Patron Records

Creating a Patron Record


Primary Fields:

Secondary Fields:


Prohibited:  Collection of Patron’s Social Security Number

All Patron records must expire after one year.  Inactive patron records should be purged from the system after five years, with the exception of patrons with billed items on their record.

The only time a library may alter another library's patron's record is to add either "a" for "verify address" or "z" for "verify email" to the PMESSAGE field. In instances where a postal address is found to be undeliverable, the library should add the text: (UND) to the beginning of the first address line within the patron account in order to flag the address as undeliverable the next time a notice is generated for the account.

*Libraries are strongly encouraged to explore Minerva for a preexisting account before entering a patron.  The handling of this information is to be decided at a local level.

Edit/View Patron Information

Click on Circulation Desk icon and scan patron’s barcode or enter nlastname, firstname.

To view only-Click on the VIEW icon at the top right of the screen.  

To edit information click on the EDIT button on the top right of the screen. You can now edit Patron information by double clicking on the white fields in the patron record block or by clicking on the individual field lines, right click for more options.  

To insert additional information click on the INSERT icon and select the appropriate field from the drop down menu.  After making changes click on the SAVE icon.  Click on CLOSE icon to exit.

To set up a patron’s account so there are multiple e-mail addresses string the emails together in one single z field, separated by a comma (no space).  If you put a second z field, the system will ignore it, but it will email as many addresses as you like in one field.

View Item Information on a Patron’s Account

Right click on the checked out item and select view item.  Right clicking on the items under the HOLDS tab provides additional information.


Free Record in use by System

Occasionally a patron, bib or item record becomes “hung up” in the system.  You will see a pop up message when a record is in use by  system.  This often is the result of having one record up on more then one Millennium terminal.  

To free the record

        1. Click on Admin found at the top of the Millennium Circulation Screen

        2. Click of Free Record In Use

        3. Enter the number preceded by a “b” for bib record, or backspace and type in “i”                     for item or “p” for patron.  You may need to add an “a” at the end of the string of                     numbers in some instances


Placing Holds:

Holds can be placed on a patron’s account two ways.  

The preferred method is through the OPAC.  There are two types of holds or reserves: Title-Level Holds (also known as Bib-Level Holds or Copy Returned Soonest Holds) and Item-Level Holds:

Circulation staff may also place holds on their patron’s accounts through the Millennium Circulation Program, although this is not the preferred method.  Circ staff are strongly encouraged to use the opac to place holds for patrons because it cuts down on errors and provides a good teaching moment for patrons. (You can scan a barcode into a web browser to save time.)

There are two locations from which to place holds in Millennium:

The “Search/Holds” Tab:

1. Enter the title or author of the item

2. Select a bib record that includes a [local library] copy, or if [local library] does                      not  own, select the record with the greatest number of items attached.

Choose carefully!!  Some items that have multiple volumes or are series (ex. DVD sets, Manga, Graphic novels, etc.) Material type (Large print, cassettes, CDs, etc.)

3. Select “Hold Copy Returned  Soonest”

Select barcode or patron from the drop down menu

Scan the patron’s barcode or type in their name

Once the patron is selected and the “Place a Title-Level Hold” screen pops up, hit “ok”; select “Page for title” when that screen pops up – the item is now on hold.

The “Circulation Desk” Tab:

1. Type in the patron’s name or scan in their barcode

2. Go to the “Holds” tab

3. Select “Add Holds”

4. Enter the title or author of the item

5. Select a record that includes a [local library] copy, or if [local library] does not                     own, select the record with the greatest number of libraries.

6. Select “Hold Copy Returned  Soonest”

Once the patron is selected and the “Place a Title-Level Hold” screen pops up, hit “ok”; select “Page for title” when that screen pops up – the item is now on hold.

Occasionally a patron will only want a local copy, or a specific edition of a title. In that case, place an “Item-Level hold” rather than a “Title-Level Hold.” The procedure is the same as above through selecting a record:

1.  Select  “Hold Selected Item”

2.  From the pop up screen select “Place hold; do not print paging slip”

3.  Scan the patron’s barcode or type in their name (if placing through the patron’s                       record, their name will automatically pop up).

