Knowledge Base: Library Help

Overview

NLLS has collaborated with the LMC to design an improved structure for our Polaris permission groups. The goal of the new groups is to have a standardized approach to make it simpler to update and administer permissions across the system.

These groups are called "tiers", and they range from Tier 1 to 4 with an additional tier that is an add-on for Collection Processing tasks. A manager would have all of the tiers, whereas a volunteer would have Tier 1. Take a look at the attached spreadsheet and consider a staff member's responsibilities to see which tiers they'd need. Each library manager can locally decide how to assign permission tiers to their staff. 

We require all managers and staff to complete the training connected to their assigned tiers, as detailed in this KB article.

What are the Polaris permissions tiers?

The attached spreadsheet lays out the specific details of which permissions fall into particular tiers.

Tier 1 is required for all staff to be able to access basic functions of Polaris and Leap. It is labelled as the "Volunteer" level in our spreadsheet because a volunteer would need it to provide assistance with essential circulation functions. With Tier 1, you can check materials in and out, register patrons, check the details of a patron's account, and undertake core tasks such as renewing items. The training for this tier contains helpful information about FOIP and TRAC Operating Guidelines.

Tier 2 and Tier 3 contain increasing powers for library staff. Tier 2 differs from Tier 1 in having the power to work with record sets, work with fines, delete local hold requests, modify due dates and times, and override renewal limit blocks. Tier 3 differs from Tier 2 in being able to modify blocks on items, create on the fly records, modify the renewal periods on items, and delete hold requests from other branches.

Tier 4 is labelled "Management" in our spreadsheet. It isn't exclusively for managers, however, as senior staff may need these powers as well. Tier 4 staff can merge patron accounts, change patron home branches, access funds and acquisitions details, create item records, access item templates, and configure the label manager.

The Collection Processing add-on isn't a standalone tier, but instead provides powers for staff to work with the collection. One power that is unique to the CP add-on is being able to bulk change item records. Otherwise, there is overlap with Tier 4 in being able to create item records, access item templates, and configure the label manager.

How can I request changes to a staff member's assigned tiers?

Send in a ticket to ask@nlls.ab.ca and the TSI team will help you out.

How can I request a change to the existing permissions structure?

Please send in feedback if you've discovered a roadblock or issue created by the new permission groups. Send in a ticket to ask@nlls.ab.ca to get started. The answer may to change the tiers of the affected staff member, or we may need to re-evaluate where a permission is categorized. We'll connect with the LMC Executive Team as well as relevant teams in NLLS to determine the best path forwards, and potentially bring it forwards at the next LMC for a vote if further input from the system is needed to decide on the matter.