Onboarding New Staff

Onboarding process for Library staff:

Step one: Complete the SILS data privacy and security responsibilities form

• Complete the SILS data privacy and security responsibilities form for staff
• A different version of this form is required for Student Library Employees (SILS data privacy and security responsibilities form for students)
• The SILS Data Privacy and Security Project Team developed this form to be signed by all Alma users in the University of California system, and all staff are required to complete the form before receiving roles in Alma

Step two: Getting access to Alma

Once the new or new-to-Alma staff member has submitted the data privacy and security form, then follow the guidance on Requesting and Updating Alma Roles:

• Supervisors should request access for roles by contacting helpbox-library@berkeley.edu and outline the work tasks to be done by the Library staff member.
• Roles are recommended by functional area leads based on what work needs to be done. 
  • Fulfillment training
  • Resource Management training
  • Analytics training
  • Acquisitions training
• Roles are assigned after completing the appropriate training; training is required due to the non-granular nature of roles in Alma
• Depending on need, roles may be assigned first in the Premium Sandbox (PSB) before production in order to complete exercises

Step three: Adding staff to listservs

In the helpbox-library@berkeley.edu ticket, listservs will be added to the staff member's account based on their new Alma roles:

Step four: Adding additional roles in Alma

If staff require additional roles in Alma to complete their work, instructions for requesting information on which roles have already been assigned or requesting new roles are outlined in the Requesting and Updating Alma Roles document:

• Submit a ticket to helpbox-library@berkeley.edu, and cc your supervisor (in case you are not the supervisor requesting additional roles)
• If the functional area lead has not already been cc’d on the helpbox email, they will be added to the ticket by Library IT
• State the request for the new role, including the rationale for the role update
• The functional area lead will then recommend additional training and recommend/approve roles
• Roles will be added to the new staff person’s account on the Premium Sandbox (PSB) to facilitate training
• Once training has been completed, roles will be added to Production