4.  Once the patron is selected and the “Place a Title-Level Hold” screen pops up,                       hit “ok.”  

Once an item is placed on reserve, a staff member at the circulation desk will contact the patron. Items are placed on the hold shelf for one (1) week.

Modifying Holds

Millennium will permit library staff to modify a hold request in several ways. If a patron does not want their request to be fulfilled before a certain date, that information can be entered when the hold is placed by entering a date into the “Not Wanted Before” or “Not Wanted After” fields in the “Place a Title-Level Hold” screen. This modification can also be done after the hold is placed by highlighting the hold under the “Holds” tab in the patron record, clicking on the “Modify Holds” tab, then entering the information.

Library staff can also move a patron up or down on a list of holds by “changing priority” of the hold. This is done when there is a system malfunction or staff error placing the hold. It should not be done on a regular basis. A brief explanation with staff initials should be be entered in the Hold Note field.

Extending (Renewing) Holds

Most intra-Minerva items may be renewed once unless they are significantly overdue or requested by another patron.  So long as the system allows the renewal without a message/warning, it is fine.  If there is a message/warning and the patron would like to keep the item, contact the owning library’s circ staff to and ask to override the block for a second renewal.

MaineCat items can likely be renewed once as well (there are a few cases where a renewal will not be allowed).  If the system will not let the item be renewed, staff are not permitted to override a system message/warning regarding a MaineCat item to add another renewal.  Extra renewals on MaineCat items do not work and the item will appear as overdue to the lending library and you may receive a bill for the item.

To renew an item:

1.  Once in the patron’s record, go to the “Checked-out Items” tab

2.  Select the item for renewal and click on “Renew.”


3.  Click on the Renew Tab and scan the item.  A box with the patron’s name will                       pop up.  Confirm patron ID and click okay.

If the patron is present with the item, stamp it with the new due date.  If the patron is on the phone, make sure to let them know the new due date.


Broken Holds

These can be items that appear as checked out on a patron record when they aren't or items that give a message they are checked out when they are actually in hand; most need to be sent to the Innovative Help Desk to be resolved but some can be fixed locally by library staff. Before sending a request for a broken hold to be removed, change the status to "@" IR OFF Site. Close the item record and scan it through Check In, then try again to perform the desired transaction (checkout, deleting the item record, etc.) In many cases this will clear the old hold; if it doesn't, send a request to Maine InfoNet Support at and submit a Broken Hold request.

Other Circulation Functions

High Demand Holds

You need to have the correct permission associated with your log-in to view High Demand Holds.  

        1.  Click on the High Demand Holds Icon

        2.  Under View Report For-select Selected Pickup Location

3.  Select your library from the drop-down menu

4.  Click on Create Report

5.  All fields may be sorted

View Holds

The “View Outstanding Holds” module allows libraries to manage holds on their items and by their patrons. To run these reports:

  1. Determine how you want to display the results

Select the date for “Holds placed before”

Select the type of report you would like. For instance, selecting “patron name” will generate a report of all outstanding holds your patrons have placed. You can then sort by “Date Placed” or “Hold Status” for example.

2.        Select the “Pickup Location”. This defaults to your home library.

The report can be sorted by the fields at the top of each column.

Entering Days Closed

The specific dates of many holidays change from year to year, so you need to change them

In the circulation module, go to Admin > Parameters > Circulation > Days Closed

To ADD a new entry: click on the row where your new entry would go and click Insert.

  1.  For your location, use the first 3 letters of your location (2 if you're one of those places) followed immediately by an asterisk.  [Examples: and*  as*] Don't put spaces, don't put multiple asterisks.
  2.  Enter dates with 2 digit months and days.  It's just easier to read and sort that way.  [Examples: 02/21  09/05]
  3.  Keep all of your entries together in alphabetical order AND in chronological order.

If you’re not sure, please submit a ticket to InfoNet and ask! It’s less work to learn than to correct.

To MOVE an entry in the wrong place: select the entry row to move, click the Move button, enter the number of the line you want to move it to.

To MODIFY an existing entry: select the entry row to change and click the Edit button.

To DELETE an entry that you don't need: select the entry row to delete and click the Delete button.

