The missing Link!

Hi there,  

Below is a review of the how to when linking patron records.  We link records if one of our users has a card at a Minuteman Academic library and a Minuteman Public Library.  This allows him or her to make use of the databases, museum passes, etc offered at both libraries.  Please note that there is a paper file at the Main Circulation Desk called "Linking".  

Minuteman Library Network - Staff Information Center (http://staff.minlib.net)

Home > Link Patron Records

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Link Patron Records

Millennium has a feature known as Linked patrons, which allows us to put patrons into a linked group. From that group, staff can view checked out items for any and all linked patrons
This gives us an excellent way to indicate, in the software, that the 2 records for a single person – one a card for his academic institution and the other a public library card – are linked.
We have also confirmed that using Create Lists we can identify the patron records that are in linked groups. At the end of an academic year, we could use this ability to make a report (or even a Statement of Checked Out items) for those public library patron records that are linked to academic patron records.
On the Test server, I have made 2 records for myself, one as a Lasell student and one as a resident of Wayland, and I have linked these 2 records.
There are 2 different patron accounts (2 different p numbers). Each has the PTYPE appropriate for the respective Public library or academic institution.
What Linked patrons does NOT do:

• Cause patron blocks (delinquency) to apply to the linked records
• Allow requests to be fulfilled by checking out from a linked card

If a student holding an academic card comes into the public library, staff can easily search for an existing library card issued by a public library, or, create a new card – possible by copying the existing card and recoding the relevant fixed field. Then the 2 records could be linked together.
My 2 patron records on Test





Viewing my public library patron (when scanning 24869000081489)


If I click on the Linked Patrons tab, I can toggle between the 2 records


Below is the result of selecting my second record, the one that is coded as a Lasell patron


If I check off both patrons on the Linked Patrons tab, I can choose View checkouts and see the combined checkouts of the 2 records.


 The first 5 are on the Wayland Public Library patron record; the last one is on the Lasell College patron record.


In Create Lists we can search for any patron records that are linked to other patron records:


This shows that we can retrieve the linked patron records. From this file, we could then generate any end of year reports needed.

Keep in mind that Minuteman policy allows linking 2 patron records only in the case of 2 records for a single individual (namely a college affiliated record and a public library record for the same person.)
MLN does not advocate for linking family members together. The term Family ID is simply the Innovative terminology for indicating the presence of a linked patron.

Linking 2 records

Suppose a Lasell student (Polly Patron) comes in and wants to use the public library.
Retrieve the public library record (or create it)
Go to the Linked Patrons tab (which is not yet linked to anything, as indicated by the (0))


Click on Link to
retrieve the record to which you wish to link.



Search by Name or by the college barcode, and select the record to which you wish to link.



and the college record will be linked to the public record.

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Source URL: http://staff.minlib.net/content/link-patron-records

Coming soon: Online Patron Registration : A Brief Overview

Beginning on September 2nd, 2014, Online Patron Registration will become possible in the Minuteman Library Network.  This allows patrons to have a temporary card that is valid for 30 days.  Although patrons can borrow in Overdrive with this card, this is not a borrowing card.  They must come to one of the Minuteman Public Libraries (not Academic) to complete their registration.

A self-registered patron will arrive at the Circulation Desk with either:
---A copy of their confirmation email containing their new barcode
OR
---The Barcode number from their confirmation email.

NOTE:  If the patron does not have a barcode number, or did not get a confirmation email, they did not successfully self-register.  In that case they should be registered in the same way as any other walk-in new patron.

When the patron registers for their temporary card, they:
---have a card that will last for 30 days.
---can place 5 holds in the catalog.  No checkout is allowed.
---can place 7 holds in Overdrive.  10 checkouts will be allowed in Overdrive.
---can use Statewide databases.

Rules for setting up and using the temporary card:
---the Patron  gets a confirmation email with all necessary registration information.
---the Patron barcode is only visible to the patron in the confirmation email.
---the Patron needs a PIN to use the temporary card.  Instructions are sent in the confirmation email.
---the Patron needs to visit a Minuteman Public library with the confirmation, ID and proof of address to complete the registration.
---After 30 days temporary cards with PTYPE of Online Patron along with holds are deleted.

THE REGISTRATION FORM DOES NOT OFFER ANY DUPLICATE CHECKING, EXCEPT FOR USERNAME.  WHEN YOU ARE COMPLETING THE REGISTRATION FOR ONE OF THESE BORROWERS, CHECK CAREFULLY TO BE SURE THAT THIS IS NOT A DUPLICATE RECORD.

