Procedures for Hires Terminations

Procedures for new Hires and Departures

Department: Electronic Services

When a new hire comes on board:

Add to web (specifically http://library.valpo.edu/personnel.html and other places as appropriate).
If library faculty, ask them for text (and photo if they’d like) for their faculty page

Ruth will contact new hires for this information and upload to site

If appropriate to the position, the person should be added to the library@valpo.edu account and provided with administrative access.
Ruth and all Circulation Managers have full rights within the account.

The Library Leave Calendar should be shared with the new hire. Jessica, Sam, and Trisha have the permissions to do this.
Other shared calendars should be shared as appropriate.

Supervisor should contact appropriate people for access to the appropriate calendars.

If the new hire is a librarian or has instruction duties, they'll need access to LibGuides. Log into LibGuides, select "Admin Stuff"-> "Manage" -> "Accounts". Click the red x next to someone's name to delete an account, or select the "create new account" tab to add someone.

Supervisor should contact any of the following people who can add/delete accounts from LibGuides: Jon, Ruth, Trisha, or Rachael.

Patron accounts are automatically created for all Valpo affiliates. IT imports update this database daily. For new staff, go into their user account, set their service points, and give them the appropriate permissions (Alison, Ruth). Circulation Managers (as well as Ruth and Alison) have permissions to "Users: Create/reset password". Reset this so that the new employee can log into FOLIO.

The new employee should be added as a reader to all active library blogs and may need to be added to the Google Group notification system .

Ruth is the manager or this group. To add to notification list from within gmail,
Look for the 3x3 grid in the upper right corner near your photo and click on it.
Select the “Groups” option.
On the landing page, click the “My Groups” option in the left-hand navigation list.
Click the name of your group and you will be taken to the main screen where users can be added/deleted.

Ruth, Trisha, and Jon are passworded to make these changes for the general all-library blog (http://vulibrarymeetingnotes.blogspot.com)

Supervisor should contact appropriate people for access to the appropriate blog.

All Library employees need S:\CCLS (read-write) access at a minimum. Jessica places these access requests with IT. Supervisors should work with Jessica to help determine which older folders are necessary.

If the new hire needs to be able to post to our Facebook Account, they need to do two things before they can be added. 1) They must become a fan of our FB page first or else there is no way to add them as a content author. 2) They must notify one of the page managers (currently Trisha, Rachael, Jon and Ruth) of the email address they use to access FB.

Once the page manager has the email address, they can log into FB, go to our page (http://www.facebook.com/valpolibrary), select "Edit Page" -> "Admin Roles" (top, right hand side), enter the person's email address (provided under #2 above) and make sure to select CONTENT CREATOR (not Manager) from the pull down menu. Hit Save.

Supervisor should contact the appropriate page manager for access.

Librarians will need permissions with the calendaring system, EMS: https://valpo.emscloudservice.com/EMSWebApp/ . The desktop app is not needed. Contact Mary Akers and ask for the new librarian to be setup with the librarian profile. To determine whether settings are correct, the new hire should log in after access has been granted and make sure that under "Create a Reservation"→  "My Reservation Templates, the "CLR- Librarian Instruction Space" template appears.

Welcome to the name of position!

I'm writing with some housekeeping items for when you start date or time.

I've set you up with access to the internal library minutes blogs. You must be logged into your Valpo account to access these. It can be found here: https://vulibrarymeetingnotes.blogspot.com/. 

We post all meeting notes to this blog, as well as occasional general announcements.

||||This next part is only included if the automatic notification is not working. ||||

If you post something there, please send an email to librarystaff@valpo.edu to direct people to the blog. A short message like this works well: "\[Name of committee /topic of post\] minutes have been posted to the blog: https://vulibrarymeetingnotes.blogspot.com"

|||End optional notification message. ||||

You also now have a FOLIO account. Your username is ZZZ. You will receive a FOLIO password reset email during your training, and the link will expire after 10 minutes.

If you have problems with accessing any of these accounts, let me know.

Ruth

Search web for instances of name (within Dreamweaver, highlight site name, press CNTRL-F, select, "Find in-> Entire Current Local Site" and remove all mentions of that person's name- unless name should be retained for historical context). If person is receiving any forms, check to whom those forms should go to instead.
Internal library minutes blogs- (blogger platform): remove access; if they’re receiving notification through the Google Group, remove their name (the last step is not that imperative because their email address will be cut off, so they’ll lose access eventually regardless). However, it’s very important to remove their blog access since for some that’s not tied to their Valpo email account.

Jessica, Sam, and Trisha have the permissions to delete sharing for the Library Leave Calendar.
If applicable (and also shared), Sam has the permissions to delete sharing for the Alcove calendar; for the Library Tours/ASRS calendar, Sam has the permissions to delete sharing.

If the person leaving has had access to the library @valpo.edu account, remove them from the account. When logged into library in the email screen, choose "settings" then within the "Grant access to your account" listing, choose the correct name and click on the "remove/delete" (garbage can) icon.