circ:accounts:studentcards
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circ:accounts:studentcards [2021/05/12 21:12] – [Circulation Policies] tmccanna | circ:accounts:studentcards [2024/01/31 17:48] – [Participating Systems/Counties] smorrison | ||
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Automatically creating student library accounts with data provided by the school district decreases barriers to access for students and reduces staff workload. PINES has developed a method for importing student data from school districts in order to automatically create accounts without manual intervention by library staff. | Automatically creating student library accounts with data provided by the school district decreases barriers to access for students and reduces staff workload. PINES has developed a method for importing student data from school districts in order to automatically create accounts without manual intervention by library staff. | ||
- | The name for this program is PLAY (PINES Library Access for Youth). | + | The name for this program is PLAY (PINES Library Access for Youth). This program is implemented through an agreement between PINES library systems and their regional school systems. Students are given a library account unless their parent opts out with the school district. |
**Background** | **Background** | ||
- | The "PLAY Card" program began as a pilot program with Chatham County schools and Live Oak Public Libraries in February 2020. The pilot was extended to several other library systems / school districts between the Fall of 2020 and the Spring of 2021. The PINES Executive Committee voted to make this a permanent program in May of 2021. | + | The "PLAY Card" program began as a pilot program with Chatham County schools and Live Oak Public Libraries in February 2020. The pilot was extended to several other library systems / school districts between the Fall of 2020 and the Spring of 2021. The PINES Executive Committee voted to make this a permanent program in May of 2021. The program opened up to private schools May 2023, and was approved by the Executive Committee in September 2023 to bring on virtual schools, such as the Georgia Cyber Academy. |
**Permissions and Policies** | **Permissions and Policies** | ||
+ | |||
+ | The PLAY program requires an opt-out process. Students receive a library card unless their parent opts out with the school during the initial implementation phase, or anytime after their account is created. | ||
These students may visit any PINES library and check out any material type, just like any other cardholder. They may also use all electronic resources available through their home library. | These students may visit any PINES library and check out any material type, just like any other cardholder. They may also use all electronic resources available through their home library. | ||
- | PLAY cards are limited to five checkouts at a time and to two holds at a time. Users are not charged overdue fines, but can be billed for lost, long overdue, and damaged materials as normal. Parents/ | + | PLAY cards are limited to five checkouts at a time and two holds at a time. Users are not charged overdue fines, but can be billed for lost, long overdue, and damaged materials as normal. Parents/ |
+ | |||
+ | The level of internet access (" | ||
[Pilot approved 2018.12. Made permanent 2021.05] | [Pilot approved 2018.12. Made permanent 2021.05] | ||
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===== General Notes ===== | ===== General Notes ===== | ||
- | **Account Prefixes:** Each school district is assigned a unique | + | **Account Prefixes:** Each school district is assigned a unique prefix. |
- | **Duplicate Accounts:** The PINES import process will check for an existing account with the same account number, but will not check for other possible accounts with the same name. It is acceptable for a student to have their PLAY Card account as well as a regular PINES account. | + | **Duplicate Accounts:** The PINES import process will check for an existing account with the same account number, but will not check for other possible accounts with the same name. It is acceptable for a student to have their PLAY card account as well as a regular PINES account. PLAY card accounts should not be merged with regular PINES accounts. |
- | **Graduating Students:** When a student graduates, their account will expire at the beginning of the next school year (on September | + | **Graduating Students:** When a student graduates, their account will expire at the beginning of the next school year (on October |
- | **Moving Between School Districts: | + | **Moving Between School Districts: |
- | **Reports: | + | **Reports: |
+ | * //Shared Folders > Templates > smorrison > Help Desk > PLAY Card// | ||
+ | * //Shared Folders > Templates > terran > PLAY Card Reports// | ||
+ | Reporting for digital usage can be performed by the library per resource. Some platforms, such as Libby, have the capability to report based on the user ID (e.g., barcode), so libraries can filter by prefix. Others may not have the ability to be broken down beyond the juvenile categorization. A [[https:// | ||
