Use(s)

• If a group of specific patrons need to meet with the librarian, select Alert Note and type "Needs to meet with librarian" on the Options tab before running this utility. Alert Notes pop up in Circulation whenever those patrons' barcodes are scanned.

• If a group of specific patrons are in special reading programs, considered at-risk, or belong to other groups that need to be recorded, select Category Note and type the desired note on the Options tab. 

"Grade" is a localization term that can be altered in Terminology Preferences.

You can customize your grades (i.e. levels) in the Grade Table in Patron Preferences. 

Read our End-of-Year Procedures and Beginning-of-Year Procedures to ensure your Alexandria system is ready for summer and the new school year!If you name your policies after grades, then you'll need to update those policies after running this utility. This has to be changed on a policy-by-policy basis using the Change Patron Policy utility.

Use(s)

Run this utility if you need to be specific about what types of patrons need to be moved to the next grade level. If you would like to advance all patron grades at the same time, use the Advance All Grades utility

"Grade" is a localization term that can be altered in Terminology Preferences.

Use(s)

Run this utility if patrons were accidentally imported or added with the wrong grade and the correct grade needs to be added.

"2nd Location" is a localization term that can be altered in Terminology Preferences.

"Location" is a localization term that can be altered in Terminology Preferences.

Use(s)

• Run this utility to set patron homerooms based on grade. In the Patrons in Grade selection, enter the grade(s) you want to assign a specific homeroom. 

• Use this utility to merge patron homerooms at the end of the school year. This may make it easier to assign new homerooms at the beginning of the year.

Use(s)

If you base policies off of grades, run this utility at the end or beginning of a school year to update patron policies after advancing patron grades. Use the Patrons in Grade selection to specify the grade(s) to which you want to assign a particular policy.

Use(s)

Run this utility if you assign security group by grade. In the Patrons in Grade selection, enter the grade(s) you want to assign a specific homeroom. 

How does each status affect patron permissions?

Use(s)

• Run this utility if you need to give a group of patrons who previously had an Inactive or Suspended status an Active status again.

• Run this utility at the end of the school year to give all patrons an Inactive status, which will prevent them from placing holds, making reservations, and more over the summer. Then at the beginning of the school year, use this utility to restore everyone's Active status.

What's included in each charge category?

1. All Charges, Fees, and Fines: Everything
2. Lost Fees Only: Charge record with a transaction note or description of “Lost”
3. Overdue Fines Only: Charge record with a transaction note or description of “Overdue Fine” or a currently accumulating fine
4. Other Charges/Fees: Everything except items in 2 and 3

Use(s)

• Run this utility to remove accidental charges, fees, and/or fines. This may occur when there are snow days or school breaks.

• If you declare all overdue items at the end of the school year as lost but only want to charge the lost item fee (not overdue fines), run this utility with the Overdue Fines Only option selected.

• If you only want to forgive minimal charges—such as those under $1—use the Patron Balance selection to indicate that range.

The Patron History report shows recent payments (including credits), renewals, lost items, refunds, Lexile history, and returned items for individual patrons. After running this utility, everything but Lexile history is removed:

There are two places to automatically download the Patron History report for an individual patron:

• Circulation > Actions menu Image Added in the Current Patron > History
• Patrons Management > Actions menu Image Added > Show History

Use(s)

Run this utility when you need to clear up space in your database, start with a clean slate on statistics, or remove information because of privacy concerns.

Selections

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Use(s)

Run this utility to remove old and temporary notes past librarians may have left.

Use(s)

If you need to remove patron pictures because they need to be replaced or removed because of privacy concerns, run this utility.

Selections

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Use(s)

• Run this utility at the end of the school year if you re-import your patrons each year and need a clean slate.

• There are two ways to use this utility to remove graduated patrons at the end of the school year:
  • If you keep track of graduation dates in patron records, enter the appropriate date range or relative date in the Graduation Date selection. 
  • If you use Last Grade in the Grade Table Preferences, enter the user-defined value for Last Grade (most commonly "Graduated") in the Patrons in Grade selection.

• If you manage patrons with GG4L or Clever, patrons who have an active record in Alexandria but are no longer included in the synced data will be marked as Transferred (this may include graduated and transferred students). Those patron records will need to be removed manually. Run this utility to remove patrons with a status of Transferred. You can also run this utility if you update patrons with manual imports, FTP, or SIF; however, you'll select for patrons with a Homeroom (i.e. location) of Gone.

The number of days a patron's account is active after renewal is determined by patron policies.

Selections

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Operators must have these specific security permissions to run this utility:

• Management > Patrons > Import, Export and Utilities
• Management > Patron Passwords