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PHYSICS LIBRARY
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Bad Address

Library overdue, recall, availability, and bill notices are sent by e-mail. Faculty and staff may choose paper delivery of notices instead; forms for exercising this option are available at all library loan desks and at the Privileges Desk in Green Library. By special exception, students may request receipt of their library notices in paper; such requests should be made to the Privileges Office. Affiliated borrowers must indicate a mail preference at the time of card issuance.

Policy

It is the responsibility of the user to keep the library informed of any changes affecting the delivery of library notices. A user whose address results in returned mail (whether paper or e-mail) will have his/her user record barred from further circulation transactions until such time as a current address has been provided. Stanford students must record their address changes in Axess; faculty and staff must record address changes in Stanford.You. Affiliated borrowers must complete and submit a Change of Address Form (pdf file), available either online or at all loan desks.

Procedure

If you receive returned mail, in either paper or e-mail format:

1. Go into <Modify User>. Enter either the patron name, User ID, or Alt ID. If the reason for the bounced mail is a truncated address, go to Step 4 below; otherwise proceed to Step 2.

2. Click on the "Privileges" tab. Tab down to the "status" field and select status "barred" (or type it in). Enter the override code.

3. Click on the "Extended Info" tab. Select the field labeled "bad-address."

Insert the following string of information:
date, problem, initials, library

For example:

EXTENDED INFORMATION:

PRIV-STAFF
CIRC-STAFF
=> BAD-ADDRESS 7/15/04 typo in leland rjw/phy

NOTE

The problem statement should contain sufficient information so that any library can inform the user of the delivery problem. The "bad-address" field can accommodate all kinds of information, so you should feel free to add additional information which may be useful, such as "wrong apt. number" or "leland misspelled," etc. Indicate whether the problem is for e-mail or paper mail or both.

The user is now barred. When the user appears at a loan desk, the operator will be alerted via a "user barred" message. Go to the "Extended Info" tab in the <Modify User> screen to see why the user is barred.

Assuming it is for bad address reasons:

a. explain to the user why he is barred;

b. explain to the user how to correct the problem (refer user to Axess or Stanford.you or Stanford Card Office or Privileges); and

c. un-bar user by editing user record back to status "ok," and/or send user to a full service library if this happens during off hours.

New procedure: leave note in the note field; bad address information will no longer display in user related records. If the user's mail continues to bounce, continue to add notes to this field and continue to bar the user.

4. For bounced mail created by an address in Diebold, do the following:

a. Issue the <Modify User> command; input either the user's name, User ID, or Alt ID;

b. Click on the "Addresses" tab, and change the "primary" radio button from Address 1 to Address 3;

c. Scroll down to Address 3, and input the non-truncated address information, whether for paper or e-mail, filling in the appropriate fields; and

d. Hit "OK." The information is now saved and mail will be forwarded to the address you've input in Address 3.

DO NOT use this procedure for any address fix other than those problems caused by Diebold.

In addition, for those readers who have indicated a mail preference, a note will be placed in the "Extended Information" section of their record indicating their preference. To check for an address preference, staff may go to the <Modify User> screen of the reader in question. If the primary address selected is not 1, but 2 or 3, and that field does not include an e-mail address, then by default the assumption is that Privileges has received a request from the user asking that their notices be sent on paper.

Remember: changes to addresses must be entered in one of four places depending on user category and which office issued the card.

  • For most faculty & staff, changes must be made in Stanford.you.
  • For most students (undergrads, grads, & docs), changes must be made in Axess.
  • For affiliated borrowers whose cards were issued by the Stanford Card Office, changes must be made at the ID card office; form available at loan desks.
  • For affiliated borrowers whose cards were issued by the Privileges office, changes must be made at Privileges (they will accept e-mail or phone requests); form available at loan desks.


Last modified: January 16, 2007

   
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