REGISTRATION RENEWAL new procedure 11/28/12

Hello all.

Effective 12/01/12, it will no longer be necessary for customers to complete applications to renew their library cards as long as the account meets each of the following criteria:

·         There is no change to name, address, barcode number or ptype

·         The cards expiration date is greater than January 1, 2010

·         There is no change to the responsible parent information (Most juvenile account renewals will require a new application because of the change in registration procedures.  If the juvenile account does not have an ”r - Responsible Parent”  field, you will need to collect an new application and add the necessary information).

·         Second parent is not being added to the account

If the account does not meet each of the criteria above, a new application must be completed to renew the card.

For customers who do not need to complete a new application, the staff member assisting with renewal should check the customers photo ID and verification of residency to  ensure that all of the information in the account is still accurate.  If the information is still accurate, add an x note field to the record with the following: mm/dd/yy REGISTRATION RENEWAL INFORMATION VERIFIED WITH, then include the means of verifying the information (TDL, TID, etc.) and the unit acronym and staff member initials (Example: CIR/FS).  Keep in mind that the customer information needs to be verified with the same sort of documentation that we would require for a new registration.  Once the accuracy of the information is verified and the note added, the staff member may enter the appropriate new expiration date.  Here are some examples of correct registration renewal notes as they should appear in customer records:

x   11/27/12 REGISTRATION RENEWAL INFORMATION VERIFIED WITH TDL. CIR/FS

x   11/27/12 REGISTRATION RENEWAL INFORMATION VERIFIED WITH CURRENT LEASE AGREEMENT AND U OF H ID. CIR/FS

x   11/27/12 REGISTRATION RENEWAL INFORMATION VERIFIED WITH TID. CIR/FS

x   11/27/12 REGISTRATION RENEWAL INFORMATION VERIFIED WITH CURRENT MAIL AND LA DRIVER LICENSE. CIR/FS

If there are changes to name or address, ask the customer to complete a new application form, update the account information, and enter the appropriate new expiration date.

We hope that this change in procedure will be helpful to you and your customers.  If you have any questions or concerns, do not hesitate to contact your local LA Supervisor or Circulation Administration at 832-393-1567.

As always, thanks for all that you do.

Fred Schumacher