Users

Policies

Patron Registration

This policy covers registering a patron for a library card in RSA. It specifically covers how new patrons must be entered into the RSA database. The policy also outlines potential issues, like duplicate cards or statuses, that may need to be resolved before registering a library card.

This policy replaces both the Patron Registration policy last updated February 2019, and the New Patron Policy last updated November 2020.

Updated June 2024.

Download the Patron Registration policy

Patron Cards

This policy discusses patron card policies for the following individuals: staff, teachers and students, residents, and non-residents. The Patron Card policy refers to a section of the Illinois Administrative Code, which is available here.

This policy replaces RSA User Card policy and was approved by the RSA Board of Directors in August 2024.

Download the Patron Cards policy

Patron Notes

The policy for how patron notes must be entered into the RSA database. These were approved by the RSA NFP Users Group on March 2012 and revised December 2012.

Download the Patron Notes policy

Retention Schedule for Expired Patron Cards

This policy discusses retention schedules for unencumbered expired patron cards, expired patron cards with less than $25.00 in fines, and expired patron cards with $25.00 or more in fines. The retention schedule for expired patron cards was approved by the RSA Users Group on August 9, 2023.

Download the Retention Schedule for Expired Patron Cards policy

Purge Patron Form

Fill out the Purge Patron Form here

Procedures

Children of Multiple Households

Children who live in multiple households with different legal guardians are eligible to have a library card for each household, even if both legal guardians live in the same library service area. February 2024.

Download the Children of Multiple Households procedure

Enabling User Signature Uploads in WorkFlows Procedure

Enabling the uploading of user signatures in WorkFlows is configured into the installation of WorkFlows on a specific computer, not in the individual login used to access WorkFlows and not remotely from RSA’s end. March 2024.

Download the Enabling User Signature Uploads in WorkFlows procedure

Institutional Cards

Institutional cards are single user accounts the library issues to a daycare, senior center, group home, school, or other community entity. RSA recommends that these cards be held by the issuing library, rather than by a staff member at the institution. July 2024.

Download the Institutional Cards procedure

Reciprocal Patron Deletion Form and Procedure

When a library registers a patron for a library card, they should be checking all other libraries to see if that patron has a card anywhere else.

The Reciprocal Deletion form was created to help new patron libraries send the important information to the patron’s original home library so the duplicate card can be deleted from the system. This form can be printed and mailed to the home library. It can be emailed to the home library. April 2024.

Download the Reciprocal Patron Deletion Form procedure

SEE-STAFF User Status

Patron accounts can now be set to have a User Status of SEE-STAFF. This status works in the same way that BARRED status works; however, it can be used to notify staff that something on the patron account needs to be addressed. It is to be used for things like needing to update phone, email, left their keys at the desk, etc.. March 2023.

Download the SEE-STAFF User Status procedure

Cheat Sheets and Guides

Video: Basic Patron Registration

Recording of the workshop that includes instructions of the steps RSA libraries should take when creating a user in WorkFlows. Includes an overview of WorkFlows terms and the Patron Account screen in RSAcat. Recorded March 2024.
View Patron Registration training Video – 46:10 minutes

Cards for Kids

A quick overview of the Cards for Kids program, with information about the User Profiles that RSA has set up for this program. July 2022.

Download the Cards for Kids cheat sheet

Non-Resident Library Services for Veterans

A quick overview of the Cards for Vets program, with information about the User Profiles that RSA has set up for this program. March 2022.

Download the Non-Resident Library Services for Veterans cheat sheet

Configure Wizards to Start with User Search Helper

This guide will help you configure WorkFlows wizards to open the User Search Helper each time that wizard is opened. You will learn how to turn this on using the checkbox “Start with search helper” in the Properties settings of a WorkFlow’s wizard. Note, however, that this will replace the initial prompt to scan in a user barcode and consider only changing those wizards where you think this will be helpful.

Download the Configure Wizards to Start with User Search Helper guide

Clone/Copy User Helper

Instructions on creating a new user by copying existing user information at the end of registering a new user. Useful when registering a family. September 2024.

Download the Clone/Copy User helper guide
View Clone/Copy User Helper Video – 2:01 minutes

Display User Wizard

Information about the Display User Wizard. September 2024.

