Home → Administration Manual for Libraries → Managing Evergreen Staff Login Access Accounts → Staff Permission Groups
Last Updated 01/29/2024
Patrons can be assigned to one of several patron profile groups which can impact circulation durations, renewals, holds, and fee assessments. Staff users are also assigned profile groups, often called permission levels or groups, which impact the functions within the staff client they may access and use. Permissions are consistently assigned to permission groups across the consortium and we do not deviate from that structure by assigning individual permissions to individual accounts.
System Admins (SLAMs) are able to create/edit accounts and apply Volunteer, Circulator, Circ Lead, and Branch Admin permission groups. A help ticket is required when System Admin permission groups need to be applied to a staff login access account or for any edits to existing accounts with Item Cat, Bib Cat, or System Admin permission groups. Item and Bibliographic Cataloging permissions are assigned by the NC Cardinal team only after the staff member has successfully passed the appropriate assessment.
If a System Admin is creating an account for a new staff member who needs the Item Cat, Bib Cat, or System Admin permission group assigned, the System Admin can assign the account to the Circulator permission group (or Circ Lead/Branch Admin, if higher permissions are needed) and then put in a help ticket request. Temporary cataloging permission group assignments are made according to the NC Cardinal Cataloging Policy. For more information about cataloging permissions please see the Cataloging Permissions Requirements page.
The current staff permission structure was finalized in August 2019 according to this list of permission groups and assignments. Benjamin Murphy and April Durrence did a combined presentation on the patron permissions project and staff permissions project respectively for the 2020 Evergreen International (Virtual) Conference: https://youtu.be/JbFgw68QpUo
The base permission group for staff accounts is Circulator. Circulators have the following permissions:
All permission groups following that maintain at least the same permissions as a Circulator account. From there, permission groups branch into two paths: Administration and Cataloging.
Each level within the Administration Branch of the staff permission groups retains all the priveleges of the group below it, with the addition of some new permissions. These levels, from lowest to highest, are:
Catalogers must pass an assessment for each level of cataloging in order to be granted those permissions. Each level within the Cataloging Branch of the staff permission groups retains all the privileges of the group below it, with the addition of some new permissions. These levels, from lowest to highest, are:
Libraries may use generic login access accounts assigned to Circulator, Circ Lead, Reports, or Volunteer permission groups for much of the work performed on a daily basis. These accounts may already have been created by NC Cardinal State Library staff and provided at migration.
According to the Staff Login Accounts and Permission Policies, cataloging and administration permission groups require an individual login access account with the staff user's name listed as delineated in Creating a New Login Access Account. Staff should only have one individual login access account which can be assigned a secondary permission group, if needed.
Individually assigned login access accounts should never be shared between staff members or reassigned from one staff member to a different staff member, as each staff member is individually responsible for the appropriate usage of their individually assigned login access account. Sharing these accounts between staff members or using them for more than one staff member muddies the record of accountability. A brand new account must be created for each new (or reassigned) staff member when they are assigned to a job position that requires an individually assigned login access account (cataloging or administration permission groups).
For patrons who volunteer at the library and need access to the staff client to perform those volunteer duties, a Volunteer level account can be created. The System Login Access Manager may set up either a generic or individual Volunteer account. The Volunteer permission group should not be assigned to a patron account simply as a designator that the patron volunteers. Instead it should be assigned to a seperate account to be used only for volunetter activities. WIth this permission group, colunteers can:
Unlike base Circulator accounts, they may not:
Note: This is a limited Evergreen Staff permission group with higher level permissions than a Patron level permission group and is to be applied only for non-staff volunteer users who must have access to the Evergreen staff client to perform volunteer duties). As with all other staff login access accounts, the Volunteer permission group is only intended for authorized access to the staff client and should never be assigned to a patron’s barcoded personal account, only to a library controlled account that is used strictly for library business.
All staff permission groups already have all reports permissions. However, NC Cardinal recommends the use of a generic Reports account for libraries to run regularly recurring reports from. When setting up that account, the SLAM should assign the Report Permission Level. This group has permission to do the following:
Note: the Reports permission group does not include any Circulator permissions, such as to view patron accounts or items. If the Reports permission group is assigned to an account, that account is only intended to run shared reports and cannot perform circulation functions.