Managing your patrons before summer

It’s important to have a plan for how you will manage and remove patrons. The bulk of patron management work typically occurs at the beginning of the school year, but here’s a few things you can do before summer to get a head start!

When it’s time to update your patron records, review our Patron Imports Best Practices for info on importing, updating policies, and removing other patrons. If you don’t want to update until the beginning of the year, consider setting yourself a reminder.

Advancing Patron Grades

1. Go to Preferences > Patrons > Grade Table.
2. Ensure your grade table is set correctly for the grades used in your Alexandria.
   • In a Centralized Catalog? Keep in mind that the grade table is a System preference and affects all sites .
3. Pay attention to the Last Grade field, as this is a great way to group together graduated patrons in our next step to remove graduated patrons!
4. Click Advance all grades now and confirm the advance.

Note: Advancing grades does not also change policies. If your patron policies match grade levels, see our Patron Imports Best Practices for instructions on updating those. The Advance After date will not advance your grades automatically, this is a reference date for when you should advance your grades.

Remove Graduated Students

If you don’t save old records in your system, here’s how you can remove graduated students. 

1. Go to Operations > Utilities.
2. Unlock utilities by clicking the padlock icon at the top right. Then click Add utility.
3. Select the Patrons > General category.
4. Choose the Remove Patrons utility on the right.
5. On the Selections tab, enter the criteria needed to select the individual patrons or groups of patrons you want to remove. Make sure the correct status is selected (like Active or Transferred, or choose Any to include them all). Then, depending on your method for tracking graduated patrons, you can use two different selections:
   • If you keep track of graduation dates in Patrons, enter the date range or relative date in the Graduation Date field.
   • If you use Last Grade in the Grade Table Preferences, enter the user-defined value for Last Grade in the Patrons in Grade field (usually “Graduated”). 
6. On the Options tab, choose if you want the patrons to be removed even if they have items checked out, or outstanding charges, and click Run.

HAPPENING TOMORROW!

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Have questions? Reach out to our stellar support team at (800) 347-4942 · support@companioncorp.com for help!