Most libraries hire student staff to work in circulation and fulfillment roles. 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 do not use generic accounts.
Most student stuff 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
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
DRAFT PROCESS - NOT OFFICIAL
Contact a permissions manager, or LSIS if a permissions manager is not available.
Provide the student’s Duke unique ID and netid, start date and end date.
Role profiles will be assigned by that manager with an expiration date at the end of the spring semester.
When a student employee leaves
DRAFT PROCESS - NOT OFFICIAL
Contact a permissions manager, or LSIS if a permissions manager is not available.
Provide the student’s Duke unique ID and netid and last date of employment.
Contact list for managing student circulation staff access to Alma
Law
Law users should contact Sean Chen.
If Sean is not available, submit a ticket to submit a ticket to Library Systems and Integration Support (submit a ticket at https://support.lib.duke.edu )
Ford
Ford users should contact Shidan Hemmat (pending training).
If Shidan is not available, submit a ticket to Library Systems and Integration Support (submit a ticket at https://support.lib.duke.edu )
All others
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 )
Guidance for User Administrators
Which role profiles to use
Assign the role profile that corresponds to the library where the student employee works.
Circulation and Fulfillment Student Employee - Law
Circulation and Fulfillment Student Employee - Divinity
Circulation and Fulfillment Student Employee - Ford
Circulation and Fulfillment Student Employee - Marine
Circulation and Fulfillment Student Employee - MCL
Circulation and Fulfillment Student Employee - Music
Circulation and Fulfillment Student Employee - Perkins
Circulation and Fulfillment Student Employee - Bishop’s House
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 staff
Requests should come from a student staff member’s manager or department head and be submitted via email or ticketing system. (E.g., requests over Microsoft Teams or made in-person are not sufficient.)
Circulation student staff should not be granted administrator privileges or the ability to delete Alma records. In addition, Circulation student staff should not be granted User Manager.
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 the appropriate library or libraries.
The role should have the same expiration date as other roles on the student staff member’s account.
To meet specific business needs, Circ 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.
Removing Student Employee Roles
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.