Alexandria University

Alexandria University is a free video training program that will educate you on how to use the basic functions of Alexandria Library Automation Software. Use this program to supplement your training during on-boarding or to freshen your knowledge at the beginning of each school year. 

Alexandria University Videos

Love keyboard shortcuts? Alexandria has some handy ones. Here's a link.

Common Reports in Alex

Circulation Reports

• • Listings Detailed with Cost - tells patron, title, cost and due date (add selection specific for you).

  • Loaned Items>Add Selection>Grade>Example in Starting with box insert K for Kindergarten and in ending with box insert 5 for fifth.

Copies Report

• • Inventoried Items> Starting with F Aaa and Ending F Zzz.

  • Barcode Laser Labels - 3x10.

  • Spine Labels Centered Large.

  • Weeding List.

Patrons

• • Patrons Monthly Usage Report (high school).

How to purge old patron records at the beginning of the year?

Remove Patrons (Recommend doing this at school after the school year has started) 

1. Set all patrons to inactive status (do this in the afternoon or evening).

1. Click on the ‘Tools’ menu on the main checkout/checkin homescreen.

2. Select the ‘Utilities’ option.

3. The ‘Utilities’ window will open.  YOU NEED TO RUN AN ARCHIVE BEFORE PROCEEDING  Choose ‘Database’ under ‘All Utilities’ and then select ‘Database Archive’.  Click on the ‘Run’ button to activate the archival operation.

4. ONCE YOUR ARCHIVE IS FINISHED, click back to the main ‘Utilities’ window and choose ‘General’ from under the ‘Patrons’ section.  Click on ‘Change Patron Status’.

5. Your settings under the ‘Selections’ tab should appear similar to those pictured above, especially the first 2 selections – all other selections will be specific to how your particular school library is organized in Alexandria.  For example, my student policy appears as ‘Standard Patron’ – separate from my faculty and staff policies as ‘Teacher’ and ‘Staff’.

6. Click on the ‘Options’ tab and change ‘Active’ to ‘Inactive’ from the drop-down menu.

7. Click on the ‘Run’ button to initiate the operation.

2. Go home. The nightly automatic student patron will run overnight and set all students which are actually enrolled to active.

3. Delete any patrons which are still inactive.

1. In the ‘Utilities’ window, change the selected utility to ‘Remove Patrons’ as pictured below (Fig. 1):

2. Again, your settings under the ‘Selections’ tab will differ slightly depending on your library’s organization; however, the first 2 selections should appear as pictured below (Fig. 2):

3. If you want to remove inactive patrons who still have items checked out and/or outstanding balances/credits, then you will need to check the box under the ‘Options’ tab.  I personally choose to keep these patron accounts within my system until the outstanding items and/or fines have either been returned or cleared through our bookkeeping department.

4. Click on the ‘Run’ button to initiate the operation.

More questions? Email eric.salyer@cmcss.net for instructions.

How to import patron pictures

More questions? Email chad.wilkerson@cmcss.net for information or concerns.