This is the end of part 1.  Stay tuned for part 2.  Note that this is not happening until September 2nd. 

Claims Returned Policy

Hi there!

Just to be sure we are all on the same page, I am posting the Minuteman Library Network Claims Returned Policy here.  If you are alone at a circ desk, please call on a reference staff member to check the shelf for you.  If that does not work, take the patron's name and number and give to me, Bela, Anne or Pat O to check later.

Handle Claims Returned

Submitted by mln on Thu, 07/08/2010 - 12:39pm

From time to time, patrons will claim that they have already returned items that still appear on their library cards. The Standards Working Group concluded that a standard procedure for all libraries in the network is necessary because of the nature of the III requesting system. Patrons have no control over which library sends a requested item and therefore should not be denied a possible claims-returned option because of the random origin of the item.

Acknowledging the possibility of either staff or patron error, (at the point of check-in or at the shelves) and while aiming toward a goal of interlibrary cooperation and consistency across the network, the following are proposed procedural steps for the appropriate handling of claims-returned items.

Have each MLN library offer a claims-returned option that adheres to the following:

1.    Check shelves for the item in question before doing anything else.

2a.    If the item is not found, renew the item once to extend its due date, and
2b.    Ask the patron to look again (at home, in the car, at school, etc.).

3.    Insert a message in the patron’s record to the effect that the patron is checking for the item in question, in all caps, dated, initialed, and with the library’s 3-letter abbreviation.

4.    Adhere to a maximum of up to five active claims-returns on a patron record. (Active refers to the notes in the variable fields at the bottom of a patron’s record, which are automatically removed if the item is checked in or out, not the fixed-field counter.)

5.    Only an owning library can claim an item returned.

6a.    If the item is ultimately not found, and the claims-returned option is applicable (meets criteria 4 & 5 above), choose the second category when claims-returning the item, i.e., “Check in item (with no fines) and change the status to Claims Returned.”

6b.    At this time, remove the “patron is checking…” message from the patron’s record.


Checkin items... change status to MISSING

Millennium Circulation changes the item's STATUS to 'm' and checks the item record back into the library system. If there are outstanding holds on the item, Millennium Circulation prompts you to cancel these holds.

Checkin items... change status to CLAIMS RTRND

Millennium Circulation changes the item's STATUS to 'z' and checks the item record back into the library system. If there is an outstanding fine or bill for the checkout, Millennium Circulation waives the charge. Charges associated with previous transactions are not automatically waived.

Leave items checked out... change status to CLAIMS RTRND

Millennium Circulation changes the item's STATUS to 'z' and leaves the item record checked out to the patron. The system will continue to send overdue notices, generate a bill, etc.


Additionally, for each of the above three options, Millennium Circulation:

• adds claims returned notes to both the item and patron records:
  • NOTE Tue Jun 01 1999: Claimed returned on Tue Jun 01 1999 by .p1063529 (from item record)
  • NOTE Tue Jun 01 1999: Claimed returned .i1047539 on Tue Jun 01 1999 (from patron record)
• increments the CL RTRND fixed-length field in the patron record
• adds the item record to the On Search file; for information on how to view the On Search file; see the discussion of the Check MISSING items function in the INNOPAC Manual.  (MLN Central Site handles this and generates a Claims Returned List for each library twice a year.

MLN has configured all Millennium Circulation logins to:
    “Remove Claims Returned notes for checked-in items.”

© 2014 Minuteman Library Network

Avoiding "Slip Ups"

Don't let this be you!

Recently, one of our diligent staffers went to pick up a hold for one of our library users.  She found THE WRONG BOOK WITH THE WRONG SLIP under the user's name.  Why?

Someone did not check carefully when checking in holds.....doing this causes double trouble.  First, the right book is likely to end up in delivery.  Second, the wrong book has a hold slip that does not match.

To prevent this problem, CHECK YOUR SLIPS AND YOUR BOOKS CAREFULLY!!!!!

New! Closing Announcement

We have updated our closing announcement.  We are now announcing that the desktop computers turn off five minutes before closing.

Closing Announcement---The Script!

Press 82 (You will hear a short beep.  The beep ends and it is time to announce)

May I have your attention please?  The library will be closing in twenty minutes.  If you have items to check out or laptops to return, please do so now.  All  desktop computers will be turned off five minutes before closing. 

Again, the library will be closing in twenty minutes.  If you have items to check out or laptops to return, please do so now.  All desktop computers will be turned off five minutes before closing.