Users

See also: For information about billing a user and paying fines and fees, please see the Billing page.

See also: For information about communicating with another library to delete duplicate users, please see the Duplicate User Deletion page.

Policies

User Accounts Policy

RSA’s policy is one card per person unless an exception is allowed for in policy. This policy outlines the exceptions to that rule and also includes guidelines for the following:

User Profiles
User Registration
Adding notes to user accounts
Removal of duplicate cards

This policy refers to a section of the Illinois Administrative Code, which is available here.

This policy replaces the Patron Registration Policy last updated on June 4, 2024, the Patron Cards Policy last updated on August 1st, 2024, and the Patron Notes Policy last updated January 9th, 2025. Last updated: November 6, 2025

Download the User Accounts policy

Retention Schedule for Expired Patron Cards

This policy discusses retention schedules for unencumbered expired patron cards, expired patron cards with less than $25.00 in fines, and expired patron cards with $25.00 or more in fines. The retention schedule for expired patron cards was approved by the RSA Users Group on August 9, 2023.

Download the Retention Schedule for Expired Patron Cards policy

Purge Patron Form

Fill out the Purge Patron Form here

Standards

User Profiles Standard

The User Profiles in this document are RSA’s standard and recommended User Profiles with an explanation of what they do. Libraries may request specific user profiles for their own library. A library’s circulation and hold rules can be adjusted to customize or limit these profiles.

Download the User Profiles Standard

User Registration for Public, Academic, and Special Libraries

These standards are followed for cards entered that belong to individuals. This does not include standards for library-use cards or other institutional cards. Included are standards for entering Name, User Cat, Demographics, and Addresses.

Download the User Registration for Public, Academic, and Special Libraries Standard

The above standard does not apply to School Libraries. School libraries should instead use the User Registration for School Libraries Standard.

Procedures

Duplicate User Deletion Form and Procedure

When a library registers a user for a library card, they should be avoiding duplicates by checking all other libraries to see if that user has a card anywhere else. If there’s a duplicate user in the system, a library should contact the library where that user has an existing account for their help with deletion.

Visit the Duplicate User Deletion page for more info

Cheat Sheets and Guides

Basic WorkFlows Patron Registration Workshop Guide

This workshop covers basic skills for patron/user registration in WorkFlows. RSA offers an hour-long workshop taught from this guide most months of the year. If you are unable to attend one of the workshop events (find and register on L2), this guide is a self-paced option to learn RSA user registration.

Download the Basic WorkFlows Patron Registration Workshop guide

Video: Basic Patron Registration

Recording of the workshop that includes instructions of the steps RSA libraries should take when creating a user in WorkFlows. Includes an overview of WorkFlows terms and the Patron Account screen in RSAcat. Recorded March 2024.
View Patron Registration training Video – 46:10 minutes

User Registration for Public Libraries

Instructions on how public libraries should register patrons in WorkFlows. Also includes information on how to search for a user with the User Search helper, change Patron PINs, add Patron Photos in WorkFlows and register Bloomington PL users. October 2025.

Download the User Registration for Public Libraries guide
View User Registration for Public Libraries Video – 11:03 minutes

Using the Modify User Wizard

Instructions on how to Modify User including changing expiration date, resetting a PIN, creating or removing a note, replacing a library card, updating contact information, changing user status, and changing other profile and demographic information. Also includes info on removing a claims returned notification, and details on the Preferred Name bug. October 2025.

Download the Using the Modify User Wizard guide

Children of Multiple Households

Children who live in multiple households with different legal guardians are eligible to have a library card for each household, even if both legal guardians live in the same library service area. November 2025.

Download the Children of Multiple Households cheat sheet

Cards for Kids

A quick overview of the Cards for Kids program, with information about the User Profiles that RSA has set up for this program. July 2025.

Download the Cards for Kids cheat sheet

Non-Resident Library Services for Veterans

A quick overview of the Cards for Vets program, with information about the User Profiles that RSA has set up for this program. July 2025.

Download the Non-Resident Library Services for Veterans cheat sheet

Clone/Copy User Helper

Instructions on creating a new user by copying existing user information at the end of registering a new user. Useful when registering a family. October 2025.

Download the Clone/Copy User helper cheat sheet
View Clone/Copy User Helper Video – 2:01 minutes

Display User Wizard

Information about the Display User Wizard. September 2024.

Download the Display User Wizard cheat sheet
View the Workflows Display User Wizard Video – 2:40 minutes

Finding the Previous User of an Item

If staff need to see who the immediate last person was to have checked out an item, this information can be found using the Check Item Status Wizard. May 2024.

Download the Finding the Previous User of an Item cheat sheet

Patron Checkout History

Patrons can turn on checkout history and choose to display their circ history in the RSAcat Discovery catalog. RSA encourages its members to only ever have patrons turn on checkout history themselves in RSACat even though the option to turn on checkout history is available in WorkFlows.

Download the Patron Checkout History guide

Patron Notes Guide

Library staff have the ability to place a note on a patron’s account that will be seen when they use their card at any RSA library. Please remember to be circumspect in your note. The patron may ask to see it.

Download the Patron Notes guide

User Registration for Academic Libraries

Instructions on how academic libraries should register patrons in WorkFlows. November 2025.

Download the User Registration for Academic Libraries guide

User Statuses Guide

To see if a patron’s account is in good standing, you will need to check their status. There are two commonly seen statuses and three frequently used specialty statuses.

Download the User Statuses guide

Removing a Claims Returned Notification

Claims Returned is an old practice that is no longer used for items that have been removed from a patron account but not physically returned. A user cannot be deleted until this alert has been removed.