1. Check for Existing Accounts: To avoid creating a duplicate record, library staff should always search for the patron’s name in the Evergreen patron database before entering a new patron record. The “Include inactive patrons?” box should be checked and the “Limit results to patrons in:” option should be set to “PINES.” If an identical name is found, compare the address, birth date, and other identifying information on the screen with the card application to determine if the patron is already registered in the system.
2. Create New Account: If the name is NOT found in the database, open the Register Patron screen. The PINES user record can contain as many addresses as necessary, and notes and comments that display to all PINES facilities. Required fields are:
3. Save: When you are finished entering the patron’s information, click the Save button and ask the patron to sign on the signature strip on the PINES card. It is a local decision on the part of each Library System whether the PINES card will be given to the user at registration or be mailed [1999.10]. Consult your circulation supervisor for the policy at your library.
4. Records Retention: Follow local policy for storing signed applications. (See: Record Retention Policies)
PINES rolled out a new automated e-card registration process on September 8, 2020. This eliminates the previous pending patron account process to provide better service to patrons and reduce work for library staff.
When a member of a family residing at the same household as an existing member is registering for an account, the Save and Clone function can be used. The cloned patrons will automatically be grouped with the first patron.