Online Patron Registration

The following documentation applies to SWAN's legacy Online Patron Registration tool, which we will sunset with the launch of the Patron Point alternative. The following refers to that tool and is valid through Monday, August 25th.

What can patrons access?

• Patrons will have full access to your library’s digital resources including e-books and databases.

Sign up

• To participate send in a help ticket to help@swanlibraries.net
• Add the link in a prominent location on your library’s website
• SWAN includes the link on your catalog profile, along with a “Sign Up” button next to the login button

Process for patrons

Patrons will fill out a registration form as detailed in our documentation.

• In compliance with COPPA, patrons are required to certify that they are 13 years of age or older.
• If a patron is a duplicate based on several submission criteria, they may receive an error to indicate that they already exist in our system.
• Registrations are restricted to addresses within your library's service area zip codes.
  • zip codes outside of the chosen library's service area will not be permitted and will be directed to contact the library for further information.
• Patrons will receive an immediate confirmation.
  • Patrons will receive their temporary barcode and instructions on how to reset their PIN.
  • Patrons will receive an email containing their barcode and reiterating what they can do with the card.

Digital card limits:

• Newly registered cards are valid for 90-days (requiring library verification for further extension).
• Newly registered cards cannot place holds on physical materials or checkout physical materials without being upgraded to a full access card by library staff.

Process for library staff

Participating libraries will receive a daily report listing patrons that have signed up using the tool in the previous 24-hour period. If a library is missing from the report, no users were registered the previous day. A weekly report is also available upon request.

• Reports are delivered to the library’s generic SWAN alias (AAA@notices.swanlibraries.net)
• Libraries are responsible for verifying registration information by contacting the patron for proof of residence in accordance with local policy

Online Use Only Card:

• Do not update the barcode or create a new record
• Update privilege expiration date in the existing record to match normal library policy, (ex. 3 years, NEVER)
• Do not issue a physical card

Full Access Library Card:

• Modify existing record- duplicate accounts are not permitted unless they are a child with dual residency or a student with an academic card
• Update privilege expiration date in the existing record to match normal library policy, (ex. 3 years, NEVER)
• Fill in all fields required by local library practice
• Create a physical card- Do NOT mail card prior to contacting the patron 

Monitoring online registration:

• SWAN is monitoring signups for fraudulent registrations.
• Cards are created with an “ONLINE” user profile.
• After the verification process, the library can upgrade/issue a full-access card with an associated profile and extended expiration date.
• Based on Illinois State Library legal allowing "a flexible interpretation of the nonresident rules" during COVID-19 closures and restrictions:
  • Additional specific zip codes can be requested for inclusion in library authorized zip codes, submit a help ticket with this information.
  • Libraries are responsible for reviewing their vendor agreements in terms of legal access to content/resources for non-residents.
  • These additional zip codes must be removed when libraries return to regular service.
• Records are removed 90 days after expiration date.

Reporting issues

Report any issues to help@swanlibraries.net

• Relay/describe the issue as thoroughly as you’re able.
• If there is a digital resource that the patron is unable to access, please provide the full URL/access information for the resource, as well as how they attempted to access (e.g. from library’s website, your catalog).

Promoting online patron registration

If you would like to promote online patron registration, SWAN has provided web graphics for you to use and manipulate.