FAQs > Via / Millenium / MilCirc > Patron Records

Patron Records

How are new patrons loaded into the system?

Student records are prepared for us by DoTS from the Infinite Campus system. Once a data file has been received from DoTS, ERS will load the new/updated records into LION. This process occurs daily.
Staff records are also prepared by DoTS from the HR/LAWSON system. New and updated staff records are loaded as needed, but generally twice a year.

There are 2 ways to submit a request for patron barcodes:
1. You can request a list of student barcodes for your entire school. This is the usual way that barcode requests are processed at the beginning of the school year. You can also request barcodes for your staff at this time as well.
2. If you've received barcodes for your entire school, and you have new students that were NOT included in that batch, you can submit a list of those students to the ERS Helpdesk to have barcodes generated for them. In order for your request to processed, the list must have the names of the students sorted in alphabetical order by their last name and include the student ID number when possible. Please limit your list to no more than 30 names.
While we try to get the barcodes to you as soon as possible, processing of patron barcode requests can take up to 5 business days depending on the number of requests and our workload at the time.

Yes, you can. Just click on the EDIT button while the patron record is displayed in Via. If you need assistance with this procedure, contact the ERS Helpdesk.

Yes, just click on the NEW button in Via and the system will step you through the creation of the student or staff record. There should be a total of 14 digits in the barcode.

For STUDENTS, use 2713700+Student ID+0 for the barcode field.
For STAFF, use 27137+DPS ID. You can still enter the staff record without the DPS ID, you'll just have to look up the record by their last name. NOTE: Charter school staff members are not listed in the DPS HR/LAWSON system, so no unique ID number is available to them. Enter their records without the barcode number as described earlier and retrieve their records by doing a "name" search in Via.

You can manually add the patron's record to the system using Via by clicking on the NEW button. After clicking this button, the system will prompt you for all the necessary information. Refer to the Library Manual (search words:patron) for more detailed instructions on this procedure. Or you can wait a day or two to see if the patron's record was loaded as part of the daily record loads. This applies especially to new students to the district. New records must appear in Infinite Campus before they can be loaded into LION. Click here for more detailed information.

All patron records, both student and staff, should have the expiration date of September 30th of the following year. For the 2007-2008 school year, the expiration date must be September 30, 2008. Beginning the 2005-2006 school year, templates for manually creating patron records were implemented in all schools and should automatically have the correct expiration date and home library codes. If they do not, please email ERS Helpdesk with the patron information.

On September 30th, all patron records whose expiration dates have not been updated, will be deleted from the system. If the patron record still has items checked-out or has fines, the expiration date will be updated and the patron record will be left on the system.

Old or expired patron records will be deleted from the system on or after September 30th.

Due to confidentiality issues, the actual numbers have been removed from staff barcodes. The barcodes will still function normally.