---- | ---- | ||
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Policies will be developed by the PINES Student Card Working Group and be sent to the PINES Executive Committee for approval. | Policies will be developed by the PINES Student Card Working Group and be sent to the PINES Executive Committee for approval. | ||
- | **Barcode/ | + | **Barcode/ |
* The student' | * The student' | ||
* The student will need to type in the account number (including the prefix) when logging into the OPAC. | * The student will need to type in the account number (including the prefix) when logging into the OPAC. | ||
* For self-check machines or computer reservations, | * For self-check machines or computer reservations, | ||
- | * To retrieve a student account, staff may type in the prefix and then scan the barcode. If staff do not know what the prefix is, they may scan the barcode in the Identification field of the Patron Search in order to retrieve all students that have that ID. (There may be more than one, because IDs are only unique within a district, not between districts.) Staff should then verify the school to be sure they have the correct account. | + | * To retrieve a student account, staff may type in the prefix and then scan the barcode. If staff do not know what the prefix is, they may scan the barcode in the Identification field of the Patron Search in order to retrieve all students that have that ID. (There may be more than one, because IDs are only unique within a district, not between districts.) Staff should then verify the studen' |
- | **Password: | + | **Password: |
- | **User Name:** The default | + | **Username:** The default |
**Card Expiry:** The annual expiration date will overlap the beginning of the next school year so that continuing students will not have a period of time without access. | **Card Expiry:** The annual expiration date will overlap the beginning of the next school year so that continuing students will not have a period of time without access. | ||
- | * If a card is created or updated prior to June 30, the expiration date will be set to September | + | * If a card is created or updated prior to June 30, the expiration date will be set to October |
- | * If a card is created or updated after June 30, the expiration date will be set to September | + | * If a card is created or updated after June 30, the expiration date will be set to October |
- | **School and Grade:** The student' | + | **School and Grade:** The student' |
- | **Account Updates:** A parent/ | + | **Account Updates:** A parent/ |
- | **Lost Cards:** If a student loses their ID card, the school district issues them a new card with the same number, so nothing necessarily has to be changed in PINES. However, if there is concern that the card was stolen and someone else might be using it, staff can (at the request of the student/ | + | **Lost Cards:** If a student loses their school |
The parent also has the option to opt out of the PLAY Card program and may register the child for a standard PINES card instead. | The parent also has the option to opt out of the PLAY Card program and may register the child for a standard PINES card instead. | ||
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==== Circulation Policies ==== | ==== Circulation Policies ==== | ||
- | **Duplicate Accounts:** Students may have a PLAY card as well as a full PINES card. If a student moves between two participating school districts, they may have two active PLAY card accounts for a short period of time. These should not be merged. | + | **Duplicate Accounts:** Students may have a PLAY card as well as a full PINES card. If a student moves between two participating school districts, they may have two active PLAY card accounts for a period of time. These should not be merged. To avoid confusion, an alert can be added to the old account noting which account to use. |
**Number of Concurrent Checkouts: | **Number of Concurrent Checkouts: | ||
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**Max Fine Block:** None | **Max Fine Block:** None | ||
+ | If an account has checked out items and/or outstanding bills upon opt-out or expiration, the account will not be purged. | ||
---- | ---- | ||
- | ===== Set Up Requirements ===== | + | ===== Setup Requirements ===== |
==== Library System Setup Responsibilities ==== | ==== Library System Setup Responsibilities ==== | ||
- | **Communications: | + | **Communications: |
+ | |||
+ | This information should also include the login name (prefix plus student ID number) and password (MMYYYY), and instructions on adding a custom | ||
+ | < | ||
Library staff should be trained on the different policies that apply to student accounts, and should be prepared to handle questions from students and parents. | Library staff should be trained on the different policies that apply to student accounts, and should be prepared to handle questions from students and parents. | ||
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**MOU:** The library system and the school district must sign a Memorandum of Understanding. A copy should be provided to PINES. | **MOU:** The library system and the school district must sign a Memorandum of Understanding. A copy should be provided to PINES. | ||
