Managing Alma User Roles involves:
The management of Alma user roles can be done two different ways depending upon the institution. While many libraries rely on FLVC staff to maintain their staff user roles, several others have trained library staff that do this work for their institution. Those that do their own user roles should have local protocols and procedures to follow. Staff should check with their ILS Coordinator on whether their library's user roles are maintained by FLVC or locally by a staff member. A list of ILS Coordinators can be found here.
For libraries that rely on FLVC to manage staff user accounts, please use the following two forms:
Send the completed form to the FLVC Help Desk at help@flvc.org. To assist you in filling out the form, please refer to the Alma Role and Profiles Document which explains what's included in each role.
If you have any questions, please contact the FLVC Help Desk.
Alma User Management refers to the creating, modifying, and deleting all user accounts in Alma. This includes basic accounts for students, faculty, and staff that allow them to check out materials, place holds, access e-resources, etc.
Alma user accounts can also be assigned roles or privileges which allow them to access and use various functions within Alma. Typically, these roles are specific to the duties of each library staff member.
FLVC's agreement with Ex Libris for the use of Alma as an integrated library system for all 40 state universities and colleges is based on certain limits or thresholds. One of these limits is the number of users that have Alma user roles. In order to ensure that we do not exceed our allotment of Alma users system-wide, FLVC will be suspending user roles for any account that has never been used to log into Alma or that has been inactive for over 90 days. During summer, May through Aug, when some staff workers may be on extended leave, the time period to suspend user roles will be 120 days. A process will be run several times during the year to identify and suspend these accounts. Staff who have been affected by this can contact the FLVC Help Desk (help@flvc.org) if they need their accounts restored.
With the implementation of Alma, FLVC no longer supports generic user accounts. Alma user accounts are essentially the same as patron records but with various Alma roles attached. All library staff, including student workers, are required to have a unique account in the system.