WMS Procedures Manual: Patrons Not in WMS

Sometimes, especially in the first weeks of a semester, there are enrolled students who do not have patron records in WMS.   Here are instructions on what to do, and how to create a WMS record for them, if necessary.   This will also include some explanations of how the system automatically creates most WMS records, and why sometimes it does not.

How does the system create a record when a student enrolls?

Every night, Information Services (part of IT) runs an upload, entering every Banner record that has changed that day into WMS.   For example, if someone has never attended TCC and has no WMS record, this creates a record.   If a student has started working at TCC, this will change their patron type from student to staff.  At this point, their record is set to expire one year from the current date. 

Why are some records not changed?

Sometimes the system glitches and a Banner record that was updated that day doesn’t have the changes uploaded into WMS.  If this happens, the system won’t try again until their Banner record changes again. 

Are there any other reasons an enrolled student wouldn’t have a WMS record?

If they enrolled that day, the system will not have uploaded their record into WMS yet.  In that case we will need to manually create a record.

How do we check out books to them if they don’t have a WMS record?

We have to manually create the record.  The instructions for that follow. 

1. Double check that you are entering the correct T#.  Have them write it down if necessary.
2. Search for them by name. Check with them to see if it might be under a different name. 
3. Once you are certain that they don’t have a WMS record, we need to verify they are currently enrolled in Banner.   If you don’t have Banner access you’ll need another staff member to do this part.
   1. Who has Banner access varies by campus. If you don't know whether you do, follow the next step. If you feel you need Banner access, speak with your director. 
   2. On the MyTCC Welcome screen, go to Banner 9 in Quick Links.  (You can now access Banner in any browser; formerly it had to be Internet Explorer.)
   3. In the Search screen, type SFARHST. This will take you to Student Registration History and Extension.
   4. Enter their T-ID# and then click Go. 
   5. You should see a list of classes, with the term in the left most column.
   6. The code for the terms is the year, then 10 (Fall), 20 (Spring) or 30 (Summer.)  Fall is listed as the next year.  Here is an example:
      1. Fall 2019- 202010
      2. Spring 2019 – 201920
      3. Summer 2019 – 201930
   7. If they have at least one class listed for the current term, we can manually create a WMS record for them. 
   8. Here are the instructions on how to manually create a WMS record. You will be able to find all the information you need (address, email, etc. )in the SPAIDEN screen of Banner. 
   9. There is no need to make the patron wait while you create the record.  Make sure you have their TID#, name, and the barcodes and titles of all their items.  It is important to have the item titles, so that if the barcode is wrong we can find it.
   10. If you are too busy at the desk to create the record and check out the items, get someone who is not at the desk to do it.
   11. It is critical to get the items checked out to their new record.
   12. It is also critical to get their T# entered correctly into the record.  If not, they will eventually have duplicate records.