circ:accounts:studentcards
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circ:accounts:studentcards [2020/02/13 16:26] – tmccanna | circ:accounts:studentcards [2020/09/16 15:39] – [Library System Ongoing Responsibilities] tmccanna | ||
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====== Student Card Policies and Procedures ====== | ====== Student Card Policies and Procedures ====== | ||
- | //This is working documentation, | + | //This is working documentation, |
**Overview** | **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 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 |
- | 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/ | + | These students may use any PINES library, just like any other cardholder. They may also use all electronic resources |
- | 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/ |
+ | |||
+ | 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. | ||
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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. | ||
- | **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 | + | **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 |
**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: | + | **Home Library Mapping: |
- | * 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 | ||
+ | ==== School District Setup Responsibilities ==== | ||
+ | |||
+ | **List of Schools:** The school district should | ||
+ | * School ID | ||
* School Name | * School Name | ||
- | * Grades | + | * Grade Range |
* Address | * Address | ||
* City | * City | ||
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* Zip | * Zip | ||
* County | * 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. | **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: |
Notes: | Notes: | ||
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* Address_Street2 (Optional) | * Address_Street2 (Optional) | ||
* Address_City | * Address_City | ||
+ | * Address_County (Optional, but highly recommended for statistical usage reporting purposes) | ||
* Address_State | * Address_State | ||
* Address_Postal | * Address_Postal | ||
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* Grade (Optional, but highly recommended for statistical usage reporting purposes) | * 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 ==== | ==== PINES Setup Responsibilities ==== | ||
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==== Library System Ongoing Responsibilities ==== | ==== 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' | ||
+ | * Library System Name | ||
+ | * School District Name | ||
+ | * School District' | ||
+ | * School Name | ||
+ | * School' | ||
+ | * School Address | ||
+ | * School Phone Number | ||
+ | * School Email Address | ||
+ | * Home Library that should be assigned to students at this school | ||
**Opt-outs: | **Opt-outs: | ||
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**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. | **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: | + | **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' |
circ/accounts/studentcards.txt · Last modified: 2024/02/13 17:57 by smorrison