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Minutes

Review of how consortia manage student accounts for their local K-12 elementary school. 

LP #1965322 - Feature Request: Batch load to User Buckets
LP #1786524 - support script to import patron records
added this to 3.14 roadmap
LP #1849352 - when batch deleting users, there is no warning if user has open transactions
Possibility to create launchpad ticket for wishlist that utilizes pending patrons/self registration to batch create patron accounts


SPARK/PaILS (PA consortium): 
Allow libraries to submit spreadsheets for bulk loading of cards
arrangements/privacy concerns managed by the libraries and 
Data insertion handled by hosting provider
Need to move from email submission to sftp service 

NOBLE (MA)
6 academic and 1 k-12 members
Send files at frequency of their choice (csv or xls) via sftp and let NOBLE know they have submitted a new file
Create a staging table and update existing entries or create new ones - match by student ID - add location code to end of ID to ensure it is unique

PINES
Opt out is handled by schools
SFTP site for each school district
school must export the data in a set format
Our script checks all SFTP spaces nightly for new files, but most schools just upload changes weekly
Our script writes to an Evergreen table when file uploads are processed and we can view that through a custom Admin page for convenience
MOU must be signed between school district and their local library system
We use a permission group for these students that has slightly different rules
More info at: https://pines.georgialibraries.org/dokuwiki/doku.php?id=circ:accounts:studentcards
This is our most recent PLAY Card update to the PINES Directors: https://pines.georgialibraries.org/sites/default/files/PLAY%20Updates_EC%20May%202024.pdf



Bibliomation, Inc.
School libraries can submit their student information including:
Name info
Grade
Graduation year
Homeroom
User id (if exists)
User home library
Update the grades to the following year
A bunch of stuff in the staging tables
Include in the staging tables students in ‘new’ statuses or ‘update’ statuses (new to the school or continuing on in a different grade)
Address is the school address
Schools email us their student information.  Would like this to change with SFTP or something similar.

SKAGIT LIBRARIES
Get list from school district - district handles opt outs
Use a dropbox folder
Format the student records into an CSV file and send to Equinox
Student cards have limited checkouts
Accounts expire on the student’s 20th birthday
Physical cards are only given on request by the students in person at the library
We use the Student ID with an addition of the school name initials

LARL
Copied from PINES.
Opt-in model, part of school student registration.
Daily import, fully automated.
Git repo: https://gitlab.com/LARL/larl-student-cards-Eg-Import
Currently just one school district, Grades 6-12.
Working with 3 more for next phase.
No checks for dups, student can have a "real card" and a student card.

General discussion
Getting school districts on board
Persistence is required! Even if the superintendent is on board, getting the actual work done can be difficult to organize
Stakeholders need to be engaged/have buy-in
Data integrity coming in from schools - may require some cleanup
Privacy (both conceptual and law/FERPA) concerns
Use of the student ID as an id number varies - that can be something that schools don’t want to share 	

Link to examples of notice code: https://docs.google.com/document/d/1ombp4qlFxhWhFyIObd_5Bv26W0W_PubkYvN4536GlVM/edit?usp=sharing