JCU Library Experience Procedures ALMA: Fulfilment

Please ensure you are checking appropriate ID prior to signing up/ renewing a patron

Please DO NOT create a separate account if they are already on the system.

• Please check:
  • JC/D Number
  • Borrower number
  • Name (note it may not be their current name)

• IF the patron is already on on the system i.e. has a staff/student account and have graduated then we can convert their account to an Alumni account --> Alumni in system registration. instructions below. 

IF you cannot proceed with their registration because an account is inactive please fill out as much of the information as you can. 

Advise one of the LE librarians on the next Business day (Mon - Fri) either in person or VIA Email, (noting as much information about the issue as possible)

TSV Staff: Fill in the GREY slip on the returns computer, (noting as much information about the issue as possible)

STEP 1: Check the details on the form match their ID & that there isn't an account already on the system.

• Open Alma
• Location should be [YOUR CAMPUS] - Circulation Desk
• Go to Fulfillment → Checkin/Checkout → Manage Patron Services
• Search using the borrower’s Surname, First name to check that the patron does not already have an account.
  • If an account is found:
    • If they are a new Alumni (their account is a student/ staff account, need their account toggled) see instructions for Alumni in system registration. 
    • If they were a Reciprocal borrower but are no longer eligible (graduated or withdrawn from their course) then
      • Confirm their personal details,
      • Amend their expiration date for one year,
      • Update their statistics accordingly.
      • Remove any details about their university on their account.
    • If the account is expired, then follow the instructions below to renew the account.  
  • If an account is not found continue with the following steps to register them as a new borrower

STEP 2: Entering their details

• Select Register New User on the upper right-hand side of the screen.

• Complete the following fields:
  • First Name
  • Last Name
  • Select from the User Group from drop down options:
    • Community Member:  Community borrower, ULANZ/ Reciprocal, Year 11&12
    • Associate Member: Alumni
  • Fill out Primary Identifier field.
    • Community borrower, ULANZ/Reciprocal, Year 11&12: enter card number.
    • Alumni: JCNumber (if you don’t have it, leave generated number, see below for adding an additional ID) 
  • Select Campus as JCU Australia
  • Email type and email address
  • Address:
    • Address line 1 - street number and street name or PO Box number
    • Address line 2 - suburb
    • Postcode
  • Phone type and number
  • Add PIN (last four digits of Library Card/phone number)
    • Community members can reset at any time using the Forgot Password option. (If you are unable add a PIN number to a patron account, please let a LE staff member know)
    • Advise patron that they will be prompted to reset their password when they first log in.
• In User Management Information, tick Force password change on next login.
• Update Expiry Date:
  • Community Borrower, Alumni, Year 11 & 12: 1 year from date of registration
  • ULANZ/ Reciprocal: 28th February of the following year. 
• Click Update User
• Confirmation Message - Confirm
• It will now generate the $55 membership fee.
• Pay the fee in accordance to the Paying the fee on the account procedure and receipt through Student Management System using the Using SMS procedure

Alumni- Adding additional ID; Borrower card number

• Click on the primary identifier on the right hand side (usually this will be their JCnumber or borrower card)
• Click on the Identifiers tab

• Click Add Identifier

• Use Additional ID 1
• Scan in barcode from Community Borrower card
• In Note field add Borrower card barcode
• Add and Close

STEP 3: Adding the Statistics

• In the Statistics tab, click on + Add Statistic

• Apply the statistics as follows:

*Fields should be left blank* 

STAFF USE ONLY SECTION

This should be filled out once the patron has been signed up. All boxes should be filled in.

Once you have processed the account a Welcome email is sent by a Library Experience Librarians, via LibAnswers. 

STEP 1: Check the details on the form match their ID & that there isn't an account already on the system.

• Open Alma
• Location should be [YOUR CAMPUS] - Circulation Desk
• Go to Fulfillment → Checkin/Checkout → Manage Patron Services
• Search using the borrower’s Surname, First name, OR JCNumber to locate the patron on the system.
  • Note: If they are not on the system, follow the steps to sign them up as a new borrower
  • If they are on the system, continue to step 2

STEP 2: Updating their details

• Click on the JCnumber on the side to open the account
• Click on the Toggle Account Type button (Please note: only Library Experience Librarians, & Team leader, Library Experience has access to this function is role related)
• This will change Account Type to Internal
• Primary identifier remains as their jcxxxxxx number <-- DO NOT REMOVE THIS
• Check their details in the system against their ID/Form
  • IF their details do not match update their details to reflect what is shown on the form & ID card.
• Add PIN (last four digits of Library Card/phone number)
  • Alumni can reset at any time using the Forgot Password option. (If you are unable add a PIN number to a patron account, please let a LE staff member know)
  • Advise patron that they will be prompted to reset their password when they first log in.
• Change User Group to Associate Member
• Ensure Status is Active 
• Amend the expiry date to one year from the registration date

Alumni- Adding additional ID; Borrower card number

• Click on the primary identifier on the right hand side (usually this will be their JCnumber or borrower card)
• Click on the Identifiers tab

• Click Add Identifier

• Use Additional ID 1
• Scan in barcode from Community Borrower card
• In Note field add Borrower card barcode
• Add and Close

STEP 3: Adding the Statistics

• In the Statistics tab, click on + Add Statistic

• Apply the statistics as follows:

*Fields should be left blank* 

See Step 4 in New Registration procedure for filling out the Staff Use Section

Updating Patron's role expiry. 