Download the Display User Wizard cheat sheet
View the Workflows Display User Wizard Video – 2:40 minutes

Finding the Previous User of an Item

If staff need to see who the immediate last person was to have checked out an item, this information can be found using the Check Item Status Wizard.

Download the Finding the Previous User of an Item cheat sheet

Modify User/Preferred Name Bug

In certain cases, an (incorrect) preferred name selection will be saved in Modify User. This is a known bug which has been reported to SirsiDynix, but we have not yet heard any news of a solution. August 2021.

Download the Modify User/Preferred Name Bug cheat sheet

Most Commonly Used User Profiles

These are the most commonly used/recommended user profiles and what they do. This will not include any customizations that a library has made, or any specific profiles created for a library. April 2022.

Download the Most Commonly Used User Profiles guide

Creating (and removing) a Pop-Up Alert

Instructions on creating and removing new Pop-Up Alerts on patron accounts. October 2020.

Download the Creating (and removing) a Pop-Up Alert guide

Property Settings for the Check Duplicate User Search

Instructions on how to set up the duplicate user search, as well as how to remove the check duplicate user option.

Download the Property Settings for the Check Duplicate User Search cheat sheet

When Do I Use These User Profiles?

The following document is a guide for libraries to know what popular library card profiles work for which situations. January 2024.

Download the When Do I Use These User Profiles? guide

User Profile Recommendations for In-House Use Accounts

Includes details on MENDING, SCANNER, STAFF-DEF, and NO-TRANSIT user profiles. January 2024.

Download the User Profile Recommendations for in-house use accounts cheat sheet

Patron PIN Masking in WorkFlows

This cheat sheet shows how Patron PIN Masking appears in WorkFlows, covers suggestions for creating and resetting PINs, and talks about patron account troubleshooting methods for creating temporary PINs. (Created 2019-02-19)

Download the Patron PIN Masking in WorkFlows cheat sheet

Removing a Blank Note from a User’s Account

A blank box will appear when using the Place Hold wizard if a note has been incorrectly removed from a user’s account in WorkFlows. These instructions show how to correctly remove a note from a user’s account. (Revised December 2017)

Download the Removing a Blank Note from a User’s Account guide

Removing a Request During Patron Deletion

Instructions on how to remove a request from WorkFlows. Before a patron can be removed from the database, all requests associated with that user ID must be removed.

Download the Removing a Request During Patron Deletion guide

Replacing a Lost User Card

Instructions on how to use the Modify User wizard to replace a user ID when a patron reports their library card lost. August 2024.

Download the Replacing a Lost User Card cheat sheet
View Replace a Lost Library Card Video – 0:56 minute

User CAT 11 Meanings and When to Use Them

To help the Operations Dept in their ongoing project to clean up the User Database, new options have been added to all libraries’ User Cat11s. These options are APPROV-DUP, CONF-DUP, PRIMARY, RCIP-DEL & SUS-DUP. April 2024.

Download the User CAT 11 Meanings and When to Use Them cheat sheet

User CAT Demographics Fields in WorkFlows Descriptions

When registering a new user in WorkFlows the following fields can be used to gather demographic information which can be used to populate reports. User CAT 1 and Birth Date are required. March 2024.

Download the User CAT Demographics Fields in WorkFlows Descriptions cheat sheet

User Registration for Academic Libraries

Instructions on how academic libraries should register patrons in WorkFlows. (Revised March 2018)

Download the User Registration for Academic Libraries guide

User Registration for Public Libraries

Instructions on how public libraries should register patrons in WorkFlows. (Revised September 2024)

Download the User Registration for Public Libraries guide
View User Registration for Public Libraries Video – 11:03 minutes

User Registration Library Name Properties

Instructions on how to adjust properties in the User Registration and Checkout wizards to ensure new users are registered under the correct library. (Revised March 2018)

Download the User Registration Library Name Properties guide

User Search Helper

Instructions on how to perform searches and set properties for the User Search helper. September 2024.

Download the User Search Helper guide
View Basic User Search Video – 8:04 minutes

User Registration Training Resources

RSA recommends that you review the following documents and videos available at our support site and YouTube channel. This list is a useful primer on RSA’s policies and standards regarding User Registration and on how to register users in WorkFlows. These resources should be useful both as a refresher and to be given to new staff at your library. April 2024.