Skip to Main Content
  2. Research Guides

User Records: Tables and Charts

Types of IDs and Where They Are Issued

Category of Patron Point of Card Origin User Profile Category 1 Category 2 Privilege Limit Location
VU Faculty, including Emeritus Commodore Card Office faculty school faculty

never

Department Field: EMERITUS

 checkd-out
 -- law faculty Commodore Card Office faculty-law law faculty never checkd-out
 -- surrogate Library Circulation Desk surrogate school (optional) faculty expiration - one year from date of creation with option of yearly renewal checkd-out
 -- post-doctoral scholars Commodore Card Office faculty (school) faculty never checkd-out
VU Staff Commodore Card Office staff staff-vu staff never checkd-out
 -- Med Ctr Staff Med Ctr. H.R.S. staff staff-mc staff never checkd-out
 -- Library Staff Commodore Card Office staff-lib staff-lib staff never checkd-out
 -- VU Temporary Staff Commodore Card Office accessfree system courtesy expiration - one year from date of creation  
VU Students            
 -- graduate Commodore Card Office graduate school student 10/31, 12/31, or 3/31, dependent on enrolled status checkd-out
 -- undergraduate Commodore Card Office undergrad school student 10/31, 12/31, or 3/31, dependent on enrolled status checkd-out
VU Spouse            
 -- faculty/staff Commodore Card Office spouse spouse staff or faculty expiration - one year from date of creation checkd-out
 -- student Commodore Card Office spouse spouse student expiration - Aug 31 of academic year checkd-out
VU Family            
 -- children of fac, staff, and/or students Commodore Card Office accessfree child staff, fac, student (as appropriate) expiration - one year from date of creation  
Alumni Commodore Card Office alum system courtesy

expiration - one year from date of creation;

Starting with the class of 2010, populate WebAuthID field with VUNetID. Alums prior to the class of 2010 may have a VUNetID. Ask the patron and, if available, populate WebAuthID field the VUnetID. Otherwise, create the Alt_ID for the alum.

 checkd-out
OCLC/RLAC - Other Faculty Library Administration ofac system courtesy expiration monthly checkd-out
Fisk Students/Faculty Fisk ID with current semester validation stick on card. Place barcode on back of card Fisk courtesy student or faculty (as appropriate) expires each semester on a set date  
Sewanee Students/Faculty Sewanee ID Sewanee courtesy student or faculty (as appropriate) expires each semester on a set date; records automatically loaded  
Cross-Registered Students Commodore Card Office courtesy (or other appropriate) school student expires like other students; cross-registered students receive card are and included in the regular data feed checkd-out
System-Wide Courtesy Borrowing, including Visiting Scholars, Interns/Observers MAT Trotter or Bill Hook courtesy system courtesy expiration - one year from date of creation; see chart for courtesy access and courtesy borrowing  
Division-Specific Cards - Borrowing Divinity Director's Office div-clergy div-only courtesy expiration - one year from date of creation checkd-out
  Divinity Director's Office div-kesler div-only courtesy expiration - one year from date of creation checkd-out
  Music Library musprecoll mus-only courtesy expiration - one year from date of creation checkd-out
  Music Library mus-user mus-only courtesy expiration - one year from date of creation checkd-out
  *CID-Biomedical med-affil med-only courtesy expiration - one year from date of creation checkd-out
  *CID-Biomedical med-perif med-only courtesy expiration - one year from date of creation checkd-out
  *CID-Biomedical docdelserv med-only in-house never  

 

Circulation and Loan Periods

Material Library Borrower Category Loan Period Renewals Fines
Books all faculty 365 days 4 Fines are levied only for recalled items that are overdue.
graduate 90 days 4
undergraduate,
staff, alumni		 28 days 4
 
Bound periodicals Central ,Divinity, Law,
Management, Music, Peabody, Science		 faculty 365 days 4 Fines are levied only for recalled items that are overdue
graduate 90 days 4
undergraduate, staff, alumni 28 days 4
Biomedical all 28 days 4  
 
Laptops and iPads all faculty, graduate, undergraduate, staff 3 days no online renewals $10 per day overdue
 
CDs and Scores all faculty 365 days 4 Fines are levied only for recalled
items that are overdue.
graduate 90 days 4
undergraduate,
staff, alumni		 28 days 4
 
DVDs and Videos Central and Law faculty, graduate, staff, undergraduate, alumni 14 days 2 30¢ per day overdue, $1 per day for overdue recalls
Biomedical, Divinity, Management, Music, Peabody, Science faculty 365 days 4 Fines are levied only for recalled items that are overdue.
graduate 90 days 4
undergraduate,
staff, alumni		 28 days 4
 
Reference and Microforms all all Available for in-library use    
 
Reserves all all

two hours

 no renewals $.60 per hour
one day no renewals $1.00 per day

System-Wide Courtesy Access/Borrowing Cards

To view more information about different kinds of access and users, see the Access and User Information page.

