Some CUNY Libraries may choose to use a barcode for finding a patron's account at a service desk or for use with self-check machines. Alternatively, users may be looked up by their EMPLIDs, which are unique identifiers. (Unlike a barcode, which can be changed when a patron loses their physical ID card, EMPLIDs are immutable.)
Loading Barcodes into CUNYfirst
If you would like your patrons' barcodes to be loaded into CUNYfirst, please work with your IT department to compile barcode information in the following comma-delimited format:
EMPLID,FirstName,LastName,Barcode
Please:
- Include a header row
- List only one user per line
- Only include spaces (" "), apostrophes ("'"), and dashes ("-") in the name fields, if necessary (e.g., de la Cruz, O'Mally, Dubois-Mwake, etc.)
- Ensure that the barcode is in text format, not scientific notation or other format
- DO NOT include commas in the values (commas separate values)
- DO NOT wrap values in quotation marks
- DO NOT save the file in Excel format
The filename must be INSTCODE_MMDDYY.txt (e.g., SPH01_071020.txt), where INSTCODE is your 5-character CUNYfirst institution code. The length of the full filename, including the file extension, must be 16 characters exactly. This file should be loaded to Tumbleweed in the "Library_PLIF" directory before 8:00 PM. (The CUNY CIS ingest process runs daily.)
Your campus IT will need to request access to the Tumbleweed server and the "Library_PLIF" directory. They will need to open a work order with your local help desk and arrange these server permissions with CIS.
We recommend that your library request that the loading be scheduled for regular intervals, at least once per month. (It is possible for it to be semi or fully automated.)
Editing Barcodes in CUNYfirst
Because patron information flows from CUNYfirst to Alma, all information about a user MUST be updated in CUNYfirst. Anything you add or update in Alma will be overwritten by data from CUNYfirst. (If you add a phone number where there is none, for example, it will be wiped out at the next patron load because the phone number field in CUNYfirst contains a null value.)
Certain things patrons can change on their own in CUNYfirst: name, email address, phone number, and mailing address. (See the CUNY CIS Training website for instructions.) Other things, only someone in the library or the registrar can update in CUNYfirst.
Library managers can request access to update the barcode field in CUNYfirst by visiting the CUNY CIS website for CUNYfirst Security and filling out the "Campus Solutions" > Campus Solutions Access Request Form. The "CU_CSCC_Extern_ID_Maintainer" student records role and the BAR - Library Code external system ID on the "Data Permissions (SACR) Security" page must be selected. (Please use the same form to revoke these privileges when the staff members' employment with your library is terminated.)
To learn how to edit patron barcodes in CUNYfirst, please see the attached documentation.