• If the account is still showing that a patron has an expired role, please let a LE librarian or LE team leader know. 
• Go to Fulfilment → Checkin/checkout → Manage patron services
• Click on the patron Primary Identifier to open their account
• Go to General Information tab
• Scroll down till you see User Role
• Click on the Ellipse [...] and select Edit 

• Chang the Status to Active
• Scope should be James Cook University
• Remove the expiry date

• Click Save Role. 
• The note should automatically remove once you have saved the account.

Renewing the account:

• Go to Fulfilment → Checkin/checkout → Manage patron services
• Scan borrower card
• BEFORE YOU RENEW THE ACCOUNT MAKE SURE THAT THERE ARE NO FINES ON THE PATRON ACCOUNT
  • Check that there are no fines next to any active loans
  • Check that the account doesn't have an active fine balance

• Pay the fines before you continue renewing the account. 
• Click on Edit User Info at the top of the screen

• CHECK ALL DETAILS with the patron in-library, via phone, or via email.
• Update these details as necessary. 
• Click Update User

• Click on ID number (borrower card or JCnumber)

• Click on the General Information tab at the top

• Change the Expiration Date to one year from the date you are reregistering the patron from.
• Save the account
• Renew any loans currently on the patron's account.
• Delete any Notes related to account expiry.

Renewing the account:

• Go to Fulfilment → Checkin/checkout → Manage patron services
• Scan borrower card
• BEFORE YOU RENEW THE ACCOUNT MAKE SURE THAT THERE ARE NO FINES ON THE PATRON ACCOUNT
  • Check that there are no fines next to any active loans
  • Check that the account doesn't have an active fine balance

• Pay the fines before you continue renewing the account. 
• Click on Edit User Info at the top of the screen

• Check and update the following details as needed against Photo ID: e.g drivers license and Passport (something with current address); 
  • email address,
  • postal address
  • Phone number
• Click Update User

• Click on ID number (borrower card or JCnumber)

• Go to Fines/Fees tab

• Click on Add Fine or Fee
• Fill in the following details:
  • Fee Type: Card renewal
  • Owner: James Cook University (automatically filled)
  • Fee Amount: $55
• Click Add and Close
• Click Save
• Pay the fine in accordance to the Paying the fee on the account procedure.
• Once you have paid the fine click on the ID number (borrower card or JCnumber)
• Click on the General Information tab at the top

• Change the Expiration Date to one year from the date you are reregistering the patron from
• Renew any loans currently on the patron's account.
• Delete any Notes related to account expiry.
• Fill in the bottom of the form

Renewing the account:

• Make sure that the patron has filled out a new form with current University student number.
• Get them to log into their student portal page to verify that they are a current student
• Once you have verified that they are a current student
• Go to Fulfilment → Checkin/checkout → Manage patron services
• Scan borrower card
• BEFORE YOU RENEW THE ACCOUNT MAKE SURE THAT THERE ARE NO FINES ON THE PATRON ACCOUNT
  • Check that there are no fines next to any active loans

• check that the account doesn't have an active fine balance
• Pay the fines before you continue renewing the account. 
• Click on Edit User Info at the top of the screen

• Check and update the following details as needed against ID: e.g drivers license and Passport (something with current address); 
  • email address,
  • postal address
  • Phone number
• Click Update User

• Click on ID number (borrower card or JCnumber)

• Go to Identifiers tab

• Check student number matches on form (update if it doesn't)
• Go to the statistics tab

• Check to make sure that the University noted in their statistics matches on the form (update if it doesn't)
• Go to Fines/Fees tab

• Click on Add Fine or Fee
• Fill in the following details:
  • Fee Type: Card renewal
  • Owner: James Cook University (automatically filled)
  • Fee Amount: $55
• Click Add and Close
• Click Save
• Pay the fine in accordance to the Paying the fee on the account procedure.
• Once you have paid the fine click on the ID number (borrower card or JCnumber)
• Click on the General Information tab at the top

• Change the Expiration Date to the 28/2/of the next year (e.g. if they sign up in May 2021 then the expiry will be 28/2/2022)
• Renew any loans currently on the patron's account.
• Delete any Notes related to account expiry.
• Fill in the bottom of the form

Renewing the account:

• Make sure that the patron has filled out a new form with parental guardian details.
• Go to Fulfilment → Checkin/checkout → Manage patron services
• Scan borrower card
• BEFORE YOU RENEW THE ACCOUNT MAKE SURE THAT THERE ARE NO FINES ON THE PATRON ACCOUNT
  • Check that there are no fines next to any active loans

