Using the Top Navigation, search for a given user using their First to Last name. Pictured below is the screen you will see if there is more than one individual with a given name. To choose a specific individual double click on their name.
Once you have chosen a given user, you should see their home User Info Page Below
From this page, you are able to see everything Aeon knows about a given individual. Most important to staff on the Reading Room desk is the Top Navigation Bar, History, and Requests.
Top Navigation Bar
The Top Navigation Bar is broken up into three sections: Manage, Requests, and Access. Actions that are bolded are the most important for your time on the Reading Room Desk.
Manage includes actions related to the user itself including:
Requests
Access
History
The history tab allows staff to see the user's history within Aeon and is divided into User History, Reading Room History, User Change History, and Email History.
User History and User Change History details any user updates regarding their account including when it was created, updated, and when the user was cleared.
Reading Room History details a user's history in the reading room including the date as well as time in and out and the table they sat at.
Email History details the emails the user received on the user levels. Aeon allows staff to email users at the user level regarding their account or adding them to an activity as well as at the item level regarding a specific request. This page shows only those emails sent at the user level. Request-specific emails can be accessed within a specific request.
Requests Tab
By default, active requests for a given user are listed under this tab. To see all requests for a given user, navigate to options and then click "active requests" this will allow you to see ALL requests a given user has placed.
From this view, staff can double click on a given request to see more information, as well as print call slips and route a given request to a different queue.
Regardless of if a user has visited the DDC Reading Room, please ask to see their photo ID every time they enter.
On the first time they visit the reading room, please log the type of ID you saw in the ID Type field circled above.
After logging the ID Type of the first-time user, navigate to the New User Clearance-Process tab and select Clear User. This will allow you to sign the user in and out of the reading room as discussed below.
To sign in a user, follow the previously described instructions for searching for specific Users upon viewing a user's photo ID.
Select Sign User In and input the specific table they have been instructed to occupy (table numbers are located on the pencil holders of tables). Each table has an L (left) and R (right) seat, the distinction of which seat is largely unimportant, but it is important to denote what table the individual is seated at.
If you do not see the Sign User In Option, and the user has previously been cleared, it is likely that the user's registration is out of date. To confirm this, consult the expiration date on the right side of the user's profile. As it is important that users agree to our terms and services every year on or after the date of the creation of their accounts, please ask them to sign in to their account on their phone or personal computer and agree to the terms of use. If they do not have their personal computer or phone with them, navigate to the Distinctive Collections Request System login page on the reading room iPad and ask them to sign in and agree to the terms.
The below image is what the Aeon home screen should look like if there are individuals signed into the reading room.
If the user is leaving the reading room for any reason, right-click on their name and select one of the following options:
Set to Away - This is to be used when users step out for a short about of time (15 minutes or so) and are planning to return.
Sign User Out - This is to be used when a user is leaving for the day. Please note that if a user still has an item signed out to them Aeon will not let them be signed out until the item is returned to on hold.
The below image is an example of how users marked as away will appear on the Aeon home screen.
Once a user marked as Away has returned, right-click on their name and select Clear Away Status is they are returning to their work. If they have decided they are done for the day select Sign User Out.
Users are asked to renew their accounts on a rolling basis
If you do not see the Sign User In Option, and the user has previously been cleared, it is likely that the user's registration is out of date. To confirm this, consult the expiration date on the right side of the user's profile. As it is important that users agree to our terms and services every year on or after the date of the creation of their accounts, please ask them to sign in to their account on their phone or personal computer and agree to the terms of use. If they do not have their personal computer or phone with them, navigate to the Distinctive Collections Request System login page on the reading room iPad and ask them to sign in and agree to the terms.