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Patron Rules

Use the Patron Rules tab to forcibly set the default state of the Keep Patron History option for your patrons and also to enable/disable patron card expiration dates.

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Settings
  • Keep History For All Patrons. When checked, a complete transaction history will be kept for all the patrons who are added to your library system. When this preference is enabled, you are prohibited from adjusting the Keep Patron History options in both Policies and Patrons management.
  • Disable Card Expiration Dates. When checked, the program will ignore the calendar date in which patron's cards expire and hides the Card Exp Date field in the Patrons management window.

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Info

this page has been moved to https://support.goalexandria.com/preferences/patrons-preferences/


 Use these preferences to configure some of the default settings applied to new patrons when they are added to Alexandria.

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Click the tabs below to expand for more information.


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Patron Defaults

Use these preferences to configure some of the default settings applied to new patrons when they are added to your system; for example, set the patron's Default Policy and Next Barcode.

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Settings

SITE-A/TT

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Barcode

Barcode Settings

  • Next Barcode. New patrons are assigned this, the next available barcode number, unless you assign them a number manually. You should set Setting this field when you first configure Alexandria so that will ensure new patrons are assigned barcodes that coincide with your numbering strategy. The code will increment automatically as new users are created.

Policy

  • Default Policy. Select the default patron policy to use for new patrons. If a user-created patron policy is selected and later removed from your Policies, this preference will revert back to Standard Patron. Review the Policies section Policy page for more information about implementing policies for patrons and items.

Security

Groups

  • Default Security Group. Select the security group you want applied to new patrons by default; ordinarily, this should always be set to Patron or Patron Limited. Review the Security section Preferences Configuration Security in Tools for more information about assigning (and removing) access levels for patrons and operators.


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Patron Rules 

SYSTEM-A/TT

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History

Keep history for all patrons. When checked, a complete transaction history will be kept for all the patrons who are added to your library system. This includes the reading history that patrons can see by logging in to Status.

Library Accounts

Disable account expiration dates. Ignores the calendar date when patron accounts expire, and disables the Account Expiration field in Patrons Management and the Days Patron's Account is Active field in Policies.

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Patron Pictures

SYSTEM-A/TT

You can apply generic Male, Female, or Unknown Unspecified images to patrons if they don't have an individual profile picture attached to their record in on the Personal Info tab of the Patrons management windowManagement; pictures are assigned based on the gender value selected for each patron.

You can affix nearly any image supported by your browser (commonly accepted formats are JPEG, GIF, PNG, or BMP) into one of the three gender-based patron picture fields. If you don't have individual patron portraits assigned in on the Personal Info tab of the Patrons management windowManagement, these pictures will be used instead. Optimal image size for patron pictures is 186 155 pixels wide by 240 pixels 200 high.

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Apply New Default Patron Pictures

Follow these steps to apply new gender-based patron picture defaults:

  • Select (highlight) the default patron picture you would like to change (e.g. Male, Female, or Unknown).
    1. New default patron images should measure no larger than 186 x 240 pixels.
    2. New default patron images can be JPEG, GIF, PNG, or BMP (or any other image format that your browser supports).
  • Drag-and-drop your new default patron image onto the Default Picture field.
    • Click Save to apply your changes or Revert to discard them.

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    Default Patron Images

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    Add a New Grade Level
    1. Click Add
    ; this will call forth the Add New Grade level roll-down, allowing you
    1. to add a new level to the grade table.
    First, indicate the Sort
    1. In the dialog, enter the following information:
      1. Sort. Enter the sort order for the grade.
        • The sort value you provide changes where the grade appears in the Grade Table and how grades are advanced.
        • For example, if the earliest grade level you support is kindergarten, then “1” should be your Kindergarten Sort value. If, at a future date, you incorporate a new
    Preschool
        • preschool level and that becomes your new “1”, then your Kindergarten Sort value will be automatically bumped to “2”.
    The value you provide changes where the grade appears in the Grade Table; the Sort order also affects how grades are advanced.
      2. Grade. Enter a simple grade name.
        • This title will be added to the Grade drop-down menu in Patrons Management
    Next, provide a simple Grade name; this will appear in the Grade field of the Patrons management window
        • , Patron Details,
    and
        • Patron Reports
    among other places
        • , etc.
    Finally, provide an extended grade Description; this is commonly
      1. Description. This is a more common or explanatory version of the
    Grade
      1. grade name.
        • For example, your
    Description
        • description for grade “7” could be “7th Grade”.
    When you are finished, click OK to continue
    1. Click Save to close the dialog.
    2. Finally, click Save to keep your new grade level or Revert to discard it
    .
  • To remove a grade from the table, select (highlight) the grade that you would like eliminated and click Remove.
    • When you are finished, click Save to keep your changes or Revert to discard them
    1. .


