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Patron Personal Info

Personal Info

First & Middle Name

Enter the patron (or operator) first name or the first name and middle name (or the first name and middle initial).

Last Name

Enter the patron (or operator) last name. This field is required, you cannot save a record without a last name.


Each patron and operator is assigned a unique barcode up to 15 characters long, based on the value set in Preferences > Patrons. You can change the assigned barcode here.

Learn more in Barcode Your Collection.


The policy that you assign to a patron or operator determines the library rules to which this patron or operator must adhere. To choose a policy for a patron, click the arrow at the end of the Policy drop-down menu and select a value. The default policy for new patrons or operators is automatically assigned based upon your Default Policy setting in the Patron Defaults preferences.


Use this drop-down menu to help identify the sex of this patron; MaleFemale, or Unknown. The default is Unknown until the patron's sex has been designated.


Use this drop-down menu to choose the site or school that your patron attends. A list of valid and available sites will always be pulled from Sites Management window. To ensure the accuracy of reports, be consistent when selecting this information. Reports can be generated and sorted by this field. For example, you may print an overdue list for all the students of a particular school.


The location of a patron in a school is typically the student's homeroom or first period class. To ensure the accuracy of reports, be consistent when entering information in this field. Reports can be generated and sorted by this field. For example, you may print an overdue list of all students in a homeroom with overdue items. You are allowed to customize the name of this [Location] field in the Localization preferences.

2nd Location

Use this field to group patrons by a second location or to track any other useful data. You can enter letters, numbers, as well as spaces in this field. Reports can be generated and sorted by this field. Therefore, to ensure the accuracy of reports, be consistent when entering information in this field. You could, for example, use this field to classify the ethnicity of patrons for government or internal reports. If desired, you are allowed to customize the name of this [sublocation] field in your Localization preferences.

Student #

The community ID is designed to be used for your local ID. This could be a student code, phone number, parcel number or any other unique identification code. You are allowed to customize the name of this [Community ID] field in the Localization preferences.


In the United States, the “government ID” is typically the social security number (SSN); other countries may use other formats. You are allowed to customize the name of this [Government ID] field in the Localization preferences.

A Note About Community and Government ID

These are alternate, unique ID codes you may want to use with Alexandria. If you plan on updating patron information automatically from a central administration system (or you want to locate patrons by alternative codes, enter data in these fields). Duplicate values are not allowed; if a duplicate code is entered, Alexandria will give you an error message, notifying you that you need to make your code unique.

Reading Level

Any reading level-related information you provide in this field will appear in the Current Patron Pane of the Circulation module when a patron is made current. It is commonly used as a quick reference for library staff to determine if an item's readability is compatible with your patron. If the term Reading Level is not specific enough for your tastes, you can customize this terminology in the Localization preferences (e.g. Fountas and Pinnell or Accelerated Reader).

    • Typically, the term Reading Level will suffice unless your site doesn't use reading levels or the terminology is irrelevant. In this case, the field can be renamed in your Terminology preferences and used to store other information such as whether your patrons have accepted your AUP (acceptable usage policy); in this case, you would provide the appropriate information in the field (e.g. “Accept”/“Decline”, “Yes”/“No”, “Agree”/“Disagree”, etc.).


This field identifies the patron's level in school. If the school library and graduation date have been entered, Alexandria will assign the level based on your preferences. If you enter a level and a school library, Alexandria will calculate the graduation date for you. Alexandria will advance patrons by one level after the last day of school if the level is set to either “JK” (junior/kindergarten), “PS” (pre-school), “K” (kindergarten), or “1-12". Patrons automatically graduate to the next grade level on the date you enter as the last day of school on the Library Information preference window. Graduated patrons are given the grade level of “Graduated”.


Enter the patron's birth date. This information is used solely for reference.

Graduation Date

Enter the date that the patron will graduate. You are allowed to customize the name of this [Optional Date] field in the Localization preferences.

Card Exp. Date

Enter the date that the patron's library card expires. If you leave this field blank, Alexandria will calculate the expiration date based on the patron's policy when the patron record is first added to the system. For example, if a Patron Policy in Preferences is set for 365 days, the card will expire 365 days from the date the patron was entered.

Patron Picture

This is the patron picture field; if you would like to add or change a patron’s picture at this time, you can upload a GIF, BMP, PCT, PNG, JPG (or any other standard image file) using the Browse for Patron Picture selection from the primary Actions menu of Patrons Management; you can reset to the default patron picture by selecting Remove Patron Picture. Although they turn up elsewhere, patron pictures primarily appear in the Current Patron pane of Circulation.


Use this drop-down menu to change the status of the current patron. The Status setting separates active patrons from those with special circumstances such as a lost cards or or transferred. Select one of the following available statuses from the patron Status drop-down menu:

    1. Active. A patron whose status is set to Active can use the library (check in and out) according to the rules of the assigned patron Policies.
    2. Lost Card or Suspended. These statuses cause a warning message to appear when the patron barcode is entered in the Circulation module and require operator intervention in order to continue.
    3. TransferredInactive, or Other.These options are used mainly for generating reports for patrons with a statuses other than Active; for example, those who have transferred or are inactive. These statuses cause an alert message to appear on the Circulation module when the patron barcode is entered.

Suspension End Date

If the patron Status is set to Suspended and a date is entered in this field, the suspension will expire on this date. The field appears grayed out if the patron's status is not set to Suspended.

Security Group

This is the security level assigned to this patron or operator; a user's access level determines what operations they are allowed to perform. Security Groups can be created, removed, or adjusted in the Security preferences.


Provide the username that allows operators to log into the Alexandria Librarian securely and your patrons to access the Researcher interfaces (including Scout) and place holds, reservations, and check their status and details.

Password/Confirm Password

Here is where you create, confirm, and change mandatory patron passwords. If you don't provide one at the time of creation, the password will default to the patron's Last Name without spaces or punctuation. When changing or creating a patron password, be sure that the passwords you enter in the Password and Confirm Password fields exactly match; be sure to provide both. For security reasons, passwords are never shown anywhere in Alexandria.

When set, patron passwords must meet the following requirements:

  • Weak: At least 6 characters.
  • Regular: At least 8 characters, including at least one letter (a-z) and one number (0-9).
  • Strong: At least 10 characters, including at least one letter (a-z), one number (0-9), and one symbol (!@#$%^&*-=+.,).

Passwords are not case sensitive.


Enter the patron's email address – or multiple addresses, separated by a comma. This is where all patron email notifications, like overdue notices, are sent. To guarantee that email notifications are being sent, check the Enable Automatic Email Notifications box in your Circulation Settings preferences.

(lightbulb) Just Text Me Please! Enter an SMS email address to send notices via text message.


If you use Clever, the patron's GUID will be displayed in small lettering just above the Site Access button. This cannot be edited and is only there for reference.

Site Access

Click this to open the Site Access dialog which allows you to check (or uncheck) any sites that the patron or operator is permitted to access. This list of valid and available sites will always be pulled from Sites Management.