Record Sets

Creating a New Record Set

To create a new record set, click on New and then Record Sets

Select the type of Record Set you would like to create (we primarily use Patron and Item Record sets), then click OK.

Name the Record Set, change the owner of the record set to your location, then click save.  Get into the habit of naming your record set first with your location abbreviation and then add keywords such as “need labels.”

Please use the preferred naming convention when creating patron record sets for us to batch add graduation year and home room teacher name for you. (See below.) You might find these names good to use in your library, too.

School location code space Graduation year space Homeroom teacher’s last name

            LTWR 2029 Gonzalez

You can scan barcodes to add patrons to the record set or use the Find Tool to select patrons to add to the record set.

Click Save when you are finished adding patrons to the record set.

Item Record sets are created the exact same way, except you add items instead of patrons.

Finding Record Sets

Use the Find Tool to find your Record Sets:

Select your record set from the list and click “Open.”

Using Record Sets for Patrons

In addition to asking us to batch change the grad year/homeroom field for you, you’ll find uses for patron record sets at school.

For example, if you have a lot of classes coming in, open each classroom record set. Use the Hamburger Stack (3 lines in upper left hand corner) to view all open tabs. Open the one for the class in your library.  Double click on the patron you wish to open. Check their items out. Then just close the patron record to return to the Record Set. When the next class comes in, go back to the Hamburger Stack!

Using Record Sets for Items

You might create a record set of items that you want to have withdrawn from the collection.  Withdrawing one by one takes several steps, but we can withdraw a whole record set for you with just a few steps.  

You might have a stack of books in your book hospital that have damaged spine labels.  Put them in a record set and we can print them off for you lickety split.  With the record set, you’ll know quickly which spine label goes on which book.

You might weed your reference collection and decide to make many of them circulating instead of reference.  Scan them into a reference set and we can change the call number in Polaris and send you new labels.

With record sets, if you can dream it, we might be able to figure out how to do it!

Classroom Record Sets

If you want to be able to pull up record sets by class for checking out, or if you want to be able to sort overdues by class, or find out how much seniors owe, then it is important to use the record set naming convention mentioned above (School location code space Graduation year space Homeroom teacher’s last name, for example LTWR 2029 Gonzalez).  It’s also important to change the owner from your Polaris LEAP login to the name of your location. 

Email the Shared System when the record sets for your location are complete

We will pull up the record set and enter the information from your record set name in the graduation year/homeroom field in all patron records in the record set you created:

             For example, 2029 Gonzalez

You will then be able to search for patrons (not record sets) by graduation year using the Find Tool, Patron (specify grad year/homeroom field):

             2029*

You will be able to search by homeroom teacher name using the Find Tool, Patron (specify grad year/homeroom field):

             *Gonzalez

Remember:   You will also be able to search by record set name and leave the record set open in LEAP while you use it.  Use the Find Tool and specify Record Set:

             *LTWR 2029 Gonzalez

Creating Record Sets for the New Year Using Last Year’s Record Set Information

To create record sets for the New School Year, use the Find tool in Leap. 

Find may have a different default search for you.  If Patron isn’t the first word in the string illustrated below click on whatever word it is to select Patron.

Search for GradYr/Homeroom for the youngest grade you served last year.  Be sure to put a * after the year to include all teachers.

Next, filter your search (click on the funnel) to show results where your school is the Patron’s registered library and click Apply.

DO NOT click the magnifying glass to bring up the results of your search!

Instead, click the hamburger menu just to the right of the magnifying glass.  Choose Record Set Options.  Check the box to Send Results to a New Record Set.  Use the naming convention of school code and grad year as in the example below.  CHANGE the Owner to be your school, not your Polaris LEAP login name.  Click the Apply button

NOW click the magnifying glass to perform the search and create the record set:

Click Yes to open it now

From here, look at your class roster and check the names of students enrolled in your first teacher’s class.  Then select Add to New Record Set and name your record set using the naming convention of School Code GradYr TeacherLastName (for ex., LTCV 2031 Hernandez).

Once you’ve added them to their new Grad Yr/Homeroom record set, choose Remove Selected Records.  When you finish your class rosters, you may have a few names left in the set you created in the graduation year record set.  Check to see whether you missed them as you were creating the homeroom sets.  Otherwise, it’s likely they moved to a different school.   If you are in Lawrence Township, leave them as they are.  If you are in another school, click on their record, open the Registration form and expire their library card so they no longer show as active at your school.  Their new school or library branch will change the student’s Registered Library when they renew the library card.

If you have students new to your school or who didn’t get added to a record set at your school last year, use the Find Tool to look them up by name.  They will appear at the top of your list.  When you Close the patron record, you will be back at the grad year Record Set and can add them to the grad year/homeroom record set you are working on.

When your record sets are complete, let us know (sharedsystem@indypl.org) and we will go in record set by record set to change the Registered at Location, the stat class, and the grad yr/homeroom fields. Having all these data points correctly helps is keep good data about the Shared System and library use at our school.