DCLS staff must see and record the ID source for each library card registration. Only the ID listed below is acceptable. Branch managers alone have the authority to accept an alternate ID form; however, this should rarely occur.
All persons applying for a Dauphin County Library System Card must have
identification that verifies not only identity, but also current address. Applicants may use ONE form of ID from Column 1, which identifies both who the person is and where he/she lives. Otherwise, applicants must have TWO forms of ID: one from Column 2 identifies the applicant, and one from Column 3 verifies current address. Check expiration dates on ID before accepting. Bills, leases, and tax statements must be for a current month or year.
Column 1 Column 2 Column 3
(One from this column) (One from this column & one from column 3)
(One from this column & one from column 2) Valid driver’s license with
current address
Valid driver’s license with old address.
Current local or county tax statement (address to applicant).
Valid non-driver’s identification card with current address.
Valid non-driver’s identification card with old address.
Current lease agreement.
Valid passport
Current utility, phone, or cable bill addressed to applicant.
Valid Military ID Social Security Card
Current vehicle
registration registered to applicant.
“Green Card” Birth Certificate
Voter Registration card with current home address.
Current school picture ID
Address from checkbook
Employment picture ID Other Picture ID on club/Credit card
Self-addressed “DCLS address verification
postcard” (address must be in Dauphin County)
Note: If the borrower did not bring in proof of current residence, but has proof of identity, an account can be started, but allow only a ONE-TIME CHECKOUT
LIMITED TO 2 ITEMS. Add a 1 TIME 2 ITEM CKO comment to the account. When the borrower has supplied proof of address, delete the block.
Check the Edit Borrower screen to see how many items a borrower has checked out since receiving their library card.
27.3
Registration
1. Ask for and examine ID.
2. Check to see if person has a DCLS library card. a. Click on Borrower, Find Borrower, (F4).
b. Choose Borrower Last Name Alphabetical from the indexes box. c. Type the borrower’s last name, first name in the Search For box. d. Click OK.
3. If the name appears, highlight name and click Enter. 4. In the account, click on Borrower, Edit Borrower (F6). 5. Verify the information and update it, if necessary.
6. If the name does not appear, check all close variations of the name, if appropriate, to make sure that the borrower is not in the system. For example, if the person’s name is John Brown and there is a John L. Brown and a John W. Brown, check the ID on those accounts to verify that it is not the same person.
Note: DO NOT create a second library account if the borrow already has one. The Circulation Policy states: “Library cards will not be issued to any person who is the guardian on an existing account … referred to a credit agency, nor will a card be issued to a minor if the responsible adult signing the card has an existing account in … referred to a credit agency.”
If you have reason to believe a person requesting a new card or attempting to sign as the responsible adult on a juvenile or organization card falls in the above category, do a search for the guardian in the database and do a parent/guardian search.
7. To do a guardian search, follow these steps: a. Click on Borrower, Find Borrower (F4).
b. Highlight Borrower Last Name Alphabetical from the Indexes box.
c. Type the parent or guardian’s last name, first name in the Search For box. d. Click OK
e. Check the account for fines/fees >45.00.
8. To do a parent/guardian search (which will bring up all of the juvenile accounts for which the adult has signed), follow these steps:
a. Click on Borrower, Find Borrower (F4)
b. Highlight Parent Guardian from the Indexes box.
c. Type the parent or guardian’s name into the box following this example: smith*mary* The * symbol is a wild card that allows the database to pull up variations of the name
d. Click OK
e. A list of juvenile accounts will come up f. Check each account for fines/fees >$45.00.
i. If an account has >$45.00 fines/fees or has a Credit Bureau message, go to Edit Borrower in the account and check the ID number to verify the identity of the parent/guardian.
27.4 Note: Juveniles must be present to obtain a library card.
9. If the borrower is not in the database, and the responsible adult for a juvenile or organization has an account that is not in Credit Bureau and has fines <45.00, then register the patron. Have them read the Borrower’s Agreement or
Parent/Guardian Agreement and verbally agree to it.
Note: The borrower’s verbal agreement is very important. If the borrower doesn’t agree, he or she cannot receive a card.
10. Close the borrower search box and click on Borrower, New Borrower (F5), from menu. You will see the following screen:
USE ALL CAPITAL LETTERS EXCEPT IN BORROWER’S EMAIL ADDRESS
Please note, when you get to the bottom of the page, simply click the Page Down button to continue.
27.5 In this field Do this Last name, First name
Type in last name, first name.
The name must be entered as last name comma space first name space middle name (or middle initial) if the borrower has a middle name.
Ex: Chris W. Rock
ROCK, CHRIS W Names with a Suffix
If the borrower has a suffix (JR, SR, III, etc.), add a comma after the middle
initial/ name (or a comma after the first name if no middle name is given). Ex: John Stewart Jr.
