Students/staff/Elder College records are imported from Colleague into WorkFlows daily. Do not manually register students/staff/Elder College. If, after a day, their name does not show up and they can provide proof of registration/payment or employment, forward the information (name, student/employee #, etc.) to Library Tech Services for follow up.
The following patrons may have to be entered manually: Community Borrower, and External (reciprocal post secondary students). Search the library database to see if they are already a registered user; if they are also a NIC student use that account (modify if necessary).
To change a student to a Community Borrower see: Duplicate User.
Library staff will only modify user information in WorkFlows for records that we have generated (i.e. Community Borrowers and External Borrowers). Current NIC students should be directed to modify their user information through MyNIC. Elder College and CET students should be referred to the Registration Office.
To change a user’s address in Workflows:
If duplicate user is found examine the original account; if it is an expired community borrower account update the expiration date and replace barcode if necessary (see Renewing Accounts). If the duplicate account is an expired student account change the student account to a Community Borrower account:
note the User ID, then Close all screens.
In Workflows select: Circulation > Common Tasks > Modify User, open the original record using the User ID noted above (or scan their active ID card). To change the User ID open the User ID Manager wizard.
On the Modify User screen modify this record as necessary. Highlight and over-type, do not try to delete, backspace, or use the spacebar as it creates an error message and doesn’t work.
In particular, note the following sections:
To combine student account with Community Borrower:
In WorkFlows select: Circulation > Common Tasks
Save the Community Borrower number.
Go to Remove User and delete the Community Borrower user
Go to Modify User and bring up the student profile. Click on the User ID Manager helper at the top of the screen (looks like a little green block person with barcodes floating behind it) 
In New User ID, put in the Community Borrower number and click Add.
Click OK and exit.
To register a second person with same address:
To register a second person with the same address (i.e. husband & wife), at step vi. above: Register User then Clone/Copy to New User. It will clone it exactly so change the following:
Basic Info: Name & User ID (very important as it assigns a # that doesn’t correspond with anything)
Address: E-mail (if entered)
Check with patron that everything else is correct i.e. phone #s etc.
All patrons who no longer qualify are removed from the database regularly unless they have charges or fines owing. Community Borrower accounts are not removed, their cards go dormant and can be reactivated by extending their privileges.
To replace a lost community borrower card in Workflows select: Circulation > Common Tasks > Modify User, open the patron record.
Using the User ID Manager wizard:
New User ID: scan the new ID card > Add
Primary User: use the drop-down menu & highlight the desired ID > OK
On the Modify User screen be sure to change:
Profile Name – to the appropriate profile - very important!
Alt ID – Type in correct Alt ID #
Modify > Close
Under the Extended Info tab add a Note regarding the lost card. i.e. Card # XXX lost
In Workflows select: Circulation > Users > User registration.
Select profile name as per Appendix B: Profile Chart (default is student).
Input user ID by scanning a new Community Borrower Card. The Community Borrower card is a pre-printed card, similar to NIC student cards, but without user picture or name.
Click OK.
Enter balance of information:
Last Name:
First Name:
Middle Name:
Click Check Duplicate User button (very important!). If no matches are found proceed with registration. If a duplicate user is found, proceed with Duplicate User or Renewing Accounts
Alt ID: See Appendix B: Profile Chart. Note: if former or pending student has a NIC student # already, record it here.
Privileges tab: confirm that the correct expiry date has been entered (see Appendix B: Profile Chart for expiry dates for different borrower types)
User Address tab:
Full local address & phone #
Daytime Phone: Use standard format (250.123.4567)
E-mail address is optional.
Extended Information tab: External students – note name of BC Post-Secondary Institution that they are attending. Community Borrower accounts: note that community borrower agreement has been signed
Community Borrowers who still qualify for an NIC Community Borrower card but whose privileges have expired or are soon to expire can have their accounts renewed for another year. Community Borrowers can continue to renew their accounts annually as long as they still meet the qualifications for membership (see Community Borrowers)
In Workflows select: Circulation > Common Tasks > Modify User
Scan patron’s current Community Borrower card
Click on: Privileges tab
Privileges expire: enter new date, 1 year from today in format dd/mm/yyyy.
Override: use current override code
Click on: Addresses tab and confirm / update as necessary
Click on: Modify User
Record Updated: click on: Close
If the Community Borrower card has already expired and you are checking out an item for them the Check Out: Renew Privilege screen will pop up automatically.
Extend User’s Library Privileges: Special
New Privileges Expiry Date: enter new date, 1 year from today in format dd/mm/yyyy.
Override: use current override code
Click on: Extend Privileges
Click on: Continue CheckOut – note: this screen says number of checkouts is now UNLIMITED, this is normal so ignore it.
Community Borrowers are required to read, sign and date the Computer and Internet Use Agreement for Community Users upon registering or renewing their yearly membership, which will be kept on file in each library.