Style rules for entering patron records

Updated 4/11/2023

The basics:

  • To avoid creating duplicate records, search by Birth Date

  • ALL CAPS FOR EVERYTHING(except Notes & Email Address)

  • NO punctuation except hyphens

  • Name conventions:
    • The name must be entered in the Last, First and Middle name fields.
    • Use the Name as it appears on the person's identification—do not use nicknames.
      The occasional exception might be if using the real first name would cause major confusion when searching for the user by name. You can also put clarifying information in the extended notes field.
    • Do not use the Preferred name field—it files incorrectly.
    • Use a hyphen for double last names so they file correctly in the displays (Example:  GILDERSON-DUWE)
    • NO APOSTROPHES in last names!  Jack O'Neil becomes ONEIL, JACK.  
    • Do not use MR, MRS, MS or DR anywhere.
    • JR and SR, etc, goes in the SUFFIX field.  Do not use a period.
    • Do not use a period after the middle initial.
    • Do not use any punctuation at all (except hyphens where appropriate).   
  • Addresses
    • Use the USPS standard abbreviations for ST, RD, HWY, etc. IN ALL CAPS.
    • Use APT for "apartment" followed by the number. Do not use "#". Ex: APT 8, STE 4
    • Use PO BOX (not P. O. Box, etc.) IN ALL CAPS
    • Do not put a comma or / between CITY STATE
    • Use the PHONE field of Address 1 for a phone number. If a patron recieves phone notifications, they will only be notified at the phone number in the PHONE field of Address 1.
      Preferably, the patron should only give one phone number, but if a patron has volunteered a second phone number, and understands that they will not recieve notifications at this secondary number, the second number can be entered into the PHONE field of Address 2. 
    • Using EML behind the phone number to indicate the user has an email address is optional.  Do not put EML in any field except the phone number.
  • ALWAYS fill in the User category 1, 2 and 3 fields.
  • ALWAYS fill the Birth Date.

It is very important that UserCat1 field be entered accurately.  Library funding formulas use this field.

Use myvote.wi.gov  to look up addresses to obtain what municipality or township the patron lives in.

If the address is from one of the other counties within Winnefox, contact a library from that county for help with the User Cat1.

These people have agreed to help with coding for areas adjacent to Winnefox counties:
Adams County            
Calumet County          Julie Wing (Menasha)
Columbia County        Sara Wilson (Kingston)
Dodge County            
Outagamie County      Julie Wing (Menasha)
Portage County          
Sheboygan County    
Waupaca County       
Washington County    
 
The code for other Wisconsin is:  X-OTHER-WI

The code for Out of State is:  X-OUTOFSTATE

The complete list of codes is listed under Patron Records.

If you need further help, contact Matt Schrottky at Oshkosh Public.

User Profiles
Checkouts and renewals to these profiles are used in the circulation statistical reports:
BUSINESS
DEPOSIT
HOMEBOUND
ILL
J-RESTRICT
LIMITED
LIMITED3
PUBLIC
PUBLIC2
PUBLIC3
STAFF
TEACHER

User Notes

Anytime you enter a note on a user record, sign the note using the format "LibraryCode, FirstName LastInitial Date".

Library code is the two-letter abbreviation commonly used to indicate library, especially in reports (ie, BE=Berlin, KI=Kingston, PI=Pine River, WN=Winneconne). 

A note example: "Verify email. OS Melissa K 4/25/2018".