- | **Home Library Mapping:** The library will review the list of schools in the list provided by the school district (see School District Responsibilities below) and match each school to the most appropriate home library. The spreadsheet will be updated with the home library' | + | **Home Library Mapping:** The library will review the list of schools in the list provided by the school district (see School District Responsibilities below) and match each school to the most appropriate home library. The spreadsheet will be updated with the home library' |
+ | |||
+ | **Third-Party Vendors:** The library must determine if any of their e-resource or other third-party vendors rely on barcode prefixes (e.g., 21012) for access to their services. If they do, the library should communicate to their vendor that they should also allow access for accounts with the school district prefix (e.g., SAV). | ||
- | **Third Party Vendors:** The library must determine if any of their e-resource or other third party vendors rely on barcode prefixes (eg, 21012) for access to their services. If they do, the library should communicate to their vendor that they should also allow access for accounts with the school district prefix (eg, SAV). | ||
==== School District Setup Responsibilities ==== | ==== School District Setup Responsibilities ==== | ||
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* County | * County | ||
- | **SFTP:** The school | + | For virtual schools, " |
- | {{anchor: | + | **SFTP:** PINES hosts an SFTP to which school districts push student data files. PINES will provide the school district with instructions on accessing the PINES server. |
+ | |||
+ | {{anchor: | ||
+ | * **[[https:// | ||
+ | * **[[circ: | ||
Notes: | Notes: | ||
- | * The file must include a header row with labels outlined below. | + | * The file must include a header row with labels outlined below, in that specific |
- | * The fields must be in the order specified. | + | * If there is a null/blank value, the field should still be included in the export. The headers for unrequired fields should still be included, but can be left blank. |
- | * If there is a null/blank value, the field should still be included in the export. | + | * File naming convention: District prefix followed by date string (DIS_YYYYMMDDHHMM.csv). File names that do not follow the convention will not be recognized by the script and therefore will not be imported. If the student information system (SIS) does not allow for the exact datestring in the extract, as long as there are more characters (for example, the date goes down to the second), this will not affect the import. However, if there are less than 12 characters in the datestring, the file will not be recognized. |
- | * File naming convention: District prefix followed by date string (DIS_YYYYMMDDHHMM.csv) | + | * PINES will check for a new update file nightly. The school district may determine how frequently they wish to create update files. If the school is submitting partial files (new and updated students only) files can be submitted daily. If the school is submitting full files of data each time, the frequency must be once per week or less. |
- | * PINES will check for a new update file nightly. The school district may determine how frequently they wish to create update files. | + | * The first full file for implementation |
- | * Update files should | + | * After the first implementation, |
- | * A complete student file including all students should be provided annually prior to September | + | * A complete student file including all students should be provided annually prior to October |
Fields: | Fields: | ||
- | * School_ID | + | * School_ID (State-assigned numeric code) |
* Student_ID (District-assigned unique ID) | * Student_ID (District-assigned unique ID) | ||
* Student_FName | * Student_FName | ||
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* Student_LName | * Student_LName | ||
* Student_DOB (Format: YYYY-MM-DD) | * Student_DOB (Format: YYYY-MM-DD) | ||
- | * Student_Phone (Format: 555-555-5555) | + | * Student_Phone (Optional; |
* Student_Email (Optional, but highly recommended to allow automated notices - this could also be the parent/ | * Student_Email (Optional, but highly recommended to allow automated notices - this could also be the parent/ | ||
+ | * Student_Password (Optional, only if school system prefers to provide their own password, instead of generating a default password based on DOB) **//Please note this function is still pending//** | ||
* Address_Street1 | * Address_Street1 | ||
* Address_Street2 (Optional) | * Address_Street2 (Optional) | ||
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* Address_Postal | * Address_Postal | ||
* Parent_Guardian (Optional) | * Parent_Guardian (Optional) | ||
- | * Grade (Optional, but highly recommended | + | * Grade (Format: GradePK, GradeK, Grade01-Grade12) |
+ | |||
+ | **Single Point of Contact:** A single point of contact at the school district must be designated for PINES to send technical issues to. That point of contact will be responsible for handling problems internally and checking for exceptions files, if applicable. The point of contact will also be responsible | ||
