Patrons

How do I prepare the patron records for the next year? I need to remove the students who graduated.

You should consider advancing patron grades even if you update the students each year with an import file. Advancing your last grade to “Graduated” will allow you to remove students who have moved on to bright futures. Don’t worry, you will be able to keep records for any who have outstanding material or account balances. Read about End-of -Year procedures and call Customer Support at 1-800-347-4942 if you need help with your Patron Grade Table or running utilities.

Where can I get more information on the Alexandria Best Practices for Patrons?

Oh man! We have a great workshop for you.

You can also take a look at our Best Practice articles.

How can I modify my Grade Table?

Change your Grade Table in Preferences. You’ll want to check Authority Control as well to make sure your grades are consistent. Please learn more about modifying your Grade Table in Patron Preferences.

How do I remove old Homerooms from my Homeroom list?

Once there are no patrons listed in a homeroom anymore, the homeroom is removed. So, updating the homerooms manually, via import, or through Authority Control will remove any homerooms with no patrons. Contact Support for additional assistance.

How do security groups limit access?

Each level has the access of all the groups below them, but does not have access to any security groups on the same level or above them. See Security for additional information.

How do I update Patron records with a file on my computer?

First, make sure the file is tab-delimited (not a csv file).
Make sure you have a way to match the patron information with the info in the file, such as barcode, RSN (Record Sequence Number), GUID (Gobally Unique Identifier), Government ID (SSN), Community ID (Student #), or Primary Email, First Name, and Last Name (all 3).
See Patron Imports Best Practices for more information.

When a date is entered to the Advance After field in Grade Table preferences, will grades advance automatically after that date?

Entering a date will not automatically advance the Patron Grades. Learn more about Grade Table preferences.

Why isn’t my zipped or compressed file importing patron pictures?

Usually, this means the file is larger than 50mb. You need to separate the file into smaller sizes in order to import them.

How do I add a new librarian/admin account?

An admin account is simply a patron account with a different security group set (like District Administrator). New librarians should set their security group accordingly, usually as high as they are allowed to select.

Can Alexandria assign barcodes to imported patrons?

Yes, if a barcode is not included within the import file, Alexandria will automatically assign a barcode to those patrons.