• Check that the account doesn't have an active fine balance
• Pay the fines before you continue renewing the account. 
• Click on Edit User Info at the top of the screen

• Check and update the following details as needed against ID: e.g drivers license and Passport (something with current address); 
  • email address,
  • postal address
  • Phone number
• Click Update User

• Click on ID number (borrower card or JCnumber)

• Go to Fines/Fees tab

• Click on Add Fine or Fee
• Fill in the following details:
  • Fee Type: Card renewal
  • Owner: James Cook University (automatically filled)
  • Fee Amount: $27.50
• Click Add and Close
• Click Save
• Pay the fine in accordance to the Paying the fee on the account procedure.
• Once you have paid the fine click on the ID number (borrower card or JCnumber)
• Click on the General Information tab at the top

• Change the Expiration Date to one year from the date you are reregistering the patron from.
• Renew any loans currently on the patron's account. 
• Delete any Notes related to account expiry.
• Fill in the bottom of the form

If you are reissuing them a new card;

Updating Patron's role expiry. 

• If the account is still showing that a patron has an expired role, please let a LE librarian or LE team leader know. 
• Go to Fulfilment → Checkin/checkout → Manage patron services
• Click on the patron Primary Identifier to open their account
• Go to General Information tab
• Scroll down till you see User Role
• Click on the Ellipse [...] and select Edit 

• Chang the Status to Active
• Scope should be James Cook University
• Remove the expiry date

• Click Save Role. 
• The note should automatically remove once you have saved the account.

Fines that have generated due to account expiring:

If fines are accruing/have accrued in error due to staff not renewing loans (lost and overdue fines that have generated before the account expired do not qualify) on the patron's account at the time of membership renewal:

1. Renew the items if they have not yet been renewed.
2. Confirm with the Team Leader that the fines can be waived.
3. Follow the Waiving the amount procedure to waive the overdue fines with the Waiving reason set to Other and the Comment "Delayed loan renewal after membership renewal"

FOR JCU ALUMNI MEMBERS  

Dear [Add Patron first name],

Welcome to James Cook University Library. This email is just to give you a brief overview of the details of your membership.

• As JCU Alumni, you may borrow 20 standard items for three weeks at any one time. Further details about your account including book renewals and fines can be found via the Borrow and Renew section of our website.  
• The library also has a concise list of Open Access databases you are to access at anytime through our A-Z Database: Open Access page.
• You are also able to register as an Alumni to have access to specific ProQuest and National Geographic Archive databases as noted on the JCU Alumni page.

Library Opening Hours are available online (please note that only current JCU students and staff are able to access the Library after 7pm)

YOUR LIBRARY ACCOUNT

You are able to log into your Library Account at any time via the JCU Library website. 

• Please note when you first log in it will prompt you to change your password.
• Also, please note that Alumni memberships expire annually. Your account will expire on: [DD/MM/YYYY]
  • On this date, you are able to renew your account for no charge. Please bring ID with your current address when renewing.

Kind regards,
JCU Library Staff

FOR COMMUNITY MEMBERS  

Dear  [Add Patron first name],

Welcome to the James Cook University Library. This email is just to give you a brief overview of the details of your membership with our Library.

• As a Community Member, you may borrow 20 standard items for three weeks at any one time. Further details about your account including book renewals and fines can be found via the Borrow and Renew section of our website.  
• The library also has a concise list of Open Access databases you are to access at anytime through our A-Z Database: Open Access page.

Library Opening Hours are available online (please note that only current JCU students and staff are able to access the Library after 7pm)

YOUR LIBRARY ACCOUNT

You are able to log into your Library Account at any time via the JCU Library website.

• Please note when you first log in it will prompt you to change your password.
• Also, please note that community memberships expire half-yearly or yearly depending on what you sign up as. Your account will expire on: [DD/MM/YYYY]
  • On this date, you are able to renew your account annually for the charge of $55 per year. Please bring ID with your current address when renewing.

Kind regards,
JCU Library Staff

FOR RECIPROCAL MEMBERS  

Dear  [Add Patron first name],

Welcome to the James Cook University Library. This email is just to give you a brief overview of the details of your membership with our Library.  Reciprocal members are part of the ULANZ Borrowing Scheme for Australian and New Zealand University libraries.

• As a Reciprocal ULANZ Borrower, you may borrow 20 standard items for three weeks at any one time. Further details about your account including book renewals and fines can be found via the Borrow and Renew section of our website.  
• The library also has a concise list of Open Access databases you are to access at anytime through our A-Z Database: Open Access page.

Library Opening Hours are available online (please note that only current JCU students and staff are able to access the Library after 7pm)

YOUR LIBRARY ACCOUNT 

You are able to log into your Library Account at any time via the JCU Library website.

• Please note when you first log in it will prompt you to change your password.
• Also, please note that Reciprocal memberships expire on the 28th of February. 
  • On this date, you are able to renew your account annually for the charge of $55 per year. Please bring ID with your current address when renewing.

Kind regards,
JCU Library Staff