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The root page ALEX:Import could not be found in space Alexandria.
Most libraries import and remove patron records once a year. Depending on how you manage your patrons, there are different steps to ensuring your patron database is properly kept
Learn how to add patrons using the following methods:
If you use GG4L or Clever to update patron data in Alexandria, here are the steps you should go through each year.
Update records
Enable your SIS integration in Alexandria and sync your new patron data.
Change patron policies
4. Remove patrons
Confirm patrons to be removed
Remove gone and transferred patrons
Beginning or End of Year
Skip this step if you keep records for graduated patrons.
Manual Import or FTP
low if your library updates patron data through a text file in a tab-delimited file format; most word-processing and spreadsheet applications support files in tab-delimited format. In most cases, patron data is readily available in a machine-readable format from your school’s front or district office.
1. Change patron locations
2. Run the import
Either set up and run a Quick Patron Import or Saved Patron Import (FTP). For FTP imports, you could either set up a schedule and wait for it to run the following day, or run the import to make sure it's set up correctly and then set the schedule to run daily.
Quick Patron Import
See Quick Patron Import for how to run quick imports.
- Go to Tools > Import.
- Select the Patrons category on the left.
- In the Imports pane, click Choose File. Locate the import file on your computer.
- In the Settings tab, make the following selections:
- Skip First Record: Check if the first record in your import file is an unrecognized header.
- Patron Updates: Allow Import to Modify Existing Records
- Run the import.
3. Change patron policies
4. Remove patrons
Confirm patrons to be removed
Remove gone and transferred patrons
Beginning or End of Year
Skip this step if you keep records for graduated patrons.
Manual Entry
Some libraries, such as small schools and public libraries, update their patron records manually in Patrons Management. Exact procedures for users in this group will vary depending on your library type, but here are some general steps that may be helpful. Contact Customer Support if you need assistance figuring out the best procedure for your library.
Beginning or End of Year
If you have a school library, advance patron grade levels all at once. Some libraries do it at the end of the year, and others do it at the beginning of the year. Either way is fine, just don't skip it.
Advance patron grade levels
There are two ways to advance your patron grade levels for the next year. Advance All Grades in Patron Preferences is the easiest option, but the Advance Patron Grade utility allows you to advance a more select group of patrons. Patrons who advance past the final grade in the grade table are assigned the value for Last Grade, which is usually "Graduated". You may only need to do this step if you want to keep track of graduated students. Otherwise, your import will update grade information.
Advance All Grades
Advance all of your patrons to the next grade level at the same time.
- Go to Tools > Preferences > Patrons.
- Open the Grade Table tab.
- Double-check the grade table and the Last Grade field for accuracy.
- Check the Advance Grade After date, and change it if necessary. This is usually the graduation date or the last day of school.
- Click Advance All Grades.
Advance Patron Grade utility
Need to be more precise about which patrons to advance? Select patrons by one or more options, including status, security group, policy, homeroom, grade, last name, and barcode.
- Go to Tools > Utilities.
- Select Patrons > General category on the left.
- Choose the Advance Patron Grade utility on the right.
- In the Selections tab, enter the criteria needed to select the patrons you intend to update.
- Click Run.
3. Change patron policies
4. Remove patrons
You can either remove patrons in Patrons Management manually or use utilities to remove multiple patrons at once. If you decide to go with utilities, public libraries may want to remove patrons by card expiration dates, and school libraries may want to remove patrons who are graduated.
Confirm patrons to be removed
If you plan on removing patrons who are graduated, run a report before removing those patrons to see who will be included. This will ensure you won't accidentally remove anyone who isn't supposed to be removed.
- Go to Tools > Reports.
- Select the Patrons > Information category.
- Choose the Patron Information report on the right.
- On the Selections tab, choose the criteria for the patrons you want to remove.
- Patrons in Grade: Graduated (if you are a school library)
- Click Run.
- Download the report PDF from Operations Management.
- Check for any patrons who shouldn't be removed (staff, teachers, etc). If you find any, you'll need to modify their grade.
- After making any necessary modifications, run this report again and get an updated list.
- Once your list is acceptable, move on to removing patrons.
Remove patrons by card expiration dates
Run the Remove Patrons utility to remove those with cards that have expired.
- Go to Tools > Utilities.
- Select the Patrons > General category on the left.
- Choose the Remove Patrons utility on the right.
- In the Selections tab, choose the criteria for the patrons whose records should be removed.
- Patrons with Cards Expiring On: Enter a date range.
- In the Options tab, choose if you want to remove patrons matching your criteria who still have items checked out or outstanding financial items. (Optional)
- Run the utility.
And that's it! You may need to run this utility a few times, depending on your selection criteria.
Remove patrons who are graduated
Beginning or End of Year
Skip this step if you keep records for graduated patrons.