When you have finished, Close and save changes.  The table will take a really long time to update.  So long that you will think it has broken, but it hasn't.  If you need to do something circ related in the mean time, you can open up another session without doing any harm, just remember to close the extra session as soon as you can so we don't run out of our allocated logins.

*Please* remember to close out as soon as you are done, since only one person in the entire system can be in this table at once (including the ages long saving time).  If you get the error message that someone is already in the table, try again later. You will be able to see the table, but you will not be able to make any changes (the buttons will be greyed out).

Inter Library Loans

How to generate paging lists

        1.  In the Millennium Circulation Program click on the NOTICES icon

        2.  Click on Bib Paging List-under notice types

        3.  Click on Prepare icon

        4.  A Select form printer box will pop up

        5.  Local printer should be highlighted-click print

        6.  Printer box will pop up with name of local printer-click print

        7.  System will generate notice-click send notices, click OK

        8.  once printed-clear notices, close out of screen

When back to the original Notices screen select Inn-reach Paging Slips and repeat steps 3-8.  Repeat process again after selecting Item Paging Slips.

How to place an item in transit


Items paged within MINERVA (on Paging List or Item Paging Slips)

1.  Select “Check-in” from Millennium’s left sidebar menu

         2.  Fill or unlock DVD &/or CD cases; Verify correct number of discs in DVDs,               Audio CDs &/or Music CDs.  Note existing damage if significant on all items!

         3.  Scan item barcode

        4.  Pop-up screen appears-select the top choice “Fulfill Hold”

         5.  Pop-up screen states patron name and home library select set status to: In transit               to “name of requesting library”

        6. print transit slip-select YES


For Minerva paged items that are not found


If another library owns the item– change the status of your item to “missing” and DO NOT CANCEL THE HOLD! Millennium will select another copy to fulfill the hold.


If you are the only owning library – change the item status to missing & cancel the hold.      Select “YES” to “Print Cancellation Notice”.  (Notice will print at requesting patron’s library)


Items requested by Inn-Reach Libraries (MAINECAT)


1. Select “Inn-Reach” icon from Millennium’s left sidebar menu

          2. Select “Check out”


Fill or unlock DVD &/or CD cases; Verify correct number of discs in DVDs, Audio CDs &/or Music CDs. Note existing damage if significant on all items!


3. Scan item barcode

         4.  Pop up screen stating status of IR paged and where to send item

            5.  Select “OK”

        6. Click on up one level icon to return


For Inn-Reach paged items that are not found

1. Change the status of your copy to “missing” and cancel the INN-REACH request.

         2. Select appropriate reason for canceling the hold.


Packaging ILLs

MINERVA Libraries - use MINERVA bags; NON-MINERVA Libraries - use jiffy bags

(Those libraries not on the delivery list must be mailed via USPS.)  Affix mailing label on proper bag type. Mailing label for each library can be found at


Package CD’s, DVD’s, and VHS & any other AV material in bubble wrap or protective material.  Do not use tape on materials belonging to other libraries.  Do not use staples on packing materials.

Unpacking Items-conditions of material

When unpacking library materials and before checking in please note the following:

Condition of materials – notify owning library for items arriving in poor condition,  ex. water damaged, stained

If damage is minor & still usable by patron, enclose a note stating the problem to be returned with the item to inform owning library.  ex. loose binding, broken case

Verify the correct number and title of discs/tapes/pieces and any accompanying materials.

Scanning an item in the Search/Holds screen, opening the item record and double clicking on LPATRON will provide the last users information.

ILL contact information is available at


Scanning out of Transit

Items returning to home library

        1. Select “Check In” from Millennium’s left hand menu bar.

        2. Scan Barcode

        3. Message screen appears “Item status ‘IN TRANSIT and has been cleared”

        4.  Select OK                


     Run “Hold Pick-up Notices” from Millennium to notify patrons with emails.

 Renewing another library's item

Minerva items received for your patron through ILL have a pre-set renewal period.

Most items check out for an initial three-week loan period, and can be renewed for a single two-week period if there are no holds.  An attempt to renew the item further will be blocked by the system.


Do NOT override such a block.  Contact the owning library for permission to authorize an additional renewal.  Most libraries are flexible is the owning library’s decision.  Checking an item off and then back onto a patron’s account is NOT an acceptable practice.


