How to Prepare: Staff Permissions
Polaris permissions control who can access, create, modify, or delete specific record types and who can perform specific tasks in Polaris. CCS has created permission groups that align with library tasks and job functions. These permission groups are described below.
CCS will email each library lead a spreadsheet that includes a list of all Polaris users for their library. Library leads will fill out the spreadsheet, assigning staff usernames to the appropriate permission groups. Staff can be assigned to multiple permission groups. Basic permission groups must be assigned before additional groups can be added. For example, to give a staff member full cataloging functions, assign General Staff, Cat 1, Cat 2, and Cat 3.
Library leads will submit the completed spreadsheet to email@example.com by February 2. CCS staff will configure all permission groups in Polaris test by February 23.
Libraries will be responsible for testing staff permission levels in March to make sure staff have the appropriate permissions to perform their required job functions.
Basic Permissions Groups
View Only: View only access to bibliographic records, item records, and the pick list. No access to patron records. Does not have the ability to modify circulation status from the pick list. This permission group may be used for shared logins.
General Staff: Basic permissions for staff in all departments. Includes ability to create and modify patron records, check in, check out, place holds, modify circulation status on an item, create on-the-fly records, modify due dates, create/modify patron record sets, create bibliographic and item record sets. These permission apply to both Leap and the staff client.
Public Services Permission Groups
Picklist: This group allows staff to access, modify an item’s circulation status from the pick list, and deny requests. These permissions apply to both Leap and the staff client.
ILL and Books by Mail: Permissions to convert and modify ILL requests and manage Books By Mail. These permissions and functionality apply to both Leap and the staff client.
Outreach: Permissions to manage Outreach Services patrons and materials; allows staff to create and modify outreach patron profiles and process requests for outreach patrons. These permissions and functionality apply only to the staff client.
Fines Overrides: Permissions to override 2nd level fines and issue refunds. These permissions apply to both Leap and the staff client.
Blocks and Claims Overrides: Permissions to override both patron and item non-circulating blocks along with claims returns related blocks. Current non-circulating blocks include: Collection Agency block, Address check required block, Duplicate account block, Invalid address block, registration has expired block. These permissions apply to both Leap and the staff client.
Public Services Item Editing: Permissions to modify item records to allow for changing new/hot items to regular policies, bulk changing shelf locations for displays, etc. These permissions apply to both Leap and the staff client.
PAC Content: Permissions to access and modify PAC content in the staff client. This includes accessing and modifying the PowerPAC carousel toolkit; to create/modify campaigns, community records, events, and promotions (Feature It!). Again, these permissions and functionality require the staff client.
Reports and Notices: Access and run tool bar reports and notices on demand. These permissions and functionality apply only to the staff client. (Access to Simply Reports is not tied to this permission group.)
Public Services Selectors: Limited acquisitions permissions, including ability to view funds and/or fiscal years. Also allows staff to access and modify (including approving or rejecting) selection lists. These permissions and functionality apply only to the staff client.
Technical Services Permission Groups
Cataloging 1: Allows limited access to cataloging functions. Allows staff the ability to create and modify bibliographic and item records and the ability to do bulk changes. Other permissions include the ability to create and modify label manager configuration; access, create, modify and delete record sets; access item templates; use express importing.
Cataloging 2: Provides additional cataloging functions. Provides the ability to access authority records; delete or undelete bibliographic records; and to modify bibliographic templates. Other functions include the ability to import bibliographic records; create, delete, or modify import profiles, and the ability to create and modify item templates.
Cataloging 3: Provides all remaining cataloging functions. Staff with these permissions will have the ability to create, modify, and delete bibliographic templates; and be able to import bibliographic, item, and authority records. Provides the ability to do bibliographic fixed field bulk changes.
NACOs: This permission group is for NACO qualified catalogers. In addition to the ability to view authority records and the ability to import them, NACO catalogers will have the ability to create links to authority and bibliographic records.
Serials 1: Allows access to the serials subsystem. Staff will have the ability to access serials issues and standing order parts and all associated functions (including check-in, uncheck-in, and the creation, modification, and deletion of these parts). Provides the ability to create a bibliographic record from Acquisitions and serials.
Serials 2: Provides additional serials functions, which includes the ability to create, modify, and delete serials holding records. Provides the ability to create and modify supplier records.
Acquisitions 1: Provides staff access to the acquisitions system for both ordering and invoicing. Staff will have access to bibliographic records; the ability to create a bibliographic record from Acquisitions and serials, and be able to access to fiscal years and funds. Provides access to purchase orders, and the ability to create, modify, and delete POs and to print purchase orders and work slips. Provides ability to access, create, modify, and delete selection lists and the ability to access supplier records. Provides access to invoices, along with the ability to create, modify, and delete invoices. Allows staff to pay invoices, undo payment, credit invoices, and print vouchers. Allows staff to access serials issues/standing order parts and modify records there.
Acquisitions 2: Allows full acquisitions functions. Provides access to fiscal years and funds, and the ability to create, modify and delete both items. Allows staff to transfer money between funds. Provides the ability to release, receive, cancel and close POs. Provides the ability to release orders exceeding fund encumbrance limits and also release orders resulting in negative free balance. Allows the ability to send electronic purchase orders. Allows staff to approve and reject selection lists and the ability to access, create, modify and delete line selection list line item segments. For supplier records, allows the ability to create modify, and delete.