Frequently Asked BARD Questions

How do I add the First and Last Name for an Institutional BARD Account?

On the Patron record’s Contact tab, on the default email contact (“DefEM” contact preference), include the institutional user’s first and last name in the Note field. 

This can be entered as either “John Doe,” or as “Doe, John.” 

If there is any additional text in the field (such as a middle name, job title, etc):

• When there is a comma anywhere in the field, everything ahead of the comma is sent as the Last Name, and everything after the comma is the First Name. For example:
  “Smith Jones, Susan” would be First Name: Susan, Last Name: Smith Jones
  “Doe, John - Activity Director” would be First Name: John - Activity Director, Last Name: Doe
• When there is no comma, the final word is the Last Name, and everything else is the First Name. For example:
  “Kelly Sue Jones” would be First Name: Kelly Sue, Last Name: Jones
  “John ‘Activity Dir’ Doe” would be First Name: John ‘Activity Dir’ Last Name: Doe

What do I do about shared email addresses?

The patron’s email address must be unique in BARD; so a patron must have a unique email address for them to have a BARD account. 

If a married couple shares a joint email address, only one of them can have a BARD account. If multiple staff members at an institution need BARD accounts, they need to have unique emails (and separate KLAS records). 

Additionally, the email address needs to be unique not only among records that have BARD accounts, but across all PIMMS records in the system. If a married couple is sharing an email (and a BARD account), the email should only be on one of the patrons’ records. Alternatively, it can be included on the second record as an Alternate Contact instead of a standard Email Contact.

For other options, to share your own tips and tricks, or to discuss this topic, please see the Shared Email Addresses forum thread.

If a patron (or institution) has more than one email, how do I choose which one is for BARD?

KLAS can store as many emails as a patron gives you, but only the DefEM / Default Email Contact Preference will be sent to PIMMS and used for the patron’s BARD account. 

When setting up a patron for BARD, make sure that the BARD email is set as the DefEm contact preference. Use the Add Contact Preference (gold star) button in the toolbar, or select it from the Functions menu.

If a patron previously registered for BARD under a previous email and wants to switch, use Add Contact Preference to change the DefEm contact preference in KLAS, or simply update the email record to the new address. After making the update, confirm that the change is reflected in BARD. 

How (and why) do I upload the BARD Circulation Statistics?

The BARD Circulation Statistics need to be uploaded into KLAS so that KLAS has an accurate record of the patron’s HasHads and to update the patron’s Last Served Date based on their download activity, preventing you from suspending patrons that are actively using the service.

If no one at your library has been uploading the BARD Circs, it’s up to you how far back you want to go. We would recommend loading the past three months (and not bothering to fix errors if you decide to go back further). But most importantly: we very strongly recommend loading future BARD Circs going forward.

To minimize errors, the best time to load BARD Circs is after the next MARC load; so the June BARD Circulation Statistics should be loaded after the first July MARC records load. 

Getting the BARD Circ Statistics

For instructions on how to get the .csv files to load: see 2026 KLAS Users' MiniConference - NLS & User-Presented Sessions.
Remember: do not open the .csv file (at least until after it has been loaded into KLAS). Excel will reformat the file so it does not load correctly, even if you do not save any changes.

Loading the BARD Circ Statistics

Once you have the file:

1. In the Patron module, use the Tools menu to open Load BARD Circs.
2. Use the Browse button to select the statistics file to load.
3. Change the Run Option to Load via Batch Manager and enter your email address.
4. Set the desired start date and time; this can be right away, or it can be overnight.
5. Select Begin Load.

The job will be sent to the Batch Manager to run as scheduled, and you can either close the window or schedule the next file to be loaded. An error file will be emailed to you with any BARD Circs that couldn't be loaded; see below for tips on resolving these errors.

What do I do about BARD Circ load errors?

There are essentially two categories for BARD Circ load errors: Patron errors, or Title errors.

Patron Errors

The most common patron errors are “Could not find Patron,” errors like:

• Could not find Patron SMITHJ01.
• Could not find Patron .

To clear these Patron errors, you need to find the patron, and correct either the patron’s Barcode in KLAS to match BARD, or fix BARD to match the Barcode. 

If you fix the BARD side, send the original csv to us with the patron’s old and new BARD ID, and we’ll send back the corrected csv for you to load. 

If you’re having trouble finding the patron in KLAS based on the information in BARD, NLS is better positioned to help identify them.

The other patron errors that can occur are when the patron is not in Active status, or does not have a Medium Profile for the material they downloaded:

• ?^?^ipUpdPatMedium in the Stats PLIP cannot find the Pat Medium record for patron SMITHJ01 and medium B, and the Create CGM control file is set to no.^ipfindpatmediumobj ks/statsplipp.p:ipupdpatmedium ks/statsplipp.p^

To clear these Patron errors, you need to correct the patron’s Main Status to Active, add the appropriate Medium Profile, or set the Medium Profile’s status to Active. If the patron is no longer (and should not be) Active, you may choose to disregard these errors.

Title Errors 

The most common Title errors for monographs (books) look like:

• Could not find KLASID 135950.
• Could not find KLASID 00039.Could not find KLASID 00039.

These are usually just records that have not yet been added to your KLAS catalog. They may be new titles that will be in the next batch of New MARC records, or they may have been missed (in which case, other libraries are likely missing them, too). It may also be a title that was deleted from your catalog.

To clear these Title errors, send us the KLAS IDs (preferably with the full error file and original .csv). We’ll restore the record if it was deleted, or make sure the title(s) are included in the next MARC load: either the New MARC file or the BARD Reload file.

Title errors may also refer to the Serial title record, or the caption that tell KLAS what Issue Names to expect:

• Could not find Serial rollingstone.
• Could not compute the IssueName for Serial nlsnews.

For Serial errors, we generally need to either add the Serial record or add/adjust a Caption. 

To clear Serial Title errors, send your error file and the original .csv file of BARD Statistics to us at

We will either fix your records, or make sure the record is added.