Patron record details

Find a patron by barcode

1. Under Assist Patrons, scan or type the barcode into the Enter barcode field.
2. If you typed the barcode, click Go or press <Enter>.

Barcodes are case-sensitive when searching for users.

Search for a patron

1. Under Assist Patrons, select an index from the drop-down. Indexes include:
   • Name, ID, Email:  Search terms entered for this index returns results based on the following:
     • Name: Last name, First name, Middle name, nickname
     • ID: Barcode, User ID at Source, ILL Identifier, PPID
     • Email Address: Email address located in the Library Record area of the Basic User Data accordion for the user 

        Note:  Values searched upon for the name and email address in the Name, ID, Email index may generate slightly different results than the individual Name and Email index.

       • The Name, ID, Email index takes a single token from the user input and compares with a left-handed match of a searchable value. Example: "smith"
       • The individual Name and Email index searches allow multiple tokens to be passed, separated by spaces. Example: "smith* john*"
   • Identifier: Searches the circulation barcode, ILL identifier, User ID at Source, and PPID.
   • Name (Default): Contents of the First Name, Middle Name, or Last Name.
      Note: Do not type a comma (,) if you are searching by the patron's first and last name.
   • Barcode: Barcode (ID number) of the patron.  Barcodes are case-sensitive when searching for users.
   • User ID at Source:  The ID of the patron in an external system (e.g. ILS, PeopleSoft, Banner, CAS).
   • Email Address: Email address of the patron.
   • Phone Number: Phone number of the patron.
   • Street Address: Address of the patron (e.g., house number, street name).
   • Postal Code: Postal code (e.g., zip code) of the patron's address.
   • Search patrons of all libraries: Deselect the check box to search for patrons from your institution. When the check box is selected, patrons across all institutions in your group will be shown. You can only edit patrons from your institution. 
      Note: This option only appears if you are part of a WMS group. The interface remembers the staff member's last selection for this option and automatically selects/unselects the next time they log in.
2. In the search field, enter your search terms.
3. Click Search or press <Enter>.
4. Click the patron's Name to view their account.

 Note: The user interface remembers the option the staff member last selected for the secondary patron lookup option in Assist Patron and automatically selects this option the next time they log in. 

Patron record

Click the patron's Name to view the patron record's five sections.

Patron record sections - Table

Index	Description
Bills	See Pay, waive, refund, or cancel bills
Checkout	Check out materials and list current loans. See Check out items.
History	View patron transactions listed by date. See History.
Holds	Create or delete hold requests or scheduled items. See: Request a hold from a patron account Edit or delete hold from a patron account Schedule an item from a patron account
Profile	Update identification, contact information, system access or privileges. See Profile.

Checkout

Includes Account Overview (totals for loans, overdue items, and holds), balance for unpaid bills, an item scanning area, and a list of items currently checked out.

• If the library user has a membership status, the status will appear at the top of the screen.  Expiration dates for the membership status will appear in Account Overview. See Manage library memberships for more information.
• If a user is suspended, the end date and time of the suspension will appear at the top of the screen. See Suspend patrons for more information.

Use the Checkout screen to check out materials to the patron.  

See Check out for more information.  

Account Overview sections - Table

Section	Description
Checked out items	List of items checked out (includes items checked out to proxy patrons). For information on how to check out items, see Check out.
Expiration Date	The Expiration Date determines when circulation privileges expire. The patron's circulation privileges will expire on the date entered at 11:59:59 PM.
Holds to be picked up	Links to Holds tab
Home Branch	Patron's preferred library branch
Last Activity	The last date of patron activity. Actions that update the last activity date: check out, check in, renew, create hold request, pickup hold, create item schedule/booking, pay bill, and SIP2 authentication.
Notes	A note written by library staff about the patron. See Profile, below, for details on writing notes.
Outstanding bills	Total amount of any unpaid bills, fines, fees, etc. Amounts link to Bills tab.
Overdue	Number of overdue items
Patron Type	The kind of account the patron has (student, faculty, child, adult, etc.)

Holds

Provides information on hold requests and scheduled items.

Holds sections - Table

Section	Description
Holds	Lists hold requests and allows creating and deleting holds
Scheduled Items	Lists scheduled items and allows creating and deleting scheduled items

See:

• Request a hold from a patron account
• Edit or delete hold from a patron account
• Schedule an item from a patron account

Claims

Provides a list of loans that a patron has claimed lost, never had, or already returned. Use this list to understand a patron's claim counts and any associated blocks on their account imposed by a Patron Type Policy.

The Claims tab includes:

• Date 
• Claim Reason
• Title 
• Barcode

Library staff with the following roles will be able to view the Claims tab:

• Circulation Admin
• Circulation Desk
• Student Worker
• Student Worker Circulation

 Notes:

• The Claims tab does not appear for proxy patrons. All claims can be viewed on the primary user's account.
• A withdrawn item's record will not be purged from the system if the item's status is Withdrawn (Lost), Withdrawn (Claimed Returned), or Withdrawn (Claimed Never Had).
  • A withdrawn item will only be purged from Circulation at the end of your deleted items retention period if the item's current status is Withdrawn (Available), Withdrawn (Unavailable), or Withdrawn (Missing). 
• Accounts cannot be deleted if the patron has claimed lost, returned, or claimed never had loans that have not been withdrawn and purged from WMS.
  • To clear a user's claims, check in the item and then optionally withdraw or mark the items as missing.

For Circulation groups:

• The Claims tab includes items from any institution in the group that were claimed by this patron. Also, staff will be able to view the complete list of claims for any patron in their group.

Bills

Provides information on outstanding bills for fines and fees, and account history that lists paid/waived/refunded fines and fees.

Bills sections - Table

Section	Description
Account	Lists outstanding bills.
Account History	Record of paid, waived, or refunded bills. For more information about a transaction, in the Reason column, click Details.

See Pay, waive, refund, or cancel bills.

Profile

Some fields need explanation.

Profile fields - Table

Field	Description
Blocked?	Blocked users have their library privileges suspended. Use a staff note to indicate the reason for the block. Blocks placed by staff can be overridden in the same way as blocks placed by the system.  See Block a patron for more information.
Collection Exempt	Reserved for future functionality.
Expiration Date	The Expiration Date determines when circulation privileges expire. The patron's circulation privileges will expire on the date entered at 11:59:59 PM.
Home Branch	Patron's preferred library branch
ID Verified	Indicates whether patron's identity established via acceptable ID (driver's license, etc.)
Patron Type	The kind of account the patron has (student, faculty, child, adult, etc.)
Notes	A note written by library staff about the patron. Multiple notes may be added. Staff notes are not visible to patrons in WorldCat Local/Discovery, but are visible on the checkout screen. Public notes are not visible to patrons in WorldCat Local/Discovery and can be configured to display on the checkout screen. This feature is optional and must be activated by the library in OCLC Service Configuration (WorldShare Circulation>Admin/General>Display Patron Information). For more information, see Display Patron Information. Staff and public notes can display in a pop-up by typing an exclamation mark (!) at the beginning of a note. Pop-up notes will display when the patron account is initially accessed.

History

See Patron history.