- | **Single Point of Contact:** A single point of contact at the school district must be designated for PINES to send exceptions files and technical issues to. That point of contact will be responsible for handling problems internally. The point of contact will also be responsible for reporting changes to school information or system problems to the PINES Help Desk. | ||
==== PINES Setup Responsibilities ==== | ==== PINES Setup Responsibilities ==== | ||
- | **School District Prefix:** PINES will assign a three-letter | + | **School District Prefix:** PINES will approve the three-letter prefix |
**Database: | **Database: | ||
- | **SFTP:** PINES will verify that the system scripts | + | **SFTP:** PINES will verify that the school district |
- | **Data Validation: | + | **Data Validation: |
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* Home Library that should be assigned to students at this school | * Home Library that should be assigned to students at this school | ||
- | **Opt-outs: | + | **Opt-outs: |
If the parent is concerned about the account being used before they are able to get to the school to fill out the form, the library should put a block on the account: | If the parent is concerned about the account being used before they are able to get to the school to fill out the form, the library should put a block on the account: | ||
- | - Open the student account to the Message | + | - Open the student account to the Notes tab. |
- | - Click the Apply Penalty/ | + | - Click the Create Note button. |
- Choose the Block option. | - Choose the Block option. | ||
- In the Note field, type " | - In the Note field, type " | ||
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- | **Notes on Changes:** If a student wishes to change their address or other general information, | + | **Notes on Changes:** If a student wishes to change their address or other general information, |
- | The fields that will *not* be overwritten by school district information are: | + | The fields that will //not// be overwritten by school district information are: |
- | * User name | + | * Username |
* Password | * Password | ||
- | * Email address | + | * Email Address |
* Name Keywords | * Name Keywords | ||
* Preferred Name | * Preferred Name | ||
* Alert Message | * Alert Message | ||
* User Settings (hold notification preferences) | * User Settings (hold notification preferences) | ||
+ | |||
+ | If a library receives a bounceback email from a PLAY patron' | ||
+ | |||
==== School District Ongoing Responsibilities ==== | ==== School District Ongoing Responsibilities ==== | ||
- | **Periodic Exports:** The school district will create update files that include new students and updated student data (address changes, etc.) PINES will check for update files nightly, but the school district may opt to export less frequently. | + | **Periodic Exports:** The school district will create update files that include new students and updated student data (address changes, etc.). PINES will check for update files nightly, but the school district may opt to export less frequently. If a school district does not have the capability to send update files, full files can be accepted. Full files should only be sent once per week or less. |
- | **Annual Exports:** The school district will do a complete file export annually prior to September | + | **Annual Exports:** The school district will do a complete file export annually prior to October |
- | **Opt-Outs: | + | **Opt-Outs: |
- | **School Changes:** If there are any school changes (new schools added, schools merged, schools closed, schools moved, etc.), the school district will inform the library system' | + | **School Changes:** If there are any school changes (new schools added, schools merged, schools closed, schools moved, etc.), the school district will inform the library system' |
==== PINES Ongoing Responsibilities ==== | ==== PINES Ongoing Responsibilities ==== | ||
- | **Student Updates:** PINES will check the SFTP location | + | **Student Updates:** PINES will check the SFTP nightly and import any new update files found. New students will be added, and existing students will be updated. |
- | **Opt-Outs: | + | **Opt-Outs: |
- | **Errors:** PINES will collect and report any errors to the library system' | + | **Errors:** PINES will collect and report any errors to the library system' |
+ | ---- | ||
+ | ==== General Workflow for Initial Implementation ==== | ||
+ | {{ : | ||
+ | |||
+ | ---- | ||
+ | ===== Participating Systems/ | ||
+ | **[[https:// | ||
+ | **Map of Participating Counties**\\ | ||
+ | //(Last updated January 31, 2024)// | ||
+ | Legend: | ||
+ | * Green: Active | ||
+ | * Blue: Pending | ||
+ | {{: | ||
+ | ===== PLAY Program Contact Information ===== | ||
+ | **PINES Operations Analyst**\\ | ||
+ | Susan Morrison\\ | ||
+ | smorrison@georgialibraries.org\\ | ||
+ | help@georgialibraries.org\\ | ||
+ | (404) 235-7142\\ | ||
+ | Sign up for the PLAY Card listserv here: https:// |
circ/accounts/studentcards.txt · Last modified: 2024/05/31 15:45 by smorrison