Program Eligibility Who Processes? Access or Borrowing? Fee Notes
NALA Member of Nashville Area Alliance Pat Johnson, Library Administration Access Paid by Library Administration Each NALA library receives 5 cards to check out to its community. Cards are renewed in October.
Partner Nashville Schools

Hume-Fogg, Martin Luther King Jr. Academic Magnet, Hunter's Lane High School IB Program, Franklin High School IB Program

 Pat Johnson, Library Administration Access Paid by Library Administration Each school receives 5 cards to check out to its community. Cards are renewed in October.
Faculty from any institution of higher learning Any faculty member from any institution of higher learning Pat Johnson, Library Administration, or Sara Pitts, Head of Access Services Access $10 See CAC website for the Card Office form. Faculty visitor will need to obtain the card, then bring the card to the circulation desk for record creation.
Sewanee Sewanee student/faculty Commodore Card Office Borrowing, eligible for access None; use existing Sewanee card. See documentation on CAC website. Sewanee has borrowing privileges but if a Sewanee community member is on campus after hours, they are eligible for an access card. No extra record in Library Catalog is needed since a borrowing record is automatically loaded.
Fisk Fisk student/faculty Library Circulation Desk Borrowing None; use existing Fisk card. See documentation on CAC website. Fisk has borrowing privileges but if a Fisk community member is on campus after hours, they are eligible for an access card. No extra record in Library Catalog is needed since a borrowing record is automatically loaded.
Rhodes Member of Rhodes community Pat Johnson, Library Administration Borrowing $10  
School for Science & Math Students enrolled in Vanderbilt program S&E Library Borrowing N/A Program for high school students; students carry Medical ID cards but have same privileges as undergraduates.
RLAC Faculty of an RLAC institution Pat Johnson, Library Administration Borrowing $10  
VIPs Designation VIPs, e.g. Board of Trust member, museum curators at TN State Museum, Frist, Sarratt, Cheekwood Pat Johnson, Library Administration Borrowing Paid by Library Administration  
Visiting Scholars Designated by Vanderbilt departments and schools Pat Johnson, Library Administration Borrowing N/A; it is assumed that departments will procure a card See form on CAC website.
Interns and Observers in University Central Schools Designated by Vanderbilt departments and schools MAT Trotter or Bill Hook Borrowing N/A; it is assumed that departments will procure a card Sef form on CAC website. 
Retired faculty and retired staff (not emeritus) Any retired faculty or retired staff Library Circ Desk; CAT1 = retired, CAT2 = courtesy Borrowing (no ILL) for retiree only, not family. Note that Emeritus faculty are treated like regular faculty. $10 Note that those who had a new style card and then retired will keep the ID # they had when employed. They cannot keep their old ID card, but they can be issued a library-only card by the Card Office with the same ID # on the magnetic stripe.
English Language Center students Designed students from ELC Pat Johnson, Library Administration Borrowing N/A Profile of undergrad, annual expiration. A list of new students is sent by ELC (Irene Race) to Library Administration. Students have Vanderbilt ID cards. CAT1 = ELC, CAT2 = student.
1st Amendment Center employees Designated research personnel from 1st Amendment Center Pat Johnson, Library Administration Borrowing N/A They have Vanderbilt IDs but are not part of the data feed. New ID numbers are in Library Catalog, and records have annual expiration. 1st Amendment Center sends a renewal each year to Library Administration.
Affiliated clergy, Office of Religious Life & Affiliated Ministries Affiliated clergy, Office of Religious Life & Affiliated Ministries, as designaed by Director of Religious Life Pat Johnson, Library Administration Borrowing Office of Religious LIfe procures card They have Vanderbilt IDs. The Director of Religious Life submits a letter on an annual basis with a list of the affiliated clergy.
Meharry Two cards are issued to the Meharry Library, for its management and distribution. No cards are issued directly to individuals. Pat Johnson, Library Administration Borrowing, limit of 6 items on each, books only, no recalls, no reserves. No Biomedical materials may circulate. N/A Some Meharry faculty were issued, on an ad hoc basis, borrowing cards. This has been discontinued, in favor of two cards issued to the Meharry Library.
Spouse of current faculty, student, and staff See chart in section 1 for profile and category information. Pat Johnson, Library Administration      

 

Pseudo-Patrons

Listed below are pseudo-patrons or In-House types of patrons.  These user records contain all pertinent information about the privileges assigned to that patron group. The column  “location” details what displays to the public when items are checked out to these patrons.  

