Home → Student Access Initiative → Student Access → Student Access Overview and Instructions
These instructions are provided for participants in the NC Cardinal Student Access initiative. There are four (4) parts to this instructional document:
Accounts for students and teachers will be added to the patron database for participating libraries automatically. These new Student Access (School) accounts utilize the school identification number as the patron barcode, are assigned to the School permission group, and do not replace existing library patron cards for students or teachers. Student Access/School accounts should never be merged with another patron account.
If a Student Access patron requests a standard library card so that they may have access to materials they cannot circulate with their Student Access account (as noted below), staff should create a new, separate library account using their standard barcode range and assign it to the appropriate patron permission group (usually Juvenile/Teen for students or Adult for teachers), as they normally would for any other patron. In short, when a library system is participating in the Student Access program, students and teachers within the system may now have two patron records, a standard (Juvenile/Teen/Adult) library account and the new Student Access account assigned to the permission group of School.
Public, charter, and private schools are all welcome to join the program. Ideally, the students and staff of private and charter schools will have DPI issued IDs, to ensure that there is no duplication within Cardinal. If the school does not have DPI issued IDs, please discuss with a Cardinal team member to come to an agreement on how to modify the IDs (e.g. with a prefix or suffix) to ensure lack of duplication.
School accounts have restrictions within NC Cardinal:
Templates and sample documents were created for libraries to review and customize for their use and are located here:
Lost/Damaged Items
August-September 20 |
Libraries work with schools, creating files of student and teacher IDs as well as all necessary paperwork. |
September 20— 29 |
Scrutiny of all student/teacher files. All relevant hold and circulation policies created/entered into Evergreen TEST environment. Data ingestion begins. |
October 1 |
Student Access accounts Go Live! |
Each participating library must obtain a file of student and teacher records from their participating School System. The file is due to NC Cardinal Staff mid-September (fluid deadline date). NC Cardinal Staff will supplement the files with additional information and ingest the data files ourselves. The file must be in comma-delimited format and have the following fields, in the designated order:
File Mapping:
Please note that the student file template does not include the Evergreen field or Notes columns.
Other File Information
Additional fields will be added to each school file by NC Cardinal Staff:
We want to be sure to protect the privacy of the data that you are providing. There are a few different ways that you can supply us with the student/teacher file.
If you’d like to submit a password protected Excel file, the instructions for doing so can be found here: https://support.office.com/en-us/article/Password-protect-documents-workbooks-and-presentations-ef163677-3195-40ba-885a-d50fa2bb6b68#bm4. You could then call Benjamin Murphy at 919-814-6797 to provide the password for the file.
Alternatively, you could put the data into a private Google Sheet and then share the sheet only with nccardinalprojectmngr@gmail.com.
If you have other suggestions for ways you’d like to transmit the data, please let us know.
After files have been scrutinized, files will convert to .csv format and then be ingested into NC Cardinal's Evergreen Patron database.