Note: The Fisk policy articulated below pertains to students. Fisk Faculty may also have borrowing privileges. Records for faculty are also manually created, with a profile of FISK. Expiration dates are the same as for students.
- Fisk Student must first go to Fisk Library to verify their research needs cannot be met by the home Library. Fisk library staff will give the student a Vanderbilt access control card as verification that the student should be issued borrowing privileges. The Fisk Library wants us to follow this step carefully so that the Fisk Library staff members have an opportunity to meet the student and provide service before sending the student to Vanderbilt. This step refers only to the initialization and creation of a new Library Catalog record. An access card does not need to be presented with every loan, nor does an access card need to be presented to renew an Library Catalog record for another semester. If the student has an access card and a valid Fisk ID, then continue with the creation of an Library Catalog record.
Sewanee students will need to purchase an access card if they are going to be coming to the Library during the hours the outside doors will be locked. The Cost is $5.00. A Library Card Application Form and a VU Card Office form must be completed and the $5.00 collected. If patron comes to the Library when the card office is closed, forms can be completed and faxed to the card office. The Card office will mail them their new access card at a later date. Since it is a non-picture ID, they do not need to go to the card office to obtain the card. The Access card is necessary to enter any many libraries after 5 and on weekends. Additionally, the Vanderbilt access card is also used for printing so it is strongly advised for any but the most limited usage for Sewanee patrons to obtain an access card.
- When a Fisk student comes to the VU Library after 7 and on weekends, they will enter using the Fisk access control card. Sewanee students will use their purchased access card.
- If they decide to check out some books, they must show their Fisk ID/Sewanee ID. The Fisk ID as well as the Sewanee ID should have a current semester validation sticker on the front of the card. This will indicate they are currently enrolled.
Examples of a Fisk card, WITH the validation sticker:
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On-Campus Example |
Off-Campus Example |
- Using User Registration wizard, Library staff will create a patron record.
FISK: Remember that their access card is not the card you use to check out books to the students. Search for their name first as they may have already be in the system. If not, some Fisk ID’s have a mag stripe that can be read with our card readers. If it will not read, you will need to affix one of the 6 digit barcodes above the magstripe on the back of the id and scan it in the User ID field. This will become their User ID for borrowing purposes. Put in a profile name of FISK. Expire date should be supplied by the system once you input the profile name, however, expire dates are listed below in the event they are already in the system and you just need to update an existing record. A current semester validation sticker must be on the front of their id card for privileges to be granted or subsequently renewed.
SEWANEE: Patron records will be loaded by tape-load but sometimes the tape is delayed and students show up before there is a tape-loaded record. Search for their name first. If you find no record, a record must be created. Using User Registration wizard, create a patron record. The ID # already on the card is readable with our barcode reader. This ID should be the User ID for borrowing purposes. Put in a profile name of Sewanee. Expire date should be supplied by the system once you input the profile name, however, expire dates are listed below in the event you need to update an existing record.
Expire dates through 2012/13 are:
Fall Semester, 2012 FISK December 4, 2012
Spring Semester, 2013 FISK April 24, 2013
Fall Semester, 2012 SEWANEE 12/07/2012
Spring Semester, 2013 SEWANEE 4/28/13
User cat 1 is Courtesy. User cat 2 is Student.
Input address 1 and address 2 fields. Add an EMAIL address if they would like email notification and select address 3 as primary.
- Give them a handout of the Circulation Policies for Fisk/Sewanee University Borrowers.
- Let them know that overdue charges, lost book bills, etc. will be sent to their Fisk Student Account/Sewanee student account if not paid on a semester basis. (LITS will run a report of these charges once a semester )
- Check out books to the patron.
- Books checked out should be returned to one of the Vanderbilt Libraries. If returned to patron’s home institution, there could be delays with the Inter-Library Loan deliveries between libraries and fines could accrue.
Fisk and Sewanee faculty/staff wanting Privileges at VU
- Fisk/Sewanee faculty and staff are entitled to a system courtesy access card, which allows access to any VU Library. If they do not already have an access card, they can obtain their system courtesy access card by completing a patron information sheet. This sheet authorizes the Card Office to create their access card. The faculty/staff member should take the sheet to the Card Office and get their ID or one can be mailed to them. See step 1 above.
- If the faculty/staff member wants to borrow books, search Library Catalog by name to see if they already have a patron record. If so, change the profile from “accessfree” to “Fisk,” or “Sewanee” since Fisk and Sewanee faculty/staff now will have borrowing privileges. See Step 4 above for creating their patron record. Cat 1 is courtesy and cat 2 is Faculty or Staff, whichever appropriate. If they already have a record and their profile is NOT “accessfree” but a borrowing profile like alum or faculty, you do not need to change their profile. They should continue using the VU ID Card they already have for borrowing.
- For charging materials, follow steps numbers 5-8 above.
VU Student Wanting Privileges at Fisk/Sewanee
There will be no problem for Vanderbilt students to enter the Library at Fisk or Sewanee. They have no access control system. If, however, a VU student is going to Fisk with the expectation of borrowing materials, they will need to first come by the Library and get a printout of their student record that shows they are currently enrolled. Since VU no longer uses semester validation stickers, this is the only way Fisk will know they are enrolled. At Sewanee, they have agreed to look up the patron in PeopleFinder.
- Staff member will use the user display wizard. After displaying the user requesting their printout, click on the “print all tabs” helper. (This looks like a green printer). Choose PRINT. Give to patron. If this button does not display on your workstation, go to Properties, choose Helpers and click on the “all tabs helper”.
- Students should be told that privileges will expire each semester. Expiration dates are determined by Fisk University’s requirements. Expire dates are listed above.