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--- circ:accounts:studentcards [2020/02/13 16:26] – tmccanna
+++ circ:accounts:studentcards [2020/09/16 15:38] – [Library System Ongoing Responsibilities] tmccanna
@@ Line 1: / Line 1: @@
 ====== Student Card Policies and Procedures ======
-//This is working documentation, and will be modified as the pilot program proceeds. If the pilot is successful and approved to expand beyond the pilot library, the circulation policies will be reviewed and updated by the Student Card Working Group and the PINES Executive Committee.//
+//This is working documentation, and will be modified as the pilot program proceeds. If the pilot is successful and approved to expand beyond the pilot libraries, the circulation policies will be reviewed and updated by the Student Card Working Group and the PINES Executive Committee.//
 **Overview**
-Automatically creating student library accounts with data provided by the school district decreases barriers to access for students and reduces staff workload.
+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.
-**LOPL Pilot Program**
+The proposed name for the program is PLAY (PINES Library Access for Youth).
-The Student Card permission group is currently for use only by Live Oak Public Library System (LOPL) students during the pilot period beginning February 2020. These students may use any PINES library, just like any other cardholder. They may also use all electronic resources available to LOPL patrons, including RBdigital and GALILEO.
+**Pilot Program**
-LOPL has proposed calling the program PASS (PINES Access for Student Success).
+The Student Card permission group is currently for use only by libraries who have signed up to be part of the pilot program. Chatham County students were registered for Live Oak Public Libraries as the initial proof of concept portion of the pilot program in February 2020. Several other library systems / school districts will be added during the next phase, in Fall of 2020.
-PINES has worked with LOPL and Chatham County School District to develop a method of importing student data to create accounts in an automated fashion. Student 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/guardians are responsible for these fines. LOPL will be responsible for lost or damaged materials and long-overdue fines not recovered by other libraries for their materials. The account expires after one year. [Pilot approved 2018.12, became available 2019.02, modified 2019.12.]
+These students may use any PINES library, just like any other cardholder. They may also use all electronic resources available to LOPL patrons, including RBdigital and GALILEO.
-If the program is successful and expands to the rest of the state, the pilot policies will be reviewed by the Student Card Working Group and a proposal brought to the PINES Executive Committee.
+Student 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/guardians are responsible for these fines. LOPL will be responsible for lost or damaged materials and long-overdue fines not recovered by other libraries for their materials. The account expires after one year. [Pilot approved 2018.12, became available 2019.02, modified 2019.12.]
+If this next phase of the program is successful and expands to the rest of the state, the pilot policies will be reviewed by the Student Card Working Group and a proposal brought to the PINES Executive Committee.
@@ Line 92: / Line 94: @@
 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.
-**Single Point of Contact:** A single point of contact at the library must be designated for PINES to send error messages and notifications to. That point of contact will be responsible for handling problems internally or following up with the school district’s IT department. The point of contact will also be reponsible for reporting changes to school information or system problems to the PINES Help Desk.
+**Single Point of Contact:** A single point of contact at the library must be designated for PINES to send messages and notifications to. That point of contact will be responsible for handling problems internally or following up with the school district’s IT department. The point of contact will also be responsible for reporting changes to school information or system problems to the PINES Help Desk.
 **MOU:** The library system and the school district must sign a Memorandum of Understanding. A copy should be provided to PINES.
-**Home Library Mapping:** Each member school must be mapped to a specific library branch. The library system should work with the school district to make this determination and provide the information to PINES in a spreadsheet for entry into the PINES database. The spreadsheet should include:
+**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's short policy name (eg, LOPL-OM), and then given to PINES to import into the PINES database.
-  * School ID
+**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 ====
+**List of Schools:** The school district should provide basic information about all of the schools that will be a part of the project. The spreadsheet should include:
+  * School ID
   * School Name
-  * Grades
+  * Grade Range
   * Address
   * City
@@ Line 105: / Line 112: @@
   * Zip
   * County
-  * Home Library (Short Policy Name)
-**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 ====
 **SFTP:** The school district must create a secure FTP directory that PINES scripts may access to retrieve student data files.
-**Data Exports:** The school district must export the data in the specified CSV format and with the specified file name.
+{{anchor:data_exports}}**Data Exports:** The school district must export the data in the specified CSV format and with the specified file name.
 Notes:
@@ Line 137: / Line 138: @@
   * Address_Street2 (Optional)
   * Address_City
+  * Address_County (Optional, but highly recommended for statistical usage reporting purposes)
   * Address_State
   * Address_Postal
@@ Line 142: / Line 144: @@
   * Grade (Optional, but highly recommended for statistical usage reporting purposes)
+**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 ====
@@ Line 158: / Line 161: @@
 ==== Library System Ongoing Responsibilities ====
+**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's point of contact. The library will need to collect the relevant information from the school district about the new school and submit a Help Desk ticket under the category "PINES / PLAY Card - New School." The information that PINES needs in order to add a new school is:
+  - Library System Name
+  - School District Name
+  - School District's State-Assigned ID Number
+  - School Name
+  - School's State-Assigned ID Number
+  - School Address
+  - School Phone Number
+  - School Email Address
+  - Home Library that should be assigned to students at this school
 **Opt-outs:** If a parent wishes to opt out, they will need to fill out the opt-out form at their school's office. The school district will update their database and will create an opt-out file that PINES will automatically process to remove the child's account.
@@ Line 186: / Line 200: @@
 **Annual Exports:** The school district will do a complete file export annually prior to September 15 so that all continuing students will have their accounts updated with new expiration dates.
-**Opt-Outs:** The school district will provide parents with an opt-out form and update the student database with that information. The school district will produce a separate opt-out CSV file so that PINES can delete the student's data (format TBD). The school district will not include that student in any future CSV update files.
+**Opt-Outs:** The school district will provide parents with an opt-out form and update the student database with that information. The school district will produce a separate opt-out CSV file so that PINES can delete the student's data. The school district will not include that student in any future CSV update files. The format of the opt-out file should be the same as the import file, but named in this format: District prefix followed by "OPTOUT" followed by date string (DISOPTOUT_YYYYMMDDHHMM.csv --> SAVOPTOUT_202003270245.csv)
 **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's point of contact (who will inform PINES via the Help Desk) so that the mappings can be updated.