Procedure for Proxy Borrowers Cards

Department: 

Circulation

Purpose:

To provide Faculty who have Research Assistants the ablity to check out items through their assistant.

Overview:

This procedure outlines the process for approving research assistants for faculty members and provides them a card for checking out items that the faculty member needs for their research.

Required Knowledge/skills:

Ability to create patron records in the ILS.

Safety Issues/Precautions:

None

Equipment/Supplies:

Cards, forms, binder

Procedure:

Cards and Binder: Circ Mgr Procedure

• Use cards currently used for community borrowers
• Forms: Kept in S:\CCLS2\Circ Media Admin\Proxy Borrower Forms\
  
  • Authorization form: faculty version; two sided with Policy on the back
  • Policy form: student/proxy version
  • Print copies: Keep in binder for quick access at desk
• Binder: set up for files
  • Keep in Circ Office closet
    • Has both signatures and OneCard numbers; security is an issue
  • When paperwork received, file in alphabetical order by faculty last name

Initial paperwork and account creation: Circ Mgr Procedure

• Faculty member requests form, fills it out, brings it to the Circulation Desk
  • Email (as attachment) to faculty if requested
• Check faculty OneCard for ID verification
• Bring up faculty record in ILS and verify information in it as correct; change if incorrect
• Filled out on form:
  • All faculty information
  • Research student assistant name
  • Proxy barcode number
• May make copy for faculty if requested; faculty may leave

• Circ Manager completes information on form using student ILS record

ILS proxy record created with conditions: Circ Mgr Procedure

Example Faculty name: Jane Crusader  (exactly as noted in ILS original record)

Example Student Research Assistant/Proxy Borrower name: Joe Valpo

Please note: It is critical that we are consistent in the creation of these accounts. This consistency allows us to accurately search and track use. Please use the examples in the S:\CCLS2\Circ Media Admin\Proxy Borrower Forms\ folder if you have questions.

• The faculty record name should be exactly the same as the ILS original record with the additional information as follows:
  Record created in faculty name as exampled: Jane Crusader Proxy 1
• Patron type code: faculty
• Expiration date: end of semester (diff than standard faculty card)
• Address for overdues, etc: faculty email
• As a Note in faculty patron record:
  Student Name Proxy user until expiration date/end of semester
• As a Message in faculty patron proxy record:
  Proxy Check for Student ID Student Name

• Email to student and faculty from moecirc when record is updated and card available student (standard message)

• File paperwork in binder, alphabetically by faculty last name

Paperwork completed with proxy borrower: Circ Mgr Procedure

• Student comes in, with Valpo OneCard
  • Identification is confirmed with student
  • Form is retrieved from binder and completed with student’s signature
  • Student is provided a copy of the “student highlighted” Proxy Borrowing info sheet
  • Student is provided the card for use during proxy borrowing; student may leave

• Circ Manager dates, initials, and files form

• Email to student and faculty from moecirc when card is received by the student (standard message)

End-of-Academic Year Record Updates: Circ Mgr Procedure

• Review sheets in binder to determine which faculty have active proxy accounts.
• Email those faculty indicating that the accounts have expired and that the cards need to be returned.
• In the ILS, confirm that all proxy borrower names are removed from notes (faculty regular account) and messages (faculty proxy account).
• Once cards are returned, keep them in envelope within binder so that they can be re-issued as requested for the correct faculty in the next academic year.