System restriction on INNREACH


InnReach items usually have one renewal (2 weeks for the long loan or 1 week for the short loan).  These renewals are part of the loan rule and will be allowed automatically.  However, some items do not have a renewal, so it is not a blanket rule.  DO NOT override a blocked renewal or override to create an extra renewal.  This is not reflected in the owning library’s checkout, so it is only an illusion of renewal.  

If there is some reason why your patron needs to keep an item for longer than the allowed loan, you can try to contact the owning library and ask if they are willing to let you keep it for longer.  This is entirely from the kindness of their hearts.


For a complete list of ILL contacts:



Returning ILL item, scanning into transit, and transit slips

When an ILL item is returned by your patron, scan it in using Check-In mode, as you would any material.  

A message appears displaying options, select  “Set status to In Transit.  Check in”.   

The item has now been checked off your patron’s record and has a status of “In Transit,”  accurately reflecting that the item is on its way from one location to another.


The next message reads “ Item belongs at location XYZ        , Print transit slip?”        


Your answer will depend on your library’s practice.


Delivery Contacts:  Issues

General issues or questions can be addressed to Mary L  Brochu at  

Intra-Minerva Loan Rule Policy

Printed and audio materials circulate for 21 days and may be renewed one

time for an additional 14 days.  If additional time is needed after the

first renewal the borrowing library must contact the lending library for

permission to override the system.


Video materials circulate for 7 days and may be renewed for an additional 7 days.

The exception to this rule is if the owning library adds a note (an item

message or a note on the packaging) directing an extension of the original

loan period.   If additional time is needed after the first renewal the

borrowing library must contact the lending library for permission to

override the system.

 Music CD’s or Cassettes may circulate for a one or three week loan period.


The ability to renew is contingent upon the fact that no holds exist for the item.

Interlibrary Loan Questions or Problems

General questions should be posted the Circulation list serve:

When library specific questions or problems arise during the Minerva Inter-library loan process the ILL/Circulation contact is encouraged to contact their counterpart.  Contact information can be found at

If the situation persists the Director should contact his or her counterpart.

If these steps fail to bring a resolution the Minerva Executive Board should be contacted by the library director.  

Executive Board information can be found at: 

Settle Up Procedure

Billed ILL items

Patrons receive overdue (email only) notices at 5 and 10 days overdue; at 20 days overdue they are sent a bill.  A copy is sent to the patron's home library ILL/Circ contact  found here

This bill when received at the patron’s home library needs to be kept until the patron returns the item or the 45 days are up.  At 45 days overdue, the borrowing library is responsible for payment of the item.

The delinquent patron’s library may add a Predefined charge under the add fines tab on their patron’s account  "ILL PAID: Title/author, date paid 00/00/00, Initials".

This will enable the patron's library to manually track payments made on behalf of their patron after the item has been deleted or replaced by the owning library.

Your Patrons will see a double charge on their record until the owning library receives payment for their billed item and removes the replacement charge from your Patron’s record.

REMEMBER--The status of another library's item should not be changed without contacting the owning library first.  Do not “collect” the charge on an item that does not belong to you!

Inter-Minerva Collection Policy

Libraries within the Minerva Consortium are obligated to inform a Minerva patron's home library when an inter-library loaned item has reached the status of billed (20 days overdue). A copy of the patron's bill must be sent to the patron's home library at the same time as the patron bill is generated.  This advanced notice will allow the patron's home library to help facilitate the return of the billed item.  If the item is not returned after 45 days the owning library then bills the borrowing library directly.  The borrowing library is now responsible for payment of the item to the owning library.  Bills must be sent and payment must be made in a timely manner.  If the owning library does not bill within 1 year of the date on which the item attains billed status, no compensation is necessary.

How to Handle Pre-billed Payment

Encourage your patron to wait for the owning library to send a bill before paying. If the patron is convinced the item is lost:

Contact the owning library and ask them to remove the item from your patron's account.  This will not only allow the owning library to replace an item quickly, it will also preserve the integrity of the fines paid reports that some of us run daily.