STEWART, JOHN F, JR Hyphenated Last Names
If a borrower has a hyphenated last name, simply type in both of the last names, comma, first name.
Ex: Courtney Cox-Arquette
COX-ARQUETTE, COURTNEY
Note: No periods are used. Leave out punctuation, except for the comma between first and last name, before a suffix or after a name, before a title. Names with a Title
When including a title (Dr., Rev., Pastor, Mrs., etc.), type the last name comma space, the title space first name.
Ex: Reverend Martha W. Jones JONES, REV MARTHA W Date of
Birth
Enter birth date as MM/DD/YYYY
This is required for all borrowers. If birth date is unknown, or borrower refuses to give it, use 01/01/1900 for an adult borrower, but do not use this if you think borrower may be 17 or younger. Juveniles must have accurate birth dates on their accounts to ensure compliance with CIPA.
When a borrower turns 18, she needs to fill out a new signature card, using her ID, and the registration screen must be updated with the new information.
Addr. Type
Click Perm radio button. Street Address Line 1-4 (You do not need to use all the lines)
Enter the street address.
Use standard postal abbreviations, but no punctuation. See the following list for standard abbreviations:
http://www.usps.com/ncsc/lookups/abbreviations.html#top
Secondary address information (apartment, lot number) can either follow the street number on the same line or be entered in the following line. Ex: 123 S COVE ST APT 3
27.6 or
123 S COVE ST APT 3
Rural Route Numbers & Rural Route Boxes
RFD & RD rural route codes must now be entered as RR for “Rural Route”. Rural Route Numbers with a Rural Box Number should be entered as “RR …BOX …” Do not use “#” or “No.”.
Highway Contract Routes and Star Routes are both abbreviated as HC. Ex. RR 3 BOX 402A
HC 25 BOX 23B Post Office Boxes
When there is a post office box that is considered the primary address, enter it as follows: PO BOX (and the number). We must also see proof of borrower’s street address. Add the street address first and on Line 2 add the PO BOX or use the PO BOX only, and add the street address in the Temporary Address Field (see “Temp” below).
For example, if a person lives at 123 Hello Street, but wants mail to go to her
PO BOX 987, enter data as:
123 HELLO ST PO BOX 987
Temp: Choose this for alternate addresses, such as: Street addresses for PO box holders
Old addresses kept until borrower brings in proof of new address The permanent address of a borrower residing temporarily in
Dauphin County. (The local address at which the borrower wishes to receive mail goes in the Perm address field, while the permanent address goes in the Temp field.)
To enter an alternate address: a. Click on New.
b. Choose Yes so address will be after permanent address. c. Click on Temp button.
d. Enter alternate address.
e. Enter yesterday’s date in both beginning and ending date fields. See Appendix R - Library card registration addresses verification
27.7 City,St Find the city in the drop down Codes box. Click on the city.
If there is no code for the borrower’s city, then enter the City comma space Standard Two-Letter State Abbreviation in Line 4 (above the City/St field). (State abbreviations can be found at www.usps.com .)
If the city is in Dauphin, Cumberland, or Perry County, send IT an email with the name of the city, so that they can add it to the codes box.
Zip Code Enter the zip code for the borrower’s address. Search www.usps.com to find an unknown zip code.
Notice by Choose stnd if borrower wants postal mail or phone calls; choose email if he wants email notification.
Note: Anyone with an email address, minor or adult, may choose this option. Note: Borrowers can receive phone notifications for holds and overdues and also receive e-mail pre-overdue notifications. Select Stnd notification, enter the e-mail name and address and then select Pre-overdue, too.
Email name Enter patron’s first and last name in all capital letters Email addr Enter email address in lower case letters.
Phones Phone: Type in number, using a hyphen, and include area code only if area code is not 717. BOBB is set up to automatically dial a 1 for non 717 phone numbers.
Put numbers only in this field. Information about the phone number can be entered in the Borrower Note.
Note: If borrower has no phone, put 000-0000 in the field . Make sure you select no telephone calls from the drop-down box.
Type Choose phone type from the Codes box.
If the borrower wants phone calls for holds and overdues, choose cp, h orw.
If the borrower wants email or postal mail notices, choose h-noTC or w-noTC
Note: A borrower cannot receive both email and phone notifications for holds and overdues. Selecting Stnd notification and a cp, h or w phone type will stop Horizon from sending any notifications at all.
You can enter more than one phone number for a borrower. To enter another number:
a. Click on Newand answer “yes” or “no” about position of new phone number in the list. (Horizon will call the number that is first on the list, or the number with a code of cp, horw.)
b. Type telephone number
27.8 Barcode Scan new card
Pin # Ask the new borrower to choose a 4-digit number. Enter the number. All borrowers should have a PIN. Leave this field blank only when a parent/guardian requests that his child be denied Internet access at the library.
