Admin This section is for policies and configurations related to User Admin or other systemwide policies and configurations that aren't strictly within the Alma/Primo environment like URL addressing for WRLC instances. WRLC Instances Below is a comprehensive list of all instances (Alma, Primo VE, and Sandboxes) in the WRLC Network Zone. Alma Institution Alma URL American University https://wrlc-amu.alma.exlibrisgroup.com/ American University Washington College of Law https://wrlc-amulaw.alma.exlibrisgroup.com/ Catholic University of America https://wrlc-cu.alma.exlibrisgroup.com/ Catholic University Law https://culaw.alma.exlibrisgroup.com Gallaudet University https://wrlc-gal.alma.exlibrisgroup.com/ George Mason University https://wrlc-gm.alma.exlibrisgroup.com/ Georgetown University https://wrlc-gu.alma.exlibrisgroup.com/ Georgetown University Law https://wrlc-gulaw.alma.exlibrisgroup.com/ George Washington University https://wrlc-gwu.alma.exlibrisgroup.com/ George Washington University Himmelfarb Health Sciences https://wrlc-gwahlth.alma.exlibrisgroup.com/ George Washington University Law https://wrlc-gwalaw.alma.exlibrisgroup.com/ Howard University https://wrlc-hu.alma.exlibrisgroup.com/ Marymount University  https://wrlc-mar.alma.exlibrisgroup.com/ University of the District of Columbia https://wrlc-doc.alma.exlibrisgroup.com/ University of the District of Columbia Law School https://wrlc-doclaw.alma.exlibrisgroup.com/ Shared Collections Facility (WRLC) https://wrlc-scf.alma.exlibrisgroup.com/ WRLC Network Zone* https://wrlc-network.alma.exlibrisgroup.com/ Trinity University https://wrlc-trn.alma.exlibrisgroup.com/ * to gain access to Analytics in the Network Zone, please see NZ Analytics Accounts page for more information. Primo VE Institution Primo VE URL American University http://au.primo.wrlc.org/   American University Washington College of Law http://aulaw.primo.wrlc.org/  Catholic University of America http://cu.primo.wrlc.org/   Catholic University Law https://culaw.primo.wrlc.org Gallaudet University http://ga.primo.wrlc.org/  George Mason University http://gm.primo.wrlc.org/   Georgetown University http://gt.primo.wrlc.org/  Georgetown University Law http://gtlaw.primo.wrlc.org/  George Washington University http://gw.primo.wrlc.org/  George Washington University Himmelfarb Health Sciences http://gwhs.primo.wrlc.org/  George Washington University Law http://gwlaw.primo.wrlc.org/  Howard University http://hu.primo.wrlc.org/   Marymount University  http://mu.primo.wrlc.org/  University of the District of Columbia http://dc.primo.wrlc.org/  University of the District of Columbia Law School https://dclaw.primo.wrlc.org Trinity University via SCF http://tr.primo.wrlc.org/  Sandboxes If you would like to request access to a sandbox, please see the Alma/Primo Sandboxes page for more information. Alma Sandbox Institutions Alma Sandbox URL American University https://wrlc-amu-psb.alma.exlibrisgroup.com George Washington University https://wrlc-gwu-psb.alma.exlibrisgroup.com University of the District of Columbia https://wrlc-doc-psb.alma.exlibrisgroup.com Network Zone https://wrlc-network-psb.alma.exlibrisgroup.com Primo VE Sandbox Institutions Primo VE Sandbox URL American University https://wrlc-amu-psb.primo.exlibrisgroup.com/discovery/search?vid=01WRLC_AMU:prod&lang=en  George Washington University https://wrlc-gwu-psb.primo.exlibrisgroup.com/discovery/search?sortby=rank&vid=01WRLC_GWA:live  University of the District of Columbia https://wrlc-doc-psb.primo.exlibrisgroup.com/discovery/search?vid=01WRLC_DOC:01WRLC_DOC&lang=en  Alma Institution Zone Codes Institution Code American University 01WRLC_AMU American University Washington College of Law 01WRLC_AMULAW Catholic University of America 01WRLC_CAA Catholic University of America Columbus School of Law 01WRLC_CUALAW Gallaudet University 01WRLC_GAL George Mason University Libraries 01WRLC_GML George Washington University 01WRLC_GWA George Washington University Himmelfarb Health Sciences Library 01WRLC_GWAHLTH George Washington University Jacob Burns Law Library 01WRLC_GWALAW Georgetown University 01WRLC_GUNIV Georgetown University Law Library 01WRLC_GUNIVLAW Howard University 01WRLC_HOW Marymount University 01WRLC_MAR Shared Collections Facility 01WRLC_SCF University of the District of Columbia 01WRLC_DOC University of the District of Columbia, Law School 01WRLC_DOCLAW Washington Research Library Consortium (WRLC) Network 01WRLC_NETWORK   Suffix Codes for WRLC Institutions in Alma Institution Code American University 4102 American University Washington College of Law 4114 Catholic University of America 4103 Catholic University of America Columbus School of Law 8086 Gallaudet University 4104 George Mason University Libraries 4105 George Washington University 4107 George Washington University Himmelfarb Health Sciences Library 4110 George Washington University Jacob Burns Law Library 4112 Georgetown University 4111 Georgetown University Law Library 4113 Howard University 4109 Marymount University 4106 Shared Collections Facility 4117 University of the District of Columbia 4108 University of the District of Columbia, Law School 4118 Washington Research Library Consortium (WRLC) Network 4101 User Management Alma User Management refers to creating, modifying, and purging user accounts in Alma. This includes basic accounts for students, faculty, and staff that allow them to check out materials, place holds, access e-resources, etc. Managing Named Users in Alma This section provides an overview of how user accounts are structured and managed in Alma. It outlines the different account types, role assignments, and permissions that determine access to system functions, as well as key practices for maintaining compliance with named user limits. The guidance also highlights recommended processes for reviewing, cleaning up, and managing user records to ensure accurate access control and system security across institutions. Types of Alma User Accounts  Alma users can be Internal, which means completely defined in Alma, or External, which means controlled primarily on another system, such as a Student Information System (SIS). Users have a unique ID. In our Network Zone (NZ), user IDs are unique across all institutions because we use unique prefixes to differentiate between schools with similar identifiers (e.g., George Washington and George Mason).   