Evergreen Circulation – Registering a Patron
To register a patron, first Search for the patron to be sure a registration does not already exist in
the system.
Searching for an existing patron record.
Click the Patron Search button at the top of the Evergreen screen.
Or, click the Menu Bar option Search and then click Search for Patrons.
Patrons can be searched using a variety of fields. If using the address or telephone number to
search, its entry must match to the data in the patron record. If the address has ST, then STREET
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will not find the record. If the telephone number has a hyphen then your search must have a
hyphen. Searching is not case sensitive.
Hit Enter, or click Search, or use the keyboard command of alt s.
Click once on the patron’s name to view details in the summary above. Double click on the
patron’s name, or click on the patron’s name and click Retrieve Patron to access the patron
record.
From this screen staff can check items out, view checked out items, place holds, manage bills,
edit the patron record, view messages, view and manage group members (linked patrons), delete
a patron record, and several other functions.
All fines are labeled bills in Evergreen.
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If you do not find a matching patron record, click the x in the upper right of the screen to clear
the screen.
Registering a new patron.
To register a patron click the Patron Registration button at the top of the Evergreen screen.
Or, click the Menu Bar option Circulation and then click Register Patron.
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The ! fields are required fields.
Proceed with entering the data according the C/W MARS Patron Registration Guidelines.
Verify the patron’s name and address with a positive form of I.D.
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Drivers License.
Valid state ID with picture.
If the above are not available, patrons may provide multiple proofs of address such as:
o Recently received piece mail with the current address.
o Personal checks with the printed current address.
Positive identification for children can be provided by a parent or guardian, a YMCA ID,
a bus pass, or other local forms of positive ID.
This is a tabbed form. After entering data in a field hit the tab key to move to the next field.
OPAC/Staff Client User Name
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The OPAC/Staff Client User Name may be the patron’s barcode or a chosen name that
they will use to log into the PAC. Patrons may change the username from their account
in PAC.
Patron’s Password
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The password is used when patrons log into PAC. Patron records migrated to Evergreen
will have the patron’s last name in upper case as the password. When registering a
patron the password will default to the last four digits of the patron’s telephone number.
Staff may optionally enter a specific password and patrons may change their password
when logged into PAC.
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Staff can give this password to patrons at the time of registration.
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The password can be easily changed by staff after registering the patron if the patron
forgets their password.
Name
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The names have separate boxes for first name, middle name, and last name. The first and
last name fields are required.
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Enter according to C/W MARS policy, all caps and avoid punctuation. A middle initial
may be used or a middle name. Remember, we will have approximately one million
patron records in our database so more information is better than less.
Date of Birth
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The Date of Birth field is optional but staff find it very helpful in identifying patrons.
Email Address
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Enter the email address exactly as if you were emailing the patron. The format is shown
on the screen to the right.
Phone Numbers
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Enter in the format of xxx-xxx-xxxx
o Example 508-755-3323
Patron’s Home Library
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The Home Library defaults to the library creating the patron registration and can be changed
at the time of registration.
o For public libraries the Home Library is where the patron lives.
o For academic libraries the Home Library is the academic institution.
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o For towns that are not C/W MARS members use the home library locations:
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MA Certified – for towns in Massachusetts with a certified library
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MA Non-certified – for towns in Massachusetts without a certified library or
no library.
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Out of State – for towns outside of Massachusetts
Main (Profile) Permission Group – describes the type of patron and controls circulation
policies.
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Public libraries are required to register public patrons in the following categories:
Adult: ages 18 – 59
Juvenile: ages 0 – 11
Young Adult : ages 12-17
Senior Citizen: ages 60+
If the patron resides in a town without a library or that does not have a certified library, use
the decertified patron types.
Juvenile Decertified: ages 0-11
Young Adult Decertified: ages 12-17
Adult Decertified: ages 18-59
Senior Decertified: ages 60+
Privilege Expiration Date
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This is the patron registration expiration date and should not exceed two years from the
registration.
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The Privilege Expiration Date format is d/mm/yyyy
o For example, 2/15/2013
Alert Message
An alert message displays when ever the patron record is retrieved. Please enter your home
library and date if adding an alert message so other libraries know who added the message.
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Default Phone Number
A default Phone Number may be entered if they prefer to be telephoned at a number that is
different from their daytime phone.
Default Hold Pickup Location
The pickup location will default to the patron’s home library when placing holds. If the patron
always prefers to pick up their holds at a library other than their home library (where they live)
then enter a location in this field.
Hold Notification Format
Telephone and Email must be checked for the patron’s telephone number and email address to
display on the holdshelf slip.
Email must be checked for patrons to receive an email holds pickup notice. The patron record
must also contain a valid email address.
Hold Notification Format Phone:
Email:
Hold behind Circ Desk
If the Hold behind Circ Desk is checked then the holdshelf slip will indicate that the item should
be placed behind the desk instead of the public holdshelf.
Address
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
The patron record may contain one or more addresses. Click New Address to add more
addresses.
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If the first address is a mailing address or a PO Box then it is necessary to add a second
address of where the patron lives.
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In the postal code field enter the zipcode and hit tab. The city/town and state will fill in
automatically.
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The address is entered in upper case. Street, Road, etc. are abbreviated, for example ST,
Rd.
Statistical Categories
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
Most public library records will display the same patron statistical categories. Statistical
categories track circulation statistics and can be used to create reports. Libraries using
unique statistical fields can be set to display for only libraries requiring the fields.
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Academic library records will typically display only fields associated with the particular
academic.