1.4. Creating a New Login Access Account

Last Updated 11/08/2023

Staff Login Accounts

In order to create a login access account, a System Login Access Manager will need to have a System Administrator account. No one else in the library system (other than a director and/or designated SLAM) should be assigned to the System Administrator permission group.

System Administrators (SLAMs) are able to create and edit Volunteer, Circulator, Circ Lead, and Branch Admin. Any edits to existing accounts with Item Cat, Bib Cat, or System Admin permissions will need to be made by the NC Cardinal team. You can submit a help ticket to request such a change. If you are creating an account for a new staff member who needs one of these permission groups, you can assign the account to the Circulator permission group (or choose Circ Lead or Branch Admin, if higher permissions are needed) and then put in a help ticket requesting assignment to a System Administrator or cataloging permission group (either before or after passing assessments). Temporary cataloging permission group assignments are made according to the NC Cardinal Cataloging Policy.

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).

How to create a staff login account

Staff login accounts are created in the same interface as patron accounts. However, there are some differences in field content and some specific requirements the SLAM should use when creating these accounts.

Navigate to the Circulation menu and select Register Patron.
Instead of assigning a barcode from your library's designated run, both the Barcode and OPAC/Staff Client User Name should be the first initial and last name of the staff member. If this username conflicts with an existing username in the system, use the staff member's middle initial as well.
Create a strong, non-obvious password. Give this to the staff member but have them follow the instructions outlined in How to Change the Password on your Evergreen Login Account to set a permanent password themselves.
List the first and last name of the staff member in the appropriate fields. The middle name field should list your library system name and "Staff Login" to indicate a login access account.
Set the Date of Birth to 01/01/1900 to indicate this is not a personal user account.
Select Other for the Identification field.
The staff member's work email address is required.
Daytime phone should be the staff member's work number. If staff does not have a work phone, leave this field blank.
For Home Library, select the branch where the staff member most often works.
Main (Profile) Permission Group The options for circulation/administration duties that System Login Access Managers can assign are Volunteer, Circulator, Circulation Lead (inherits Circulator permissions), and Branch Admin (inherits Circulator and Circ Lead permissions). If the staff user needs System Admin permissions, this request must be sent to the NC Cardinal team along with approval from the Library Director. If the staff user needs cataloging permission at any level, they must pass the cataloging assessments prior to having these permissions assigned. Set their account to Circulator until they have passed.
The Privilege Expiration Date should not be extended beyond 3-5 years.
Mailing address can be the library branch address where the staff member most often works.
Save the new account.
Test the password before providing it to the staff user. Go to the Other tab and choose Test Password then enter the password to make sure it was saved correctly.

NOTE: The profile labeled "Staff" in the Patron section of the drop-down list should NEVER be assigned to a login account. This profile is a circulation profile, allowing staff to borrow materials using any special staff-only rules about durations and fines. It will not provide access to the staff client. Only assign profiles from the section of the drop-down list under the heading "Evergreen Staff."

Assign Working Locations

After creating the new login access account, the System Login Access Manager must assign working locations or the account will not work properly. Working locations allow staff to perform functions such as checking in and out, sending and receiving in transit, etc. to other branches in the library system.

Navigate to the newly created login access account.
Locate the Other tab at the far right of the account tabs.
Select User Permission Editor from the dropdown menu. (If you do not see Working Locations listed, make sure you are currently logged into Evergreen with a System Admin login.)
Select every branch within your library system by checking the box next to each of your system's branches. This allows staff to perform functions that may affect branches within your system (such as transits), even if they do not work at those branches. Do not select branches from other systems in the consortium.
Save the working locations selected by scrolling all the way to the bottom of the permissions list and clicking on the Save button at the bottom left. You will see a pop-up message stating that the user was successfully modified.

Note: You may only edit the working locations on this screen. Please do NOT attempt to edit any of the permissions listed, which are allocated based on the permission group(s) assigned to the account and may not be altered individually. Please contact NC Cardinal staff if you have questions or need further assistance.

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