Location Horizon automatically enters the library code of the library where the card is being issued.
BType Choose the borrower type from the list of codes:
c1a-Charged adult 1-month library card. Same as Charged Adult, but for a 1-month period.
c1j- Charged Juvenile 1-Month Library Card. Same as Charged Juvenile, but for a 1-month period.
c3a– Charged Adult 3-Month Library Card. Same as Charged Adult, but for a 3-month period.
c3j – Charged Juvenile 3-Month Library Card. Same as Charged Juvenile, but for a 3-month period.
c6a- Charged Adult 6-Month Library Card. Same as Charged Adult, but for a 6-month period.
c6b- Charged Juvenile 6-Month Library Card. Same as Charged Juvenile, but for a 6-month period.
ca - Charged Adult - for adult residents of specific municipalities in Perry, Northumberland and other counties that do not participate in ACCESS PA (See Appendix C)
cj – Charged Juvenile. For juvenile residents of specific municipalities in Perry, Northumberland, and other counties that do not participate in ACCESS PA
nj - Non-resident Juvenile na - Non-resident Adult pa - PC Use Only Adult pj - PC Use Only Juvenile ra- Resident Adult
rj- Resident Juvenile
mbs-Millersburg School Student s- Staff/Board
sret – Staff retiree
Exp. Date Horizon automatically enters the correct expiration date for the borrower type. The cards of BTypes s, ra, rj, na, nj expire every ten years. PC cards expire yearly. Charged cards expire in 1 month, 3 months, 6 months or 1 year.
ID #1 Enter ID information of one of the following: Borrower
Parent/legal guardian, if the borrower is a juvenile, or an adult who cannot legally be held responsible for his account.
Responsible adult for an organization.
27.9 ID Type Choose the type of ID from the codes list.
ID #2 Leave blank.
ID Type Choose the type of ID from the codes list. Guardian
Last Name, First Name
This line must be filled in for:
Borrowers who are under 18, unless they are legally emancipated Adult borrowers not legally responsible for their accounts
Organization accounts
Enter the last name, first name of the responsible adult. Signature
date
Enter today’s date.
Staff Name Enter your first initial, last name.
When any change is made to the information on an account, the staff member who enters the new information overwrites the previous staff person’s name with her own.
Example: Borrower changes her address. New address is entered and staff person who enters it puts her name in Staff Name field.
Stat Class a. Open the codes box; choose the borrower’s municipality* (where the borrower lives/pays taxes), or one of these:
Other Penna. Outside Penna.
Millersburg School Student Organization
b. Click on OK c. Click on New
d. Open codes box again and choose f (Female) or m(Male). e. Click on OK
If the borrower is a Dauphin County Property Owner click on Newagain, choose dcpoand click on OK.(Only borrowers who are Dauphin County Property Owners, as defined above, will have 3 codes in their stat class list.) *Use http://factfinder2.census.gov/main.html to find a municipality if you know the address. At the website:
a. Click on address search,
b. Enter address (at this page on the site, create a bookmark for the next time you need to use it).
c. Look for the County Subdivision line for the specific township or boro. Borrower
Note
Enter any information you think pertinent that does not belong in any of the standard fields. Example: “grandfather is legal guardian” or “NY Dr Lic” For Baby’s First Library Card initiative, put BTR in this field.
Newsletter Ask the borrower if they’re interested in receiving the DCLS First 2 Know newsletter about upcoming events and services. If yes, then check the newsletter box.
Give new borrower a DCLS bag with Branch Locations and Hours, current copy of Bookings, and other informational and promotional material. Briefly explain services
27.10 we offer (including ability to return materials to any DCLS library), loan periods, and fines and fees.
E-Cards
DCLS offers online registration for residents of the Capital Area Library District. Borrowers can complete a web application online. They will receive their library card number in an e-mail shortly afterwards and then their card in the mail a few days after that.
An E-card offers access to all of DCLS’ electronic resources, including e-books and e- audiobooks and they are valid for 10 years. However, these cards offer no borrowing privileges. They are for electronic access only.
If a borrower wishes to upgrade to a full service library card, they must come to the library and present you with their library card and an ID. You can accept any of the various ID’s that would be acceptable in a normal registration.
Look up the borrower’s account and confirm all the information or update as
necessary. Change the borrower type from “Self” to “Resident” or “Non-Resident” as appropriate. All of the residency requirements stay the same for a Resident card. Enter your initials in the Staff Name field.
Have the borrower read the Borrower’s Agreement and verbally agree to it. Return the card to the borrower. He or she can now check out materials.