In-house Patrons Profile Category 1 Category 2 Location
inter-library loan ill ill in-house checkd-out

cen-reserv     div-reserv     mn-reserv      

educ-reserv   sci-reserv     law-reserv 

med-reserv     mus-reserv

 reserves library in-house on reserve
missing missing library in-house missing
lost lost library in-house lost
billed billed library in-house billed
carrel carrel library in-house carrels
commercial bindery bindery process in-house at-bindery
marking marking process in-house in-process
messenger messenger library in-house in-transit
preservation repair library in-house bk-repair
exhibit exhibit library in-house on-exhibit
binding unit binding process in-house in-binding
cataloging cat process in-house in-process
cataloging cat-rev process in-house in-process
inventory items at annex cat-inv process in-house ask staff
learning resource center lrn-res-ctr library in-house lrc-garlnd
other other library in-house staff-offc
hold shelf shelf library in-house circ-desk
withdrawn withdrawn library in-house withdrawn
new books new-books library in-house new-books
law library carrell law-carrel carrel in-house lawcarrel
exhibit libraryloc law-only in-house checkd-out
other copy-room law-only in-house checkd-out

 

System Parameters for Controlled Circulation

Below is a table organized by user profile that defines the parameters currently in place that control circulation. This table also shows limits in place which cause system-wide status blocks of a record. For example, a faculty member is blocked from borrowing other books if they have 25 overdue books

  

User Privilege Limit Privilege Fee Block by Overdue Block by Bill Amt Charge Limit Hold Limit Library Prec Billable Location
faculty none none 25 100 500 20 yes yes checkd-out
faculty-lw none none 25 100 500 20 yes yes checkd-out
surrogate expiration date - 1 year none 25 100 500 20 yes yes checkd-out
staff expiration date - 1 year none 25 100 300 20 yes yes checkd-out
staff-othr expiration date - 1 year none 25 100 300 20 yes yes checkd-out
staff-lib none none 25 100 300 20 yes yes checkd-out
graduate expiration date - 1 year none 25 none 300 20 yes yes checkd-out
undergrad expiration date - 1 year none 25 none 150 20 yes yes checkd-out
alum expiration date - 1 year none 25 100 50 10 yes yes checkd-out
spouse expiration date - 1 year none 5 100 15 5 yes yes checkd-out
ofac expiration monthly none 5 100 50 5 yes yes checkd-out
courtesy expiration monthly none 5 100 15 5 yes yes checkd-out
accessfree expiration monthly none 0 0 0 0 yes no no charges
div-clergy expiration date - 1 year none 5 100 15 5 yes yes checkd-out
div-kesler expiration date - 2 years none 5 100 5 5 yes yes checkd-out
musprecoll expiration of i.d. none 5 5 15 5 yes yes checkd-out
mus-user expiration of i.d. none 5 100 15 5 yes yes checkd-out
law-carrel none none none none 25 25 yes no  
libraryloc none none none none 300 300 yes no  
copy-room none none none none 100 100 yes no  
reservonly none none none none 10 n.a. yes no  
law-patron expiration date - 1 year none 5 15 10 5 yes yes checkd-out
med-affil expiration date - 1 year   5 25 50 10 yes yes checkd-out
med-pherif expiration date - 1 year   5 25 50 10 yes yes checkd-out
med-other none none 0 0 0 0 yes no no charges
docdelserv none none 0 0 0 0 yes yes  

 

Calendar of Events for User Records

When? What? Who?
May Manually extend expired undergraduate and graduate records by one week (to expire after graduation, not after finals). LDS
July Submit building opening and closing hours to Sara Pitts. ASC, Lisa Shipman
July

Purge expired patron records.

If there are no outstanding bills or fines and no paid bills for item cost or lost books, purge record if it has been expired for at least 2 years.

Expired patron records with paid bills for item cost or lost book, purge record after 7 years.

 LDS
July, November Proof hours pages on the Heard site, prior to each semester. ASC
August Dates for the fall and spring expirations of Fisk and Sewanee patron records.

LaFonda Davis - Fisk; ldavis@fisk.edu.

M. Courtnay Zeitler - Sewanee; mczeitle@sewanee.edu
August, December Review schedule for security guard; 2x per year, prior to each semester. ASC, Lisa Shipman
September Receive load of patron records from Sewanee. LDS
October, December, March Change the expiration of graduate and undergraduate records as determined by enrollment status: 3x per year (expirations 10/31, 12/31, 3/31). LDS