circ:accounts:studentcards
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circ:accounts:studentcards [2020/02/13 16:26] – tmccanna | circ:accounts:studentcards [2020/10/08 19:01] – tmccanna | ||
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- | ====== | + | ====== |
- | //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 "PLAY Card (Pilot)" |
- | 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. | + | 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/ |
+ | |||
+ | 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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**Account Prefixes:** Each school district will have a unique prefix. A list of all of the prefixes for participating school districts will be posted on the PINES documentation web site for libraries to refer to if the student knows their card number but not their prefix. | **Account Prefixes:** Each school district will have a unique prefix. A list of all of the prefixes for participating school districts will be posted on the PINES documentation web site for libraries to refer to if the student knows their card number but not their 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 student 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. |
**Graduating Students:** When a student graduates, their account will expire at the beginning of the next school year (on September 15), and should not be renewed. They may apply for a regular PINES account at that time. If they wish to keep their circulation history, lists, etc. when they do so, they can be given a physical PINES card and their account can be updated with new information (new barcode, identification, | **Graduating Students:** When a student graduates, their account will expire at the beginning of the next school year (on September 15), and should not be renewed. They may apply for a regular PINES account at that time. If they wish to keep their circulation history, lists, etc. when they do so, they can be given a physical PINES card and their account can be updated with new information (new barcode, identification, | ||
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**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 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/ | ||
- | The parent also has the option to opt out of the student 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. |
==== Circulation Policies ==== | ==== Circulation Policies ==== | ||
- | **Duplicate Accounts:** Students may have a student | + | **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 |
**Number of Concurrent Checkouts: | **Number of Concurrent Checkouts: | ||
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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