Voyager Access Services Implementation Committee
Patron File Subcommittee Meeting
December 6, Minutes

Present: Joel Zumoff, Howard Raskin, Sara Spoonhower, Peter Hoyt, Susan Currie

Susan reviewed the list of questions about the patron file recently sent to Marlene Harris:

1. Does the Voyager SIF track the origin of the patron record? For example, in NOTIS, we can identify where we got the patron record by a group and category code. For example: CURRENT GROUP/CAT: PE/STAF ACTIVE = group of Human Resources (PE) and patron category of staff. The PE tells us we got the record from our weekly interface program with Personnel. The same is true for students (code RE for Registrar). For records that we create in the library, the code of CU automatically appears in the current group and category fields. We need to keep this level of detail in our database.

2. Since we can track faculty records from HR or CU, do we need to establish patron groups for each? In other words, would we have to have a PE faculty group, a CU faculty group, an RE graduate group, a CU graduate group and so on?

3. We have a question about the unique number in each record--the patron ID that is an internal number for voyager that is based on either institution ID or SSAN. The interface program with our personnel and registrar files pulls the unique number into the patron file but we do NOT enter anything in this field currently for records that we create in the library. Do we need to add a number to this field for records we create?

Proxy Borrowers: We reviewed the 99.1 release notes (available on the Endeavor Support Web) which outlines proxy borrowers.Proxy patron features have been added, allowing a library to associate the borrowing privileges of a patron with one or more other patrons. In a circulation transaction, the proxy patron receives the circulation privileges of the patron with whom he or she is associated; the patron authorizing the proxy is responsible for the materials charged and any fines or fees that may be incurred as a result of the transaction. This can be done without giving the proxy borrower a separate card/barcode as we currently must do in NOTIS.

To establish a proxy with an authorizing patron, staff with the security privilege to add/update proxies simply calls up the authorizing record and selects Proxy Patron from the Patron menu. The operator scans in the proxy’s charge ID (called patron barcode in Voyager), enters the date on which the relationship between the proxy and the authorizing patron ends, and adds the proxy. When a patron with proxy privileges is at the circulation desk to charge an item, the Charge screen displays a Proxy icon which prompts staff to ask the patron if he/she is acting as a proxy borrower. If the patron wishes to charge an item on behalf of the authorizing patron, the operator simply clicks on the Proxy icon and selects the authorizing patron responsible for the borrowed items. Once the authorizing patron is selected, the Charge window is updated to reflect both the authorizing patron to whom the items will be charged and the proxy patron who initiated the loan. If the patron’s circulation transaction is not on behalf of a proxy, the circulation operator executes the charge procedure without using the Proxy button.

We all agreed that we'd like to have a patron file migration done in December so that we can take a look at how the information migrates and also test our interfaces. Susan noted that when we migrate addresses in the patron file, we should make sure the e-mail address moves to the FIRST address field in the Voyager file so that the e-mail address is used to send library notices.

We also discussed statistical categories (see System Administration User's Guide, pages 45 - 52). Using one of the 10 possible fields for statistical categories might answer question number one above. Statistical categories are designed to allow the tracking of circulation information without having to establish large numbers of item types and patron groups. According to the User's Guide(p. 46), we should not create patron group statistical categories before the patron load. We can have the categories and codes for them as we migrate the patron file.

We need to find out how the Voyager SIF program handles our current lost ID situation where the university issues a second ID with the same number encoded in the magnetic stripe but with a sequential number at the end of the ID to indicate the number of the card issued. For example, someone might have an ID encoded with 255100004567891 and upon losing the ID, have the new ID encoded with 255100004567892. Joel has modified our local program so that the last number is accepted no matter what and the ID matches the correct patron but we need to find out if the Voyager SIF and the Voyager circulation system can do the same thing. Susan will send the question to Lynne and Marlene. Also, we need to find out what happens in the situation where we have a student (graduate for example) who comes into our file first as a graduate student and then is hired by a dept as a lecturer and then receives a staff ID, unique staff ID number different from the student ID and a new staff patron record. Does the Voyager SIF overlay the record or create a separate record for this person?

One other question for Lynne is who will load our test patron file into the Oracle database? Peter is preparing specs for the patron file migration for review, possibly as soon as next week, but we are not sure who would load the SIF into Voyager for a test migration. Susan will check with Lynne.

Susan is organizing a larger Voyager Access Services committee meeting for the week of December 13th. She will forward answers from Marlene on our patron file questions to committee members.