Accounts for Circulation and Fulfillment Student Staff

Most libraries hire student staff to work in circulation and fulfillment positions.

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 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

See Requesting Alma access and roles for new and continuing library staff

When a student employee leaves

See Requesting Alma access and roles for new and continuing library staff

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 ServiceNow. (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.

• 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 needed library or libraries.

  • The role should have an expiration date no later than the 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.

  • 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.

1. Open the student employee’s full patron record.

2. Delete all roles except for the Patron role and Instructor role (if present.)

3. Save the student’s patron record.