DRAFT SOP for annual User Role audit

April

Submit list of student staff to LSIS who need to be extended past May 15th to the next academic year (summer/fall employment)

Update expiration dates on profiles for student employees out to May 15 of the following academic year
Remind managers of student employee staff that roles for current employees will expire May 15th of the current year; if they know employees are continuing to the summer or next academic year, they should submit the list as a SN ticket so we can extend them

Note when roles report is delivered and plan for when you will review list and resubmit to LSIS

After May 15th, run Analytics report for Alma users with expired roles, and remove roles from those users, except for the patron role
Determine which library staff need to review roles and should receive the review report.
Last week of May - run roles report for both production and premium sandbox. Combine the reports to ensure it includes staff who may just have permissions on the premium sandbox. Distribute the report to Library reviewers.

Identify staff on the review report that you are responsible for.
Review report following review guidelines and submit feedback by the end of third week of June as an Excel spreadsheet to the Alma support queue at https://support.lib.duke.edu

If the role is an administrator, even read-only, affirm that the role should continue for another year. If the role isn’t affirmed, LSIS will remove it during review
For all other roles, indicate if any should be removed or changed. If there is no comment, LSIS will assume the role should continue.

Indicate for each student
- Student has graduated OR not returning for employment in summer or fall - LSIS will remove roles
- Student is working this summer OR returning in August and needs Alma roles - LSIS will leave roles on account

Maintain spreadsheet of report with user names on Box. As tickets come in for review, indicate the ticket number on their row so we can track who has responded.
Review and process ticket changes as they come in. Make any indicated changes and document in ticket.
At the end of the second week of June, remind the report recipients that the report is due the next week.
During the last week of June, process the rest of the review tickets.

Prepare a list of staff who did not have their roles reviewed.
For student employees with expired roles, no further action is needed. Roles should be removed with the next regular cleanup.
For full-time staff, determine the appropriate Executive Group member or professional school library director who manages the staff member who needs review. Contact the EG member or library director with the list of staff who need review and request that they assist in completing the process.