Young Scot/Smart Cards

Additional Cards

The term NEC Smartcard relates to the Young Scot and the free bus passes on offer to the over 60's and disabled. SBC libraries are also in the process of introducing a Standard card. The NEC card will qualify as a valid Scottish Borders library card.

With the introduction of the new NEC Smart Cards the system has been set up to add these cards as an “Additional Card” in the Borrower Maintenance record.

This facility will also be used in the school libraries to add cards to High School teachers who are already members of the library service.

Our version of Vubis was designed to work this way rather than doing a straight replacement barcode, replacing the current library barcode with the new smartcard number. The most important reason is if you were to replace a library barcode with a NEC card number and accidentally allocate the wrong number (because you cannot delete cards from Vubis) you would not be able to undo that and reuse the smartcard number. This could mean that a genuine smartcard number is then unusable on our system.

The advantage of additional cards is that you can add and delete them at will, making it possible to rectify any mistakes. If a smartcard is replaced it has the same basic number with an issue number incorporated. You can store each of these replacement smartcards in the additional cards but set the older ones to be not in use, leaving you a history of what has been replaced.

Please note this only refers to new/existing borrowers with Young Scot/Smart Cards.

Apart from Jedburgh, borrowers without NEC Cards should be registered and issued with existing library cards in the usual way until instructed otherwise.

This will change as the re-registration/NEC card distribution rolls out to all the libraries through early 2009.

Contents

5. Re-registering a junior borrower to an Adult borrower.

5.1 Re-Registering with a NEC card

6. High School Teachers

6.1 Teachers who are not members of the library service

6.2 Teachers who are existing borrowers

7. Using the additional card

When a borrower appears with their NEC card for the first time, you should check that they are on the system and their details are correct, searching by their NAME (not the NEC card) at the Borrower Maintenance form.

If they are an existing library borrower please go to page 6.

If the borrower has not used the library before then you would follow your normal library registering procedure and fill the Vubis registration form in accordingly.

Click the “New Record” button on the Identify a Borrower form.

Use the “Automatic” button to system to generate a WEB based borrower number.

This WEB based number will be seen in the new membership record.

Fill the registration details in from their registration form, then add the NEC card number to their record by following the instructions for Additional Cards given in Section 3.

Additional cards: To add additional cards to the borrower record.

If allowed, an icon is displayed on the Borrower Maintenance screen.

When you click on the Additional cards [AC] icon

The Add new additional card form is displayed.

In this form

After clicking OK there will be a message

N.B. There should be no costs when adding or replacing a NEC card (we are currently awaiting a fix for this problem, please waive the £1 charge)

Schools only: A cost would apply if a High School Teacher lost an existing non NEC library card and was having it replaced as an additional card.

Click OK

The payments screen will be displayed.

Please Waive/Charge accordingly.

After you process the payment the following Additional Cards maintenance for Borrower overview screen will be displayed. This screen shows the additional cards which have been added to the borrower. Click on Esc or the green arrow to return to the Borrower maintenance screen.

When you return to the borrower maintenance screen or enter the barcode of the additional card in AFO431 the main card holder details are displayed. The barcode filed shows all the additional barcodes in square brackets [ ]:

If a borrower loses or has their NEC card stolen, they must get a replacement. This can be done by contacting the Borders NEC Helpline (0870 4288245).

When the replacement card comes it will have the same number as their previous card except for the last two digits which are the issue number. E.g.01 or 02 etc.

When the borrower brings a replacement NEC card to the library follow the procedure described in Section 3 and use the Add new additional card:
facility to add the borrowers replacement NEC card.

You will then see the new replacement NEC card displayed. At this point you must block the original card. To do this highlight the line number of the card you want to block and click on Modify additional card(+):

The Edit additional card form is displayed

You can then block or unblock the card by using the tick box.

Delete additional card(+):
Choose a card and then this option to delete the card.

A warning message will be displayed.

Click OK and the card will be deleted.

Click Cancel if you do not want the card deleted.

You should not delete any additional cards at present.

When a junior borrower becomes 16 they are required to be re-registered as an Adult borrower. This then makes them responsible for any items that they borrow in the future.

When a junior becomes 16 their membership category automatically changes to “AREG”. They should fill in an adult registration form and sign it accordingly. Once signed you can then change their membership category to AC16-17 Young Adult 16-17 concession or A16-17 Young Adult 16-17 (If they are still at school, AC16-17 would be preferable as they are still technically students).

If the borrower re-registering as an adult does not have a Young Scot card then they should be offered an NEC registration form and asked to fill that in. When the form is submitted and they receive their Young Scot card, it would then be added to their record as an additional card as per instructions.

When a Junior Borrower appears with their NEC card for the first time and also need to be Re-registered as an Adult, they should be processed as an existing borrower. (see section 3 “Existing Borrowers with NEC cards)

6 High School Teachers (Schools only)

6.1 Teachers who are not members of the library service

If a teacher is not a member of the library service but needs to use the school library for their classes, you would register them in the usual manner and issue them with a normal library card.

6.2 Teachers who are existing borrowers

If a teacher is current member of the library but wishes to use the library as a High School teacher, then you should add a normal library card to their record for the use in the school library. They should be processed as an existing borrower. (see section 3 “Existing Borrowers with NEC cards”). However instead of adding the smartcard you would add the new library card to their record.

When the additional card is entered in AFO411 Loans the system continues as if the main card barcode has been entered. The borrower details all refer to the main card holder.

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