Hi there! An astute staff member asked me about the procedure for issuing an "institutional card". I am posting this information here on the blog AND in the circ notebooks under library cards.
Notice that we encourage the individual card for one person who is carrying the card.
Also, notice that institutional cards may NOT be used for getting materials from other libraries.
You can pull this policy up on the blog by typing institutional cards in the search box. This policy is also available on the Minuteman Staff Page. Here's the link
Questions? Comments? Let me know!
Louise
Issue Institutional Cards
Procedures for issuing “Institutional” cardsAs of July 1, 2012, per the Institutional card policy approved at Membership May 16, 2012, the following procedures will apply when issuing an institutional card (PTYPE 200). The same rules apply when issuing new cards with PTYPEs 201 or 202.
Add a third Group patron PTYPE (200) as a network-wide patron type for Business/Other. It will use the same Loan Rule#493 as Nursing Homes & School but will provide the ability to obtain detailed statistics.
The loan rule 493 for the following special patrons 200 (proposed), 201 & 202 are a borrowing period of 42 days, no renewals and no requests. In addition these accounts may be used at their issuing library only. There are separate categories for the purposes of keeping statistics.
Moving forward, do not use the special PTYPEs 201 or 202 if the card will be given to an individual to carry on his person. Instead encourage use of a personal card. Grandfather cards that have PTYPE 201 or 202 and are in the patron’s possession, but do not create any new ones.
Parameters for creating an Institutional card are as follows:
- Expiration Date: One year from the account’s creation/update date
- Decade & Gender: leave blank
- Patron Type: 200 (Business/other), 201 (Nursing Home), or 202 (School)
- Birthdate: leave blank
- Patron agency: as appropriate based on the library's patron template
- Name: One of the people to be an authorized user
- (Insert Company Name later in the record.)
- Address: That of the institution
- Telephone: That of the institution
- INSERT Company Name
- INSERT Additional NAME fields for each authorized user
- Message: INSTITUTIONAL CARD FOR BORROWING WLM ITEMS ONLY – EXPIRES ANNUALLY. WLM/df 1/13/2012
When the card expires or a new user is to be added, a new letter with an updated list of authorized users must be presented and the expiration date should be one year from the update.
Institutional cards are not recommended for group home or temporary living arrangements unless the institution is prepared to be financially responsible for any lost or damaged materials on behalf of its residents.
For reference, below are descriptions of other “special” PTYPES for which network-wide Loan Rules have been established.
Nursing home/home delivery – PTYPE 201
Use: To accommodate multiple patrons associated with a nursing facility. OR to account for items checked out and delivered by library staff to a facility or home-delivery patron’s residence.
School - PTYPE 202
Use: To accommodate multiple patrons associated with a school. OR to account for items checked out and delivered by library staff to a school or day care facility.
Special - PTYPE 203
Use: Internal use in library. e.g. Display case, director’s office, etc.
The loan rule 494 means a borrowing period of 120 days, no renewals and no requests.
ILL - PTYPE 204
Use: When checking out an item sent by ILL to a library outside of Minuteman.
See: Barcode 24870000011922 for an example.
See: http://staff.minlib.net/content/create-patron-records-ill-libraries
The loan rule 495 means a borrowing period of 30 days, no renewals and no requests.
Virtual Catalog - PTYPE: 205
Use: Internal use by the Massachusetts Virtual Catalog
Used for items Shipped to a VirtCat participant. See: Barcode 28888000000014 for an example.
OCLC ILL - PTYPE 206
Use: When sending items to fill OCLC request
The loan rule 496 means a borrowing period of 45 days, no renewals and no requests.
