Most libraries hire student staff to work in circulation and fulfillment rolespositions.
When those staff members are hired, they need to be granted a role profile in Alma so they can log in with their netid and password. We no longer use generic accounts for staff access.
Most student stuff staff receive one profile that contains:
Circulation Operator Limited for the library they work at;
Request Operator for the library they work at;
Printout Queue Operator so they can see their printouts and reprint jobs as needed.
In addition, if a library uses Alma Course Reserves, the student employee also receives
Course Reserves Viewer
Some students may receive additional permissions for special projects or unique roles.
When a new student is hired
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Contact a permissions manager, or LSIS if a permissions manager is not available.
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Provide the student’s Duke unique ID and netid, start date and end date.
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See Requesting Alma access and roles for new and continuing library staff
When a student employee leaves
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User Administrators: Contact List
Andrea Loigman
Annette Tillery
If neither Andrea nor Annette are available, submit a ticket to Library Systems and Integration Support (submit a ticket at https://support.lib.duke.edu)
Law users
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See Requesting Alma access and roles for new and continuing library staff
Guidance for User Administrators
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If a student works at multiple libraries, apply the profile for each library separately. Alma will drop any unnecessary duplication of roles.
Granting additional privileges to student
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staff
Requests should come from a student employee’s staff member’s manager or department head and be submitted via email or ticketing systemServiceNow. (E.g., requests over Microsoft Teams or made in-person are not sufficient.)As business needs arise, Circ students may be granted
Circulation student staff should not be granted administrator privileges or the ability to delete Alma records.
Circulation student staff should not be granted User Manager.
Work order operator may be granted to students working on specific projects or workflows, with an expiration date no later than the other roles on their account.
To meet specific business needs, you can grant student staff the ability to edit physical item records, but not delete them.
The role to grant is Physical Item Operator Limited, scoped to only the appropriate needed library or libraries.
The role should have the same an expiration date as no later than the other roles on the student staff member’s account.
As To meet specific business needs arise, Circ students student staff may be granted the ability to edit or manage course reserves.
The role to grant is Course Reserves Operator, scoped to the appropriate library or libraries.
You may also need to grant Leganto Course Operator depending on the student’s job.
The role should have an expiration date no later than the other roles on the student staff member’s account.
If the manager is requesting additional roles beyond those listed above, the request should be flagged for discussion with the appropriate subject matter experts.
Removing Student Employee Roles
Regardless of whether the student’s Alma account is expired, or the roles are expired, we still remove the roles on the account.
Open the student employee’s full patron record.
Delete all roles except for the Patron role and Instructor role (if present.)
Save the student’s patron record.