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circ:accounts:update_accounts [2019/09/11 20:05] – [Patron Record Deletion / Deceased Patrons] tmccannacirc:accounts:update_accounts [2023/08/14 19:18] (current) – [Online Account Renewal] smorrison
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-====== Editing / Updating Patron Accounts ======+====== Renewing & Updating Patron Accounts ======
  
 ===== Updating a Patron Record ===== ===== Updating a Patron Record =====
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 <note important>The patron must resolve all outstanding fines and fees in order to renew her/his card. [2009.12]</note> <note important>The patron must resolve all outstanding fines and fees in order to renew her/his card. [2009.12]</note>
  
-If a user’s account is set to expire during the proposed renewal period for items, Evergreen will not allow renewal past the patron expiration date.  +If a user’s account is set to expire during the proposed renewal period for items, Evergreen will not allow an item renewal past the patron expiration date.   
 + 
 +===== Online Account Renewal ===== 
 + 
 +The functionality to renew accounts online became available July 2023. The online account renewal form will be available to patrons through the "My Account" section of the OPAC if the following conditions are met: 
 +  * The patron account is active and the expiration date is no more than 30 days in the future. 
 +  * The patron's permission group is either Patron, Friend, GLS, Homebound, Quipu, or Trustee. 
 +  * The patron's account is in good standing (no outstanding bills, no blocks, is not barred, has not been flagged with an invalid address or phone number). 
 +  * The patron has not already been given a temporary renewal. 
 + 
 +If the patron is eligible for online renewal, a button titled "Click here to renew your account" will appear under "My Account Summary." Patrons should click this to access the renewal form. 
 + 
 +{{:circ:accounts:online_account_renewal.png?400|}} 
 + 
 +Once the patron has filled out the form and confirmed their information, patrons should click "Submit." They will be led to a screen that confirms the renewal and provides the new expiration date. 
 + 
 +If the patron does not have an address change, the account will be renewed without requiring the patron to come into the library. If the patron does have an address change, the account will be given a 30-day temporary renewal and the patron will be required to come into the library with their proof of address so that staff may verify it and fully renew the account. (Homebound and GLS patrons are exempted from this requirement.) 
 + 
 +**Temporary Renewals**\\ 
 +If a patron is eligible to renew their account online but their address has changed, they will automatically be given a 30-day temporary renewal and be directed to visit a PINES library with their proof of address for a full renewal term. Please note this applies to Quipu accounts as well. Only Homebound and GLS patrons are not required to visit a library for renewal. 
 + 
 +A patron note will be automatically added to their account which will alert staff to the fact that the patron has already received a temporary renewal. This note will prevent the patron from submitting another temporary renewal.  
 + 
 +When the patron comes into the library to complete their account renewal, staff should:  
 +  - Verify the patron's new proof of address 
 +  - Update the patron's account expiration date 
 +  - Remove or archive the patron note
  
 ===== Incorrect Addresses ===== ===== Incorrect Addresses =====
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 Evergreen contains a feature that allows the complete deletion of patron accounts, but this is restricted to extreme cases and may only be performed by PINES staff at the request of a library director.  Evergreen contains a feature that allows the complete deletion of patron accounts, but this is restricted to extreme cases and may only be performed by PINES staff at the request of a library director. 
  
-In the case of deceased patrons, the recommended alternative is to change the name on the patron account to first name “Deceased,” last name “Patron,” and deleting the driver's license number or ID, as well as any other personally identifiable information. This will effectively anonymize that person's account without affecting circulation or billing history.+In the case of deceased patrons, the best practice is to
 + 
 +  * Change the name on the patron account to first name “Deceased” and last name “Patron” 
 +  * Delete the driver's license number or ID, as well as any other personally identifiable information.  
 +  * Mark the phone number and email address (if present) as invalid. 
 +  * Change the account expiration date to a past date. 
 +  * Uncheck the Active box. 
 +  * Change the password so that no one is able to log into the account from the OPAC. 
 +  
 +This will effectively anonymize that person's account without affecting circulation or billing history.
  
 ===== When A Staff Member Leaves Employment ===== ===== When A Staff Member Leaves Employment =====
circ/accounts/update_accounts.1568232329.txt.gz · Last modified: 2019/09/11 20:05 by tmccanna