 Long in transit procedure

45 days = Lost in transit

The library that placed the item in transit (last scanned) is responsible for payment of   replacement cost to owning library.  The owning library is responsible for billing the library that set their item into transit.  The owning library should check their shelves for the item BEFORE billing.

Steps for creating a long in transit list

  1. Click on the Create Lists Icon
  2. Select an empty slot (smallest available)
  3. Click on Search Records tab
  4. Enter appropriate information in the Review File Name box
  1. Choose Item in the Stored Record Type box
  2. Change drop down selection from Range to Index
  3. Change drop down selection from Title to Barcode
  4. Enter your item barcode range
  5. For parameters select ITEM (i) under Type, UPDATED (84) under Field, LESS THEN (<) under Condition and a date more the 45 days previous (roughly 7 weeks) under Value A.
  6. Click on Insert Line
  7. For parameters select ITEM (i) under Type, STATUS (88) under Field, EQUAL TO (=) under Condition and IN TRANSIT (t) under Value A.
  1. Click Search box at bottom of screen and Yes.

Open up your list when complete and check your shelves before billing!

Off-Line Circulation

(Windows machines only--contact for info about Mac or Linux)


You will need to INSTALL and SET UP on each machine on which you will want to use Offline Circ.

1. Enter in your browser to download the file.

2. Login and password as usual for III's csdirect website (ask InfoNet staff if necessary).

3. Save the file to your computer.

4. When prompted, "Server domain name/IP address" is

5. Find and Run (double-click like any program) the Millennium Offline Circulation program.

6.  Go the View menu and pick Preferences...

a. Next to the Statistics Group put the stat number in your range that ends in 1. Find your range on this site:  For example, Curtis would enter 101, because their range is 100-107.

b. Ignore the rest of the settings.

Now your offline circ is ready to use.  Make sure that the icon is easily findable for whoever is at the circ desk when it is needed.


When Minerva goes down for an extended period, open the Offline Circulation module and use it to check in and out.


Notice that the buttons are not labeled--you need to look in the upper left to know whether you are checking IN or checking OUT.


Ignore the renewal and patron buttons at the bottom left.  Patron updating is complicated--better to wait until Minerva is back up or take paper notes.


1. First! Make sure that it says "Check-Out"  in the upper left.

2. Make sure it is asking you for the patron barcode, not the item. If it's not, click on the New Patron button to start with a new patron. Scan patron barcode as usual. If you have to key the barcode, type the barcode and hit ENTER.

*** Important: Until you are ready to change patrons or change due dates, Do not click any buttons. You will lose the transactions. ***

3. Enter the due date for the item the patron is checking out, then hit ENTER (no button to click).  This due date will stay until you close the program or you click the New Due Date in order to change it to a new due date (i.e. changing from books to a.v.).  Just keep in mind that whatever you switch to stays until you switch it again.

4. Say y or n  if the item checks out hourly or not, then hit ENTER.


5. Scan item barcode. If you need to type in the barcode, hit the ENTER key at the end of the barcode


6. Make sure that you see and check the lines for checkouts that appear on the screen.  If you don't see them there, they will not go into the system when you upload!


7. Keep scanning item barcodes (and changing the due date if necessary).


8. When you are finished checking out, click the New Patron button so that you are ready to move on to the next patron.


1. First! Make sure it says "Check In" in the upper left corner of the screen. If not, change  it.

2. Scan item barcode. If you need to type in the barcode, hit the ENTER key at the end of the barcode.


3. Keep scanning barcodes until you're done.




Closing offline circ on your computer will NOT lose your entries.  You can shut down as usual, start back up, and offline circ will just continue recording transactions where you left off.  Basically, it's just adding a line entry into a text file for each transaction.  The file keeps growing until you specifically load it back into Millennium and clear the local file.  So, no worries about closing and opening.


You will need to follow these steps for EACH computer that you used offline circulation on during the outage.

A. Create Backup of offline file

1. go to c:\Millennium\Offline

2. find the file called circ.dat

3. right click on the file and copy

4. right click elsewhere in the screen and paste - you now have a file called "copy of circ.dat"

5. right click and rename the copy to "YYYYMMDDcirc.dat" (with today's date for YYYMMDD). Save this (right there is fine) in case we need to try reloading.


