User Records
User records are required to access SirsiDynix Symphony. A user record contains the following information.
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User’s title, first name (or preferred name), middle name, last name, suffix, address, and phone number(s) |
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Notes and comments Library (in multilibrary systems) |
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Location (where an item is recorded to be when it is checked out to the user) |
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Optional Statistical Categories |
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Personal Identification Number (PIN) |
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Date the user registered |
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Date the user’s privilege expires |
SirsiDynix Symphony also keeps track of the user’s charges (checkouts), hold requests, unpaid bills, return claims, materials booking requests, and journal routings. All of these can be counted or listed in a report.
User records can be created by filling out an online template, or can be loaded in batch from machine-readable data files in a specific format. User records represent not only patrons, but the library as well. The library’s departments and staff members are entered into SirsiDynix Symphony as users with privileges defined for each type of user.
A user record is required:
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To access SirsiDynix Symphony |
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In Acquisitions to receive an item ordered at a user’s request, and to deliver (distribute) the item to the user |
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For Enhanced Researchers Access to establish “ownership” database link files, search queries, and sets |
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In the Request Module to allow response from the library to be sent to the user |
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In Serial Control to place a user on a routing list to see most current issues of journals, or to create a routing list |
User IDs
Each user must have a unique identification called the user ID. The user ID can be a number or name assigned by the library according to some scheme such as a Social Security number or driver’s license number. The library can instruct SirsiDynix Symphony to assign a unique numerical ID to the user automatically when the user is registered. Typically, libraries use random numbers for unique user identification, such as barcodes. When a user registers, the staff member assigns the next number from a sheet of labels. It is not necessary for the assigned user ID to be memorable, significant, or even affixed on a library card. Library staff can always search the user’s name and find the corresponding user ID. The User ID field is limited to a maximum of 20 alphanumeric characters.
A user can be assigned an alternative user ID, or alt ID. Many libraries use a random barcode number as the user ID because it can be quickly scanned to check out materials, place holds, and create bills. The alt ID can be an individually significant number like a Social Security number, student ID number, or driver’s license number. The alt ID, along with the user’s name, provides additional access to the user’s record when the barcode number is not available. The alt ID can also provide a link to a user record in another automated system, such as personnel system or student registration system. The alt ID field is limited to a maximum of 20 alphanumeric characters.
User IDs and alt IDs cannot contain these characters: ! %* + / : ; @ \ _ &# [ | ] ~ `
User identification can be a user ID or an alternative user ID. The system configuration determines if a user ID or alt ID can be used, or if only one or the other can be used to access SirsiDynix Symphony. In addition, SirsiDynix Symphony can be configured to require entry of a Personal Identification Number (PIN) or password to double-check the user identification.
Types of Users
Any person or organization borrowing library material is a user and must be represented in the user database by a user record. The user database contains all the necessary information about the library’s users, their standing with the library, and their relationship with library items. SirsiDynix Symphony can be configured to require entry of a PIN before a user enters a request or checks his or her current status.
Users are not just patrons (members of the library’s public), but can be other libraries or even the library’s own internal departments, such as Cataloging, Reference, Bookmobile, or Bindery. A user can also be a status or condition assigned to an item, such as MISSING.
User Profiles
A user’s library privileges are determined by the assigned User Profile policy when the user is added to the database. User profiles are set by the system administrator. Each user profile specifies:
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How many total items the user can check out over the life of the privilege. |
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How many simultaneous charges a user can have (for example, up to 10 items). |
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How many simultaneous charges a user may have by item type (for example, up to 10 items, with up to 8 books and 2 videos) |
User Status
Every user in the system has a status. Four user status settings are delivered. You can create custom statuses using the User Standing policy wizard.
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OK – The user has complete library privileges and does not have any unpaid bills. |
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DELINQUENT – The user has unpaid bills or overdue items. Delinquent users can still check out items and have all the other privileges of users with an OK status, but operators are warned that the user is DELINQUENT. |
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BLOCKED – The user has unpaid bills that have reached a set limit, or have reached a set limit for the number of overdue items set in the user profile policy. A BLOCKED user can check out items only when an operator enters a special override code. |
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BARRED – The user cannot check out items. The BARRED status must be set by a workstation operator with special privileges to change the user status to this setting. |
User Records and Outreach Services
User records can also have outreach information attached.
Outreach user records contain basic information about an outreach user, such as the outreach route ID, next and last delivery dates, and the user's position (stop number) on the outreach route. The Outreach Services module makes use of outreach information, interest, and history records to indicate a user's reading, viewing, and listening interests; tracks which items have been charged to the user and whether the patron wants to receive this material again at a later date; and keeps circulation statistics for outreach users. These records, though stored separately in the system, are attached to user records, and are created, displayed, edited, and removed through the Outreach Services wizards and helpers.
Outreach routes must be created and other circulation and user policies modified before outreach information can be attached to a user record. In order for a user to receive outreach services, an outreach user record must be created for the user, and one or more interest profiles must be created.
Users Records and Academic Reserves
Both the reserve control records and individual instructor/course records are linked with user records. A user record must exist for the Reserve Desk, instructor, and patron.
When setting up your Academic Reserves module, you must define a Reserve Desk policy that will represent your reserve collection. After you have defined the Reserve Desk policy, you must create a user record to represent the reserve collection. Because some standard reserve functions require information from the reserve collection’s user record and the Reserve Desk policy, SirsiDynix Symphony must be able to find this user record.
Before an instructor can have a copy placed on reserve and be associated with an individual instructor/course reserve, the instructor must have a user record.
As with standard checkouts, patrons must have user records in the SirsiDynix Symphony system before they can check out any copy placed on reserve.
Related topics
Overview
Display User Wizard
New User Registration Wizard
Modify User Wizard
Remove User Wizard
User Profile Policy (User Profile Wizard)
Reserve Desk Policy (Reserve Desk Wizard)