All enrolled students will have a Patron role. The expiration date for this roll will reflect the student’s enrollment status. In other words, if the student is currently enrolled in classes their expiration date will also be current.
Other roles in Alma should reflect the work the student is doing in the library. As with staff, student roles should always be scoped as narrowly as possible, while still allowing the student to complete all necessary tasks.
Notifications of students needing to be added, updated or removed will come from either the student’s direct supervisor or the library’s student supervising coordinator. Currently, this information is conveyed via a request form (https://forms.office.com/r/UfNg2DQqhT) to the Head of Systems & Technical Services. Requests should be process be completed as quickly as possible to not delay work in departments.
Role requests for students working at CoBE Tech will be emailed directly to the Head of Systems & Technical Services and will be limited exclusively to the Circ Desk Operator, Limited for the CoBE library.
All student roles should be given an expiration date of the end of the semester in which is assigned, unless the supervisor requests a shorter interval. (DO NOT CHANGE the expiration of a student's PATRON role.)
In addition to Alma roles, students will also need to be given access to one, or more, of the library’s shared network drives. Which drive(s) the student needs access will be included in the request form. Share drive access is granted through ITS by submitting a T:Drive Add/Remove Access ticket. Requests for access to T:UA-ARC must be approved by the University Archivist and access to T:Library must be approved by the Head of Systems & Technical Services.
In addition to granting Alma and drive access, all requests must be recorded in the Student Authorizations List (Student Authorizations). Each student will have a single record in this list, regardless of how many semesters they work at the library. Most of the information recorded in the student’s “list” will be taken from the request form. The primary exception will be information related to network drive requests. New student lists will initially be assigned a Request Type of “New”. If the student continues to work at the library this field should be changed to “Extend” with subsequent update requests.
Access to both Alma and shared network drives must be removed when a student stops working at the library. Unless notified that a student has left during a semester, this is generally handled at the start or end of the semester. All Alma roles, except the Patron role, must be removed from Alma and requests submitted to ITS to remove any share drive access. The dates of these actions should be added to the student’s “list”. In addition, the Request Type field should be changed to “Remove”. Student list records are retained for one year (from the date of the last Alma update) and are then deleted.