Assigning a New Borrower Record to Home Service

If a borrower is not already on your system, you can create a new borrower record and assign it to Home Service. If you are adding a standard Home Service borrower, you create the borrower record for the individual. If you are adding an institution Home Service borrower, you can create the borrower record for the institution itself or for the supervisor or another person at the institution.

To assign a new borrower record to Home Service

1 Start the Open CKO Window process.

The default location of this process is the Circulation folder on the navigation bar.

Horizon opens the Checkout window.

2 Choose Borrower, New Borrower.

Horizon opens the Edit New Borrower window:

3 Complete these fields:

Field

Action

BType

Enter or choose a valid borrower type.

The BTYPE determines the borrower’s circulation privileges, such as loan period, fine rate, and whether fines are charged for closed days.

Important: You must enter a Home Service BTYPE in the BType field. Otherwise, the borrower will not be considered a Home Service borrower.

Exp. Date

Enter the date the borrower’s library privileges will expire unless they are renewed.

Location

Enter or choose the location where the borrower is a patron.

The Exp. Date field—the date the borrower’s registration expires—displays automatically when you assign a location, but you can edit it if needed.

Name

Enter the borrower’s last name, then first name.

ID

Enter a second ID for the borrower.

The ID becomes an alternative way to search for and identify a borrower. This ID could be a social security number or e-mail alias. Your library determines what the ID should be.

Phone and Type

Enter one or more phone numbers for the borrower.

For each phone number you enter, you must enter a corresponding type, such as home or work.

Barcode

Enter one or more barcodes for the borrower.

4 Click Page Down or resize the window to display these fields:

5 Complete these fields:

Field

Action

Addr. Type

Do one of these options:

If the address is permanent, mark the Street button.
If the address is temporary, mark the Temp button

Note: Horizon does not use the Mailing address for Home Service.

Begin and End

Enter the beginning and ending dates that a temporary address is valid.

Lines

Enter the address.

You may want to specify a company name, the street number, a post office box, an office number, or any other identifying address information. (You do not need to use all four lines.)

Note: If your system administrator has not established city and state codes for your borrowers’ addresses, you can enter them in this field.

Postal Code

Enter the postal code.

City, ST

Enter the city and state code for the address.

Note: If your system administrator has specified codes for each city and state of borrowers’ addresses at your library, you can enter those codes in the City, ST. field.

Mail Sort Type

Specify how the mail to this address is sorted, (for example, by domestic criteria [zip] or foreign [country]).

Notice By

Specify whether notices are sent by standard mail or e-mail.

Email: Name

If you chose to send notices by e-mail, enter the borrower’s name in this field.

This field is for information only. The data you enter in this field is put on the e-mail header.

Addr.

If you chose to send notices by e-mail, enter the borrower’s entire e-mail address in this field.

Horizon uses this address to send e-mail notices to borrowers.

6 Click Page Down or resize the window to display these fields:

7 Complete these fields:

Field

Action

Pin#

If your borrowers need a special code to access some of your library’s features, such as remote access, enter the code or pin number here.

Language

If your borrowers primarily speak another language you can enter that information here, or click Codes for a list of valid languages.

8 Click Page Down or resize the window to display these fields:

9 Complete these fields:

Note: Some of these fields use the word “visit” in their names and descriptions. For borrowers who receive items by delivery, a visit refers to the time when items are delivered to the borrower. For borrowers who receive items by mail, a visit refers to the time when items are mailed to the borrower.

Field

Action

Route

Enter or choose the code for the route you want to assign to the borrower.

To add or edit a route code, click Codes. Then click Add or Edit in the Code Lookup window.

Note: You must complete this field. Otherwise, the borrower is not considered a Home Service borrower.

Stop Number

This is a display-only field that indicates the stop number assigned to the borrower on the route you chose. Horizon automatically supplies this number.

(For instructions on manually changing a borrower’s stop number, Changing a Borrower’s Stop Number.)

Note: If Horizon tries to supply a stop number that you manually assigned to another borrower, the “hb_borrower_route_stop_idx” error message appears when you try to save the borrower record. (For example, Horizon may try to supply stop number 4, but you manually assigned that stop number to another borrower.) To resolve the problem, you need to check the Next Stop field on the route record to know which stop number Horizon is trying to supply. (For instructions, see Creating or Editing a Route Record.) Then you must manually free up that stop number. (For instructions, see Changing a Borrower’s Stop Number.) Also make sure all the subsequent stop numbers remain free, or you will have this same problem later on. Then return to the borrower record and save your changes.

Last Visit Date

This field displays the most recent date when items were checked out to the borrower. Horizon automatically updates this field whenever you check out items. (This field is blank if no items have been checked out to the borrower.)

If necessary, you can manually enter a date in this field. (For example, if a visit is delayed, you may want to change this date to when the items were actually delivered. However, keep in mind that extending this date will also automatically extend the date in the Next Visit field.)

If you do not want to use the displayed date, enter a new date for the last visit.

Note: Remember that this field contains the checkout date of the items, which may or may not be the actual date when items are distributed. Your library determines whether items are distributed on the same day they are checked out.

Next Visit

This field displays the date when the borrower is due for the next visit. This date is displayed on the Visits due Report so you know when to make the next visit. Horizon automatically updates this field by adding the number of days in the Visit Freq field to the date in the Last Visit Date field. (For information on the Visit due Report, see Determining When Borrowers Are Due to Receive Items.)

When you first assign a borrower to Home Service, you need to manually complete this field since Horizon does not have a last visit date to calculate from. In that case, you would enter the date of the borrower’s first visit. (If you do not manually enter the date of the first visit, a next visit date will not appear on the Visit due Report until the first time you check out items to the borrower.)

There may be other times when you want to manually enter a date. (For example, you may want to change the date if the library will be closed on the displayed day.) You may also want to change the date if the advisor cannot make visits on that day.

Note: Horizon does not take into account the days when your library is closed.

Visit Freq

Enter the number of days to elapse between visits. Horizon adds this number to the date in the Last Visit Date field to calculate the date for the Next Visit field.

Visit Comments

Enter any comments about making visits to the borrower. (For example, enter “Use the side door” or “Beware of dog.”)

If you use issue slips, this information is printed on the borrower slip to alert the delivery person about any special conditions or instructions.

Equipment

Enter a description of any equipment currently on loan to the borrower. (For example, enter “VCR” or “Audio tape player.”)

If you use issue slips, this information is printed on the borrower slip to alert the delivery person about any equipment that may need to be picked up.

Readers Profile

Enter information about the borrower’s reading preferences, such as areas of interest, preferred authors, and format of items. This field can also include the number of items to be received per visit. This information is displayed on the Visit due report.

Certified By

Enter the person or institution that confirmed that the borrower is unable to come to the library and qualifies for Home Service services. This field can also include the date when the borrower was certified.

10 Click Page Down or resize the window to display these fields:

11 Complete these fields:

Field

Action

PAC Access Type

If you have defined PAC flavors, enter or choose the code in this field.

Approved

This feature will be available in a future release of Information Portal.

Self-Registered

This feature will be available in a future release of Information Portal.

12 Save your changes.

 


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