Create a Patron Record

To create a patron record from the Polaris Shortcut Bar:

Tips:
Other methods of creating a new patron record:
--From the Find Tool results list, right-click a patron record and select Create Patron from the context menu. See Finding Patron Records. The new patron registration workform opens. Go to step 3 below.
--On the Patron Registration workform for an existing record, select File | New, then clear or copy the current workform. Gender is not copied when during the patron copy process. Then go to step 3 below. Create a New Record from a Workform.

  1. Select File | New from the Polaris Shortcut Bar, click the New button, or press CTRL+N. The New dialog box appears.
  2. Select Patron Record in the Objects box, and click OK. The Addresses view of the Patron Registration workform appears.

Note:
If you are using Polaris offline, select Patron Services, Patron Records from the Polaris Shortcut Bar, or pressF7, to display the Offline Registration workform.

Tip:
To replace a lost library card, open the patron’s record and scan the barcode from the new card in place of the old barcode. The barcode is updated while the other registration information remains unchanged.

  1. Scan the patron’s barcode (from the new library card) in the Barcode box, or type the barcode and press ENTER.

If your library system allows you to use just the significant digits (the last unique portion) of a patron barcode, you can type just this part of the barcode. If the unique part of the barcode begins with one or more zeroes, you do not need to type these. The system supplies the complete barcode, including any leading zeros, and the complete barcode displays in the patron record. If you enter more than the defined number of significant digits, the system attempts to save the record with the digits you entered as the complete barcode. For more information about setting Polaris to use significant digits, see Significant Digits in Patron Barcodes.

Tip:
Press TAB to go from one field to the next in the Patron Registration workform. Press the space bar to select check boxes.

  1. Enter the patron’s name in the Last name and First name fields.

Important:

If a patron has a preferred name that's different from the patron's legal name, enter the preferred name here, and enter the patron's legal name in the Name on Identification section.

Do not use spaces when typing compound last names. For example, type MacDonald (instead of Mac Donald).

  1. Select the patron’s registration location in the Registered at box.
  2. Select the patron’s code in the Patron code box.
  3. Use one of the following methods to set the registration term:
    • Set a date according to the current date (such as two years from today) - Type a number in the first Expiration Term box, and select months or years in the second Term box. The exact date is automatically calculated and appears in the Expiration Date box.
    • Type a specific date - Type the expiration date in the format shown. You can use the right arrow key to go from segment to segment of the date.
    • Select a date from a calendar - Click the down arrow by the Expiration Date box and select the expiration date from the calendar. You can scroll through months and years with the arrows at the top of the calendar. For detailed information, See Using Date Pickers.

For information about setting a new expiration date in an existing patron record, see Updating Patron Registration Check Dates.

  1. (Optional) If you entered a preferred name for the patron, enter the patron's legal name in the Name on Identification section.

    2. If you provide both preferred and legal names, Polaris uses the Name on Identification section for collection agency reporting.

    Don't use the fields in the Name on Identification section to record anything other than the patron's legal name.

  2. If the patron wants to use their legal name on print and phone notices, select Use for print / phone notices.
  3. Complete the patron record by doing these procedures:
  1. Select File | Save to save the record.

Note:
Certain menu options and toolbar buttons may be unavailable until you save the record. You do not need to close the record and re-open it. Simply select File | Save or click the Save button.

Pay - You must have the permission Fines: Pay fines at circ to use this option. If so, the Pay dialog box opens. Payment methods may include credit card payments if your branch has implemented these. Partial payments are possible. If a fee is partially paid, a block is placed on the patron account (see Working with Blocks (Stops)). If the option to print a receipt was selected, a receipt prints.

Note:
The Print Receipt option is selected by default. Receipts are printed using the printer and driver set up for the Check Out workform printer. It is not necessary to check any specific receipt type on the Check-out options dialog box, but the printer and driver must be defined. See Set the workstation to print receipts and slips. The specific information printed is that selected for fine receipts in Polaris Administration with the Patron Services parameter Fine receipt options. Set fine receipt options.

Waive - You must have the permission Fines: Waive fines at circ to use this option. A waive transaction is recorded for the patron, and a receipt prints if the receipt option was selected.

Charge - The charge is written to the patron account. The charge reason is listed as Registration fee and a block is placed on the patron account (see Working with Blocks (Stops)). For more information about resolving charges on the patron account, see Processing Charges and Payments.

Related Information