Alma user accounts are assigned roles or privileges, which allow users to access and use various functions within Alma. Typically, these roles are specific to the duties of each library staff member. Based upon these roles, Alma presents different pages and options to different users.   Users may be public, staff, or contact users. Note: Contact user records are used for vendor contacts in the Acquisitions module and are not relevant to this document.  In our NZ, some libraries use only public user record types and some libraries use both public and staff user record types. As long as user records have staff roles, they could be considered a named user. Roles Required for User Management   For most user management tasks, you need the User Administrator and User Manager role. In order to run the Staff Login Report, you need the General System Administrator role. To run reports in Analytics, you need the Design Analytics role.   Recommendation: Named Users   Every Alma customer is allowed a certain number of Named Users, or users with staff roles, when they purchase Alma. If a library goes over their contractual allotment, it is necessary to reduce the number of named users in the system. Managing users with staff roles ensures compliance with Alma contract terms and helps maintain accurate staff access and system security.  Review & Cleanup Process   At least once per year, institutions should utilize the Staff Login Report and additional Analytics reports to deactivate and remove staff roles from accounts that are no longer needed.    Note: There are two ways to remove a user record in Alma from the list of Named Users:  Deactivate the user record Remove staff roles from the user record  Do Not Deactivate, Edit, Delete or Purge:   Any users whose Primary Identifiers begin exl_ or rialto_ .  These are Ex Libris staff accounts that should not be touched and do not count toward the total of Named Users.   The leganto_guest user as that user allows guest access to Leganto and cannot be deleted; it does not count as a Named User.   Any WRLC central staff users, as they do not count toward the contractual limits  Do Deactivate, Edit, and Purge:  Staff roles on student users accounts once they are no longer needed  Generic or internal accounts when no longer in use  User accounts created for setting up an integrated Ex Libris product such as Leganto, Rialto, Rapido, etc. (ex: a Leganto test user may have the “Course Reserves Manager” role)  Staff Roles Not Counted by Ex Libris   The following staff-related roles are not counted as “named users” for contractual purposes:   Patron   Trial Participant   Leganto-specific roles (Instructor, Leganto Course Operator, and Leganto Interface Administrator)   Rialto-specific roles (Selector, Selector Limited, Super Selector, Rialto Manager, and Rialto Administrator)   Ex Libris admin users   However, users who have additional roles in addition to excluded roles are still considered named users.  Maintaining Records of Staff Roles Sometimes an institution will want to maintain a record of staff roles associated with a specific staff position, and the user remains active after leaving (such as retired faculty and staff). Institutions in this situation should consider creating a roles profile as an alternative.    Other Named User Account Considerations: Generic Accounts Ex Libris currently recommends using generic accounts as a way to reduce named user accounts (see their Best Practice Toolkit), however, they also warn that the same generic account should not be used simultaneously by 2 or more users.     For additional context on this issue: when WRLC migrated to Alma in 2018, members were asked to report their total number of full‑time staff to Ex Libris to determine the Named User counts in the contract. Guidance on student staff accounts was limited, but Ex Libris strongly discouraged the use of generic shared logins for security and activity‑tracking reasons. While some WRLC libraries can use shared accounts for student workers, others cannot due to campus security policies.   Other Named User Account Considerations: Internal Accounts Many institutions use internal accounts for users who cannot be added via SIS. For example, this may include community borrowers or visiting scholars. Some institutions may also use internal accounts for testing purposes. Those accounts should be deactivated when not in use.   One exception: Ex Libris recommends that institutions using single sign-on should consider having a back-up internal account that can be used to log in to Alma if your single sign-on authentication system goes down.     Recommendation: Deleting vs Purging User Accounts  When user accounts are deleted, all statistical data is deleted too. When user accounts are purged, statistical data is kept according to the Delete User Policy.  When removing user accounts of any type, always Purge them using either the Purge User Records function or the Purge Users job.  Additional Documentation Ex Libris Alma User Management Documentation   CARLI Named User FAQ  Ex Libris Best Practice Toolkit