Creating a Record in Aleph
When creating a record in Aleph, search first by the patron's name to see if a record already exists. If the patron has an existing SMU record (you can tell by the 21987 beginning to the barcode), we can overwrite this record with the new information.
To create a new patron record, click on the 'New Patron' button on the top right-hand side of the Aleph screen. A window will pop up with a form to fill out. Fill in the following fields:
The new window will look something like the following:
- Never overwrite the record if it is from another institution. Create a new record.
To create a new patron record, click on the 'New Patron' button on the top right-hand side of the Aleph screen. A window will pop up with a form to fill out. Fill in the following fields:
- Barcode: The barcode on the patron's ID
- Barcode Verification: The last four digits of the patron's telephone number
- Last name, First Name, Address, Postal Code, Email and Telephone number
- Patron Sublibrary: Since this is a brand new record, choose SMU
- Patron Status: there are three options to choose from:
- '01 Undergraduate': registered in courses in the 1000-4000 level and TESL
- '02 Thesis Undergraduate': registered in courses in the 4500 level
- '03 Graduate': registered in courses in the 5000 level and above
- Home library: SMU
- Click 'Update' to save the form.
The new window will look something like the following:
As with all patron records, we need to check the four options under 'Patron Registration' in the 'Patron' tab:
- First, go to 'Global Patron Information'. If the patron is missing information (i.e. email address, etc.), add a block under Global Blocks and Notes (See 'Global Blocks and Notes' for more information).
- Now go to 'Local Patron Information'
- Go down to the SMU line and make sure the expiry is September 30 of the following year.
- Go to the Aleph line (the last on the list). Make sure this date is also September 30 of the following year.
- You can change this date in the 'Expiration Date' field in the 'Local Patron Details' box in the pane below the 'Local Patron Information' pane:
- Next, go to 'Address Information'. If the patron has only one address, enter the information and click 'Update'. Then, click 'Duplicate' and create another exact record, but change the 'Address Type' to '02'.
- There must be a permanent and a mailing address for the patron to be able to order items through the new Novanet Express module. If two addresses are provided, the local address is '02' and the home address is '01'.
- The '02' address information is what Aleph uses to contact the patron with any notices.
- Apartments should be entered as: 99 - 13 Melrose Lane, to ensure it is displayed in the envelope window if mailing is required for Notices.
- Lastly, go to 'Additional IDs' and click 'Add ID'.
- Choose '02' for the 'Key Type' field.
- Enter the patron's ID number in the 'Key Data' field
- Choose '00' for the 'Verification Type' field.
- Enter the last four digits of the patron's phone number in the 'Verification field'.
- Choose 'AC' for the 'Status' field.
- Click 'Update'.
Back to Patron information