Library User Maintenance {LCIM-1}

This option contains five blocks, the first being used for creating Other Users, the second to link other users to a system, the third Block to query student detail, the fourth to withhold examination results from students and the fifth to query personnel detail.

Fields in the option:

Block 1: Other Users

“Other Users” will typically be students from other institutions who may be granted library privileges and any other persons who have also been granted library privileges. To handle the issuing of items on Inter Library Loan, each library to whom items are issued should also be created as a User under this option. It is not possible to create Student and Personnel users under this option, such records being created in the Student and Personnel Systems respectively. Before a record can be created under this option, at least one “Other User” type must have been created under option. This screen can also be used to query the User Number or any other details in respect of Other Users.

To create a record for another user, the following information is required:

Field	Type & Length	Description
User Number	N9	Any number, up to nine digits.
Identification Number	N13	Any additional identification number can be entered here.
Surname	A20	The surname of the user, or in the case of an ILL user, the name of the library.
Initials	A4	The initials of the user.
Title	A5	The title of the user.
Preferred Language	A1	The preferred language of the user, the allowed values are (E)nglish and (A)lternate.
Type	N2	A user type must be entered here. This user type must be valid for the user category “Other Users”.
View or Edit Contact/Address/Telephone Detail	A1	The Communication detail for an user can be viewed in this one-view option.
View Address Info		Refer to the Operational Manual for Addresses

Example:

Block 2: Link Users to Subsystem

In this Block the user who was created in the Block 1 can be linked to the Library Subsystem. A query in this Block will display all subsystems an (O)ther user has been linked to. The following two fields should also be entered:

Field	Type & Length	Description
Start Date	DD-MON-YYYY	The date from which this user is entitled to library privileges.
Expiry Date	DD-MON-YYYY	If this user is entitled to library privileges for a limited period only, the end date of that period is entered here. If no such date exists, the field is left empty.

Example:

Block 3: Student Users

The purpose of this block is to see details on the student, e.g.: the surname and initials, biographical data, user category, etc.

Field	Type & Length	Description
Student Number	N9	The user can only query on the student numbers of registered students. The user must <enter query> and type in the student number. Executing the query will retrieve the details, e.g.: surname, initials, title, user category, expiry date of the number entered.
View Detail	A1	If (Y)es is entered in the “Detail” column, the student's study address, postal address, home telephone number, preferred language, current registration and study period as entered under option {SREG-2} in the Student System, will be displayed. No data can be updated in this option.

Example:

Block 4: Batch Withold and Student Statuses

This Block will allow library staff to ensure that the examination results of a student or students (with batch withholding) can be withheld via the Student System.

Field	Type & Length	Description
Batch Withhold	A1	If a “Y” is entered in this field, the user will be taken to a screen to do a batch withholding of examination results (discussed in this section). If an “N” is entered in this field, the cursor will go to the next field, which will allow the user to do a examination withholding for a individual student.
Student Number	N9	Enter the number of the student whose examination results must be withheld.
Surname and Initials		The surname and initials of the student number entered in the previous block will display in this field.
Status Code	A4	The status code indicating the reason why the student’s examination results must be withheld, must be entered here. These codes are defined in {LCIM-8}.
Action Code	A2	The action code for the withholding of examination results from the Library System, “LW”, will default into this field. The field is not updateable.
Start Date	DD-MON-YYYY	The system date will default into this field, but it is updateable. This date indicates from when the examination results of this student must be withheld.
End Date	DD-MON-YYYY	This date indicates the date until when the students examination results must be withheld. If a student’s examination results were withheld, the following processes will be done automatically: outstanding fines: when the student against whose number the “withholding” action was placed, has paid all outstanding fines, the “end date” will be inserted. outstanding books: when the student against whose number the “withholding” action was placed, has returned all items issued to him/her, the “end date” will be inserted.
Exclusion Code	A7	The exclusion code can be entered, as defined in the student system. A <LIST OF VALUES> is available. If a “Y” was entered in the first field, the user will be taken to a screen where s/he must chose to which printer the output must be directed. The following will be prompted for: In respect of any such student the results for notice boards will be displayed as “Not Available”. The individual postal results for students will be printed separately, and can be handed to the library for distribution once the relevant student has satisfied the demands of the library. This facility should obviously be used in conjunction with the staff running the examination system.

Example:

Block 5: Personnel Users

The purpose of this block is to see details of personnel, e.g.: the surname and initials, biographical data, user category, etc.

Field	Type & Length	Description
Personnel Number	N9	The user can only query on the personnel number, and not any of the other fields. The user must <enter query> and type in the personnel number. Executing the query will retrieve the details, e.g.: surname, initials, title, user category of the number entered.
View Detail	A1	A (Y)es in the “Detail” column will display the person's home address, office number (Building/Floor/Room no.), home telephone no., office tel. no., appointment type, preferred language and primary department as entered under option {PMAIN-1} in the personnel system. The user can only query in this option. No data can be entered through it.

Example:

Processing Rules
	No special processing rules

Date	System Version	By Whom	Job	Description
17-Feb-2007	v01.0.0.0	Amanda Nell	t134312	New manual format.
19-Mar-2008	v01.0.0.0	Vaughn Dumas	t134312	System owner proof read.