B. Upload your offline transactions

1. Open Millennium Offline Circulation program

2. Go to File > Upload Circulation and Patron File

3. Is the server ready?  YES

4. Clear file?  YES  (the advice for this used to be no. It has changed. It's safe--if your load doesn't work for some reason, we can use the backup--that's why we made it!)


C. Process your offline transactions

You will do this only once--after you have uploaded the files from all of your machines.

Open Millennium Circulation and go to Offline File Processing 


1. Uncheck the box that says Process Holds

2. Notice that your files are in the dropdown menu (they are formatted to show Month, Day, Hour, Minute, and some other numbers) using the MMDDHHMMXX to notice that they were uploaded at the times you did it.  You will also see other libraries' files if there was a widespread outage.  Click Process All Files.  Doing this WILL process all files there--even the ones that belong to other libraries.  Therefore, when you get there, you may find your file already processed by someone else, who uploaded and logged in faster than you in a widespread outage.  (You can check on this in step 3.)

2a. This may look like it's processing for EVER.  I mean it--for ever.  It may even freeze up.  That is fine--it is processing the files and will do what it needs to do.  Do not try to load again, and do not try to process all files again.  Just let it go.  Log into another session if you need to continue working.  If it's still there hours later, you can force it to quit using the program manager (ctrl + alt + del) and will not break it.

3. Sooner or later (depending on how many files and how big they are), your library name will show up in the "View Log Files" drop down.  This means that your offline transactions have been processed.  It knows to match the transactions with your library--and therefore count the transactions in the stats as well as give you a log with your name--because you put your stat group into all the offline modules. Pick your library from the list, and click View.

4. You will now see a report now that has many error messages, but most of them are not really errors--so you can ignore them.  (Even the ones that say that the time stamp was wrong and they were't checked in/out.) It's worth looking through your offline circ report for the following messages to catch some oddities.  Copy and paste these to another sheet so that you can follow up.

 -- No patron record found with tagfield 'b36662003246381':

In this case, you can see that an item was scanned (barcode starts 3) when a patron record should have been scanned (barcode starts 2).  Therefore, this item is out with an un-identified patron, but is not checked out, because there was no patron record scanned and associated.

 -- item status is UNAVAILABLE and has been cleared. Checking out anyway:

This item had an unavailable status was checked out because there was no way of knowing at the time.  Worth looking at the item and noticing why it was unavailable and whether you need to take any action to track the item down, etc.

 -- No item record found with tagfield 'b34609000540862':

This item barcode was not found. Play hunt the barcode to try to figure out what the item may be, because whatever it is, it got scanned in or out (you'll see in the second line of info) that the system doesn't know exists


5. Once you have retrieved the relevant messages from your log (or copied and pasted the whole thing into another doc to look through), click on Delete File at the bottom of the page.


Congratulations!  You are all done and ready to go whenever the next outage occurrs.

Cataloging Practices That Impact Circulation

Volume field

The volume field is used to help circulation staff and patrons in the selection of specific items, namely DVDs and multi part sets. Cataloging policy (approved by the Minerva Executive Board June, 2010)  requires the addition of volume fields for the following circumstances:

1.  Item is part of a series or set and is cataloged all on one bibliographic record.

2.  Item is part of a multi part unit, as in a DVD series.

3.  Item is missing a component or has some other characteristic that must be                      noted, such as a missing map; if a DVD set is not broken up, the phrase                              “Complete Set” will be noted in the volume field.


Status types that are non-requestable are:  q- unavailable (only Maine InfoNet staff can use this), $ - paid, z - claims returned, m - missing, l-lost, s- on search, n- billed, w- withdraw shelf, k - online, e-in tech service and o - library use only. Change for material type d?

Often these status codes are confusing to both staff and patrons. Items with statuses that aren’t apparent (i.e. Available, Local Use Only, etc.) should be assumed to be not readily accessible for circulation. If another copy is available, staff should help patrons locate that copy. Library staff are encouraged to contact the owning library if an item has a special status type.

Creation of On-The-Fly Records

Occasionally circulation staff must create a short bibliographic record to checkout a material. These records MUST BE completed or deleted when the item is returned to the owning library.  

For more information the cataloging committee does have procedures for withdrawing records, which can be found at