

  • ACSU (Middlebury, Weybridge, Cornwall, Shoreham, Salisbury, Bridport, Ripton)
  • ANESU (Bristol, Lincoln, Monkton, New Haven, Starksboro)
  • ANWSU (Vergennes, Addison, Panton, Ferrisburgh, Waltham)
  • Private Schools: Gailer School?
  • Expiration date - 9/30/20XX; XX = next academic year
  •  Ptype
  • Name - Last, First
  • Email
  • Address
  • Barcode
  • Telephone - XXX-XXX-XXXX (enter dash between numbers)
  • Note field - Educator courtesy - Enter name of school "Faculty at X School"

VCAL - Vermont Consortium of Academic Libraries

www.vermontlibraries.org/vcal

VCAL Faculty Reciprocal Borrowing Authorization Form

Guest borrowing cards are issued during weekdays at the Davis Family Circulation Desk

  • Expiration date - duration of the academic year; or 1 semester; max 1 year; as specified on VCAL application form/card; home library authorizes borrowing privileges
  • Ptype - 102
  • Name - Last, First
  • Email - required - as with all other guests
  • Address - home institution address AND home address
  • Barcode - attach and scan barcode
  • Unique ID - enter faculty home institution ID number
  • Note field - enter name of institution "VCAL Faculty at X college/university, reciprocal borrowing"

General:

  • Forms can be downloaded from the VCAL website or completed online and then printed out
  • Faculty need to complete web form: name, home address, phone, email, name and signature of home institution, ID number from home institution; then print, sign and date form - this will authorize borrowing at any participating institutions
  • Extra forms are available in the Davis Family Circ Desk forms file drawer
  • Faculty need to read agreement, date and sign
  • Circ staff of home institution date and sign form, and issue card to authorize borrowing for their faculty at other VT institutions
  • Circ staff at each institution create the borrowing records for faculty from other VT institutions when presented with form and/or VCAL card, and ID from home institution
  • Authorization is good for up to one academic year; this authorization expires on May 30th of the academic year issued

VCAL borrowing privileges for Midd faculty

  • Home institution issues card and signs form
  • Process form/card at Davis Family Library Circ Desk
  • Midd Faculty need to complete form: name, home address, phone, email, name and signature of home institution, ID number from home institution; then print, sign and date form - this will authorize borrowing at any participating institutions
  • Circ staff need to complete and sign the home library section on the form
  • Attach expiration sticker to back of card (under vcal web address) and give VCAL card and authorization form to faculty (the same form can be used at any participating college)
  • Cards are valid for 1 semester or 1 full academic year; check faculty's Midd record for expiration date to determine length of VCAL borrowing privileges (departing and visitng faculty may not be eligible for full academic year privileges)
  • Note - Midd faculty need to present the VCAL card AND their Midd ID to the lending library - it is required for setting up borrowing privileges at participating institutions
  • Insert "VCAL" note in borrower record
  • VCAL note in account is used to gather usage stats

VCAL borrowing privileges issued TO visiting faculty from participating institutions

  • Home institution issues card and signs form
  • Process form/card at Davis Family Library Circ Desk
  • Visiting faculty member from participating institution presents a VCAL card and a valid ID from their home institution (with valid expiration date sticker on back) and may also present the form from their home institution (give the fom back to the visiting faculty member)
  • Attach Midd barcode to the VCAL card (place sticker above the web address on the back of the card, ensuring that there is room for other institutions to add their barcodes if faculty use reciprocal privileges at other institutions (see sample VCAL card)
  • Enter borrower information into data base
  • If they have a card and no form, assume that they have been authorized; will still need contact info to create account in system
  • VCAL ptype is used to gather usage stats

VCAL Guidelines - individual institutions may establish their own specific loan periods and borrowing guidelines

  • Eligibility status is determined by home institution (may include adimistrative staff who teach/do research)
  • Midd faculty members in good standing are eligible for guest borrowing at participating institutions
  • There is no reciprocal student and staff borrowing agreement; we recommend that students and staff utilize ILL at their home institution
  • Faculty at Vermont Consortium of Academic Libraries (VCAL) member institutions are eligible to receive guest borrowing privileges at participating institutions
  • Faculty complete a form (link to form listed above and on VCAL site) and are issued a VCAL card at the home institution
  • All candidates for reciprocal borrowing privileges must present a valid institutional ID from their home library, a VCAL card with a valid expiration date sticker and optionally a completed ‘Vermont Consortium of Academic Libraries, Faculty Reciprocal Borrowing Authorization" form issued by their home library; the VCAL form shall have an authorized signature from the home library
  • Reciprocal borrowing is limited to a maximum of 10 books from the general circulating collections
  • Borrowing guidelines are determined by the lending institution; Midd faculty must adhere to policies of the lending institution
  • Materials are subject to recall by the lending institution
  • The home library of the borrower shall be ultimately held responsible for the payment of lost or unreturned item fees, as determined by the lending library
  • The borrower assumes responsibility for replacement of any lost materials
  • The expectation is that borrowers will return materials to the lending library; libraries will return materials via interlibrary loan as needed (eg if materials are returned to the borrower's home library in error)
  • Stats will be gathered annually: number of cards activated (Midd faculty); number of circs (by VCAL visiting faculty); number of external users (number of VCAL visiting faculty)
  • Home institution will be recorded in the note field of the borrower account

Refer unresolved questions about reciprocal faculty borrowing to the Circulation Manager

Vermont Residents needing access to the Government Documents collection

  • Access to Government Documents is provided in-library during open hours

Auditors of classes at Middlebury College

  • Ptype 103
  • Must present a letter or other proof that they are actually in the class
  • Expiration date = end of current semester
  • No charge for card

Addison County High School students taking a course at Middlebury College

At the beginning of every Fall and Spring semester:

  • Email Registrar's Office for a list of high school students taking a course at Middlebury, eligible for a courtesy borrowing card for the semester that they are taking the class
  • Ptype 103 - auditor of classes
  • Expiration date = end of current semester
  • Create guest cards for everyone on the list, store them in the guest borrowers drawer, to be picked up when patrons show up at the desk.
  • No charge for card

Others by application to the Circulation Services Manager

Includes but is not limited to:

  • Local non-Addison County resident
  • visiting faculty from non-reciprocal institutions
  • MMLA faculty may be in the data base, but are not issued a Midd ID; please create a library card, and add a barcode field to the record; update contact info - phone, email, addresss etc. as needed
  • Summer student researchers may be in the borrower data base, but are not issued Midd ID's; please create a library card, and add a barcode field to the record; update contact info - phone, email, addresss etc. as needed

Addison County Residents- Community Guest Borrower

  • Must live in Addison County
  • Expiration date - usually 3 month or 1 year; last day of the month
  • Patron type - 100 – 107; choose appropriate ptype based on type of guest borrower category
  • Name - Last, First
  • Email - required; we do not send paper library notices (we DO NOT share email - and we respect confidentiality and privacy)
  • Address - home address
  • Barcode - scan/enter barcode attached to library card
  • Unique ID - do not enter a unique ID for guest borrowers
  • Telephone - required
  • Note field - "Community Guest Borrower"
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