    Edit a Grade Level
    To edit existing information in the Grade Table, select (highlight) the grade that
    1. Select the grade you would like to modify and click
    the
    1. Edit
    button; this will call forth the Edit Grade level roll-down.
    1. .
    2. In the dialog,
    You can
    1. edit information in the Sort, Grade, and Description fields. If you modify the Sort order, the grades in the table will be adjusted automatically.
    2. When you
    have
    1. 're finished making changes, click
    OK
    1. Save to close the dialog.
    2. Finally, click Save to keep your changes or Revert to discard them.
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    Remove a Grade Level
    1. Select the grade and click Remove.
    2. When you are finished, click Save to keep your changes or Revert to discard them.


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    Grade Table Preferences

    SYSTEM-A/TT

    Grades (or, "Levels") in Alexandria can be used to search and sort patrons, run reports and utilities by specific grades, and more. 

    Tip

    Note that the Grade Table is where you keep all official grades. Patrons can still be imported/added with other grade terms (e.g. "2nd Grade" instead of "2"), and you'll want to periodically review Authority Control to clean up the grades. 

    Here in the Grade Table, enter the grade levels relevant to your district

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    Grade Table

    Individually enter each grade level relevant to your union in the order they should be sorted and incremented. This is a simple list; the The first entry in the Grade Table will be your first grade level, the second will be the next grade level, etc. The Grade and Description entries in the table are fully customizable, allowing you to use whatever terminology you desire. Grades must be advanced manually at the end of each school year by using the Advance All Grades all grades now button or the Advance Patron Level Grade utility. Using one of these utilities, you can advance your patrons to the next grade level until they reach the Last Grade level (e.g. Graduated); patrons will never advance past the Last Grade level.

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    Tip

    Users often set up their Policies to match Grades—remember to update your patrons' policies when you advance grades!

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    Settings

    Last Grade

    .

    This user-defined field defines your patron's highest (and final) level of advancement. This level will be assigned to patrons who go beyond the levels defined in the Grade Table. Patrons will not be advanced out of this level when grades are advanced. Default is Graduated and the field must contain a value—it cannot be left blank.

    Advance

    Grade After. This value is used to compute the projected graduation date when importing StudentPersonal objects using SIF. Never rearrange the grade table if you are importing with SIF. Changing the Advance Grade After (usually graduation date) does not advance a Grade; changing a Grade does not change the graduation date.

    After

    The Advance After is the date (set manually) after which grades will be automatically advanced. 

    To avoid automatically advancing grades, set the date to a year in the past. 

    Beneath you can see

    Last Date of Grade Advancement. This non-editable field shows

    when the latest Advance All Grades operation was performed

    ; the date is updated after the utility has completed.Advance All Grades. Each time this is clicked, you essentially

    on the account. You can also click on "Advance all grades now" to pull up a dialog that will allow you to choose which sites are advancing.

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    Advance all grades now

    Click this to add one grade level to each of your patrons

    until they reach the Last Grade level (described above). To elucidate, each patron in your database that has been applied a level that you defined in your Grade Table will have their level transitioned to the next grade in the table

    that already has a grade level (from the grade table). Any patron of the last level in your table will then advance to the 'last grade' value as described above. For example, a patron with the grade level of 6 will advance to 7.

    COMPanion recommends that you perform an Archive before using the Advance All Grades button.

    Patrons whose grade/level is either not found or not defined in the Grade Table will not have their grade level advanced.

    Warning

    Advance All Grades Troubleshooting

    For the Advance All Grades utility to work, grades in the Grade Table need to exactly match the Grade field entry in the Patron Management record for the Advance All Grades utility to work. Often, the grades defined in the patron record are mistakenly padded with “0”s which causes the Advance Grade Utility to fail.records. Examples include:

    Patron record grades padded with “0”s.
    A grade field using “5th” Another example of an error-causing incongruence would be a patron with “5th” in the Grade field of their patron record when “5” is the standard defined in the Grade Table preferences.

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    Step by Step
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    Patron Lexile Preferences

    SYSYEM-A

    Lexile values

    Reading is essential to your patron's success. The lexile values established here are used to track your patron's reading progress as they move from kindergarten through high school. For more information on the importance and increasing performance of lexile scoring, please review the corresponding Alexandria Lexiles section Learn more about patron Lexiles.

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    Settings
    • Reading to Learn Lexile. The lexile value at which a patron has moved from Learning to Read to Reading to Learn. The transition from Learning to Read to Reading to Learn usually occurs between the third and fourth grade; therefore, the default Reading to Learn Lexile value is commonly set somewhere between 345 and 460.Color Lexile Graphs. Use color in lexile progress graphs. Graphs without color are easier to read when printed in black and white or grayscale. This preference also affects the printed and on-screen outcome of your patron Lexile reports.
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    • This value shows on the patron Lexile graph.

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