RE: Same Unversity ID for students/staff in INNOPAC with change of status

["Sanguinet, Bonnie" <BSanguinet@xxxxxxxxxx>]

Edward,

We also have staff who are students. We load records from Banner on a
regular basis. We make sure we load the student file first, so that any
staff members who are students will end up with a staff PTYPE and the
related privileges. Since these records are loaded during regular library
hours, we do sometimes run into a staff member who is checking out items
during the time between their student record being updated and their staff
record overlaying it, but that is rare.

Bonnie

__________________________
Bonnie L. Sanguinet
Manager, Library Systems
St. Louis Community College
Tel: 314-644-9562
Fax: 314-652-9269


-----Original Message-----
From: Caleb Tucker-Raymond [mailto:ctucker@xxxxxxxxxx] 
Sent: Wednesday, August 07, 2002 5:54 PM
To: innopac@xxxxxxxxxx
Subject: Re: Same Unversity ID for students/staff in INNOPAC with change of
status

Hi Edward and Everybody

We have a number of students here who are also staff, usually adjunct
faculty who are also taking graduate courses. Our current solution is to
manually change their patron type after we batch load the student records.
We keep a short list.

Our future solution is to use a separate field for "student ID" (or
"University ID) and "staff ID". You can have Innovative add variable-length
fields to your patron records (we chose "s" for staff id). This field is
kept in the same index as the University ID (u) so that an incoming record
will match against either 'u' or 's'. 

In theory, if we ever batch-load faculty/staff records, the staff records
will overlay on the staff ID (s) and the student records will overlay on the
student ID (u). Persons who have both a staff ID and a student ID will get
matched by either the student or the staff record. 

The only thing I have to remember to do then is to make sure the staff
records get loaded right after the student records get loaded, so that any
student-staff people will receive the staff/faculty patron type and get the
borrowing priveleges to go with it.

In regards to statistics, total checkouts per patron isn't important here.
I'm pretty sure we spend more time loading patron records than we do
checking out books. Anyway, I'd much rather overlay to the same patron
record and make sure any fines, blocks and holds get carried over. 

Good luck!

Caleb Tucker-Raymond

Systems Librarian
Golden Gate University

>>> LBYKSO@xxxxxxxxxx 08/01/02 03:53AM >>>
Dear all,

Now in our system, we assigned different university ID for the same patron 
with different status in INNOPAC, for example a University ID for their 
student status but after graduation and when they applied for graduate 
tickets(cards) we assigned a new University ID for them. So a single patron 
will have two different records in INNOPAC.

We would like to change this practice and use the same University ID for 
the same patron throughout his life of association with the University, 
whether they are students or graduates.

We came across with the problem of overlaying records. As we use the 
University ID for overlaying records, if there is a change of the status of 
the students the new status will overlay the old status, for example from 
students to graduates. But the statistics with the same patron record will 
remain cumulative (e.g. the TOT CHKOUT field) and this will not reflect the 
correct statistics of his status.

I wonder how other INNOPAC site  would do with the same situation.

1. Do you use the same University ID for the patron with different status? 
How do you handle the overlaying of records with this situation?

2. Do you use different University ID for single patron with students 
status and staff status and graduate status at the same time?


Edward So
Library, City University of Hong Kong

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