New Patron Registration

Requirements for registration

* Adults MUST have a photo ID with current address or proof of current address (POA) such as a piece of mail, a bill, etc. with their name and address on it AND

* Adults MUST live, work, or own property in Shenandoah County; or reside in adjoining Warren, Frederick, Page, or Rockingham counties.

* Children (anyone under 18 years of age) MUST have a responsible party (RP) who has a card in good standing for any card other than a Student card

* Need full name of each patron – first, middle and last (if no middle name, designate none or NMN)

Issuing an Adult card

Note: prospective patrons need to fill out Online Borrower Registration (OBR) either at home or by using a public library computer and then coming to the circulation desk.Type in only last name from photo ID.  Click on correct name if present. If patron is already in system, go to the old record

    1. We also want to search for a patron’s Birth Date (MM/DD/YYYY) and Alternate ID as a secondary precaution to make sure we are not creating duplicate accounts. In the same box where you searched for the patron’s last name, click the magnifying glass icon (located beside the search box) and selecting Birth Date (MM/DD/YYYY)  or Alternate ID from the drop down menu. Once this option is selected, search for the DOB or ID number in the correct format.  For birthdate, this is MM/DD/YYYY.  For alternate ID,  enter capital letters and numbers, omitting all spaces and dashes. For example, with a Virginia driver’s license, search for T63219671.  If patron is already in system, go to the old record.  Ideally, we would like to use the alternate ID as the sole search method because it is a unique patron identifier, meaning that this ID cannot be duplicated.  For example, while many patrons may have the same birthday, only one person can have a particular Virginia Driver’s License Number.
    2. If an old record for the patron exists, all charges or blocks must be cleared before a new card can be issued.  For expired cards, follow the Card Renewal Procedure.  Notify a manager to delete the secondary OBR record.
    3. If the OBR record is the only patron record, verify all fields are filled in and are correct under the Contact information tab.
    4. Notes on the address line:
      • Line 1 on Tab 1 should be the complete mailing address, except for the town and state; for example: “123 Happy Street, Apt # 201
      • If the mailing address is a PO Box and the physical address is in the same town as the PO Box, put the physical address in Line 2
      • If the physical address is a different town from the PO Box, put the physical address in Tab 2 with a note in Line 2 on Tab 1 to “see Tab 2”
    5. If the current address is not on the photo ID, identify in the Comment field what document was used as Proof Of Address, for example, “POA electric bill” (any utility bill, lease, check book, mail, etc.)
    6. Under the Basic Information tab, verify and/or complete fields
    7. Scan library card in Primary ID
    8. Copy Alternate ID off photo ID (data for the Alternate ID field can come from any currently valid photo ID, such as driver’s license, passport, employment ID, green card, etc.)
      • If photo ID is a Virginia driver’s license, copy number in the Alternate ID field, capitalizing the first letter, followed by the remaining numbers omitting all dashes and spaces. For example: T63219671 (NOT T63-21-9671, or VADL T63 21 9671)
      • If photo ID is a driver’s license from another state, enter the driver’s license number by capitalizing any letters and entering numbers while omitting any spaces or dashes in the Alternate ID field. Please put the two letter state initials or identifying information after the number. For example, a Maryland driver’s license number would be entered: D630210765993 MDDL (NOT MDDL D630-210-765-993)
      • If photo ID is not a driver’s license, please identify it in the Alternate ID field after any related identifying numbers. For example: 31195855 US Passport (NOT Passport #31195855)
    9. Change Borrower Type from “OBR” to “Adult”
    10. Change expiration date to 3 years in the future
    11. Have patron sign the back of their card as acceptance of the Cardholder Statement of Agreement

Issuing a BB, EC, MC or YA card

The address in Tab 1 should be identical to address of responsible party. If child’s mailing or physical address is different from the responsible party, put the child’s address in Tab 2 and a note in the Comment field such as “RP is grandmother” etc.

If the child was registered using OBR, proceed as with an adult card except you MUST tie them to the responsible party card and you do not need an alternate ID

To issue a card for a new BB, EC, MC or YA patron:

  1. Scan responsible party’s card
  2. Click on View/Edit Address
  3. Under the Contact Information tab, click on Copy to New Borrower
  4. Fill in blanks for:
    1. First Name
    2. DOB
    3. Primary ID (scan new card)
    4. Gender
    5. Borrower Type
  5. Click Save and Continue Editing
  6. Click OK
  7. Verify/correct last name (if different from responsible party)
  8. Add middle name
  9. Set PIN as child’s birthdate in 8-digit format
  10. Click Relationships at top right
  11. Under Add/Change New Responsible Party, scan responsible party’s card or type in last name
  12. Search and choose correct responsible party
  13. Click Save & Close
  14. Have Responsible Party and new patron sign the back of the card as acceptance of the Cardholder Statement of Agreement

Issuing a STUDENT card

DO NOT register a Student without receiving a Student Card Application signed by a parent.

  1. Verify the individual is under 18.
  2. Present the Student Card Registration Form to the student.
  3. Student must have parent sign form. They may NOT fill out and return without an adult signature.
  4. When form is returned, issue card using “student” in “borrower type” field; write card number on form
  5. Send form to County Library

Issuing a NON RESIDENT card

  1. Verify identity and address with picture ID
  2. Register patron, selecting “NON RESIDENT” patron type
  3. Set expiration date for non-resident type – either 1 year (VA residents) or 6 months (non-VA residents)
  4. Collect non-resident fees. All non-resident cards in a family group require a non-resident fee. This includes dependent children.
  • Resident of Virginia – $10.00 for only 1 year – remember to make expiration date for only one year in the future
  • Non-Resident of Virginia – $10.00 for only 6 months – remember to make expiration date for 6 months in the future