[Wactclc-alma] Employee data imported into ALMA

[Guidry, Wade]

Just to follow up on Sally's original question...

Sally, your understanding of how things work is correct.

The PPMS job includes a configuration parameter called CONF-OPT

(https://jobdoc.sbctc.edu/LG301R.HTM )

The options for the parameter are:

'P' - Do not include phone numbers that are noted as confidential. '
A' - Do not include addresses that are noted as confidential.
'B' - Do not include phone numbers or addresses that are noted as confidential.
blank - Include all addresses and phone numbers regardless of their confidentiality.

(This parameter does *not* impact email address, only mailing address and phone.)

Depending on your goal, and what data you need in Alma, you can have your PPMS admins set this parameter on the LG301R job group accordingly.

If you want the minimum amount of address/phone info in Alma, then use 'B'.

But, as Sally points out, unless the address/phone info is marked as 'confidential' in PPMS, it will get exported into Alma.

Marking data as confidential inside of PPMS is beyond the scope of what I can help you with. So, if you are already using 'B' in the script configuration, and you're getting data you don't want (for privacy reasons or whatever), you will need to work with your PPMS admins to have data marked as confidential. And if they don't know what they means, I'd suggest they contact the CTC help desk: https://www.sbctc.edu/colleges-staff/it-support/service-desk.aspx


[Title: Big Bend Community College Logo]

Wade Guidry
Library Consortium Services Manager
Big Bend Community College
wadeg at bigbend.edu<mailto:wadeg at bigbend.edu>

509.760.4474
www.bigbend.edu<http://www.bigbend.edu/>

Big Bend Community College * 7662 Chanute Street NE * Moses Lake, WA 98837-3299


WACTCLC Alma Instance: Alma NA02<http://status.exlibrisgroup.com/>
WACTCLC Primo Instance: Primo NA08<http://status.exlibrisgroup.com/>

From: Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu] On Behalf Of Lesley Caldwell
Sent: Monday, February 26, 2018 2:59 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu>
Subject: Re: [Wactclc-alma] Employee data imported into ALMA

Pierce College basically says "ditto" to everything Nina writes below.
-Lesley

From: Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu] On Behalf Of Nina Pitts
Sent: Monday, February 26, 2018 2:30 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Employee data imported into ALMA

Hi, Sally,

At Peninsula, we do not intentionally load employee home addresses or phone numbers in Alma. We don't use personal email addresses, either - we use college-issued email addresses. The way this looks in the User details in Alma is that the person's preferred address is UNAVAILABLE, the phone number field is empty, and the preferred email address is the person's campus email.

That doesn't mean that no personal employee information exists in Alma, though. I checked about a dozen instances, and found several employees for whom we had home info. (About 25% of my tiny sample.) Some of these were students before they became employees, although not all. So, because of the "unavailable" addresses, it could indeed be that HR takes action to code employee records confidential - but if they do, it's an imperfect science. :)  I did notice that several employees, including myself, have our personal cell phone numbers in our records, even though our addresses are "unavailable".

As far as us using personal data (where it does exist), we don't. All notices to employees go through email, or we might call someone's campus extension with additional information (for example, regarding an ILL).

Hope this is useful - let me know if you have any questions!

Nina


Nina Pitts
Library Supervisor
Peninsula College Library/Media Center
1502 E. Lauridsen Blvd.
Port Angeles, WA 98362
(360) 417-6274
npitts at pencol.edu<mailto:npitts at pencol.edu>

From: Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu] On Behalf Of Stephanie Levesen
Sent: Monday, February 26, 2018 1:15 PM
To: WACTCLC Alma Discussion
Subject: Re: [Wactclc-alma] Employee data imported into ALMA

Hi Sally,

Here at Skagit Valley College, we put the home addresses/numbers of employees in our system.  We used to send notices to them that way, but now that Alma emails all notices to everyone, we just send notices to email.

We rarely use the home addresses/phone numbers of our employees that are in the system.  When I have to look up an employee I use the college's online directory for their office room/phone number.

Hope this helps.

Stephanie Levesen
Periodicals/ILLs/Circulation
Norwood Cole Library
Skagit Valley College
2405 E College Way
Mount Vernon, WA  98273

360-416-7659

From: Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu] On Behalf Of Sally Sheedy
Sent: Monday, February 26, 2018 12:53 PM
To: 'WACTCLC Alma Discussion' <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: [Wactclc-alma] Employee data imported into ALMA

Dear wise ones,

I am putting out a call for some "how you do it at your library" responses.


1.       I want to know which colleges have employee home addresses and/or home phone numbers for their employees in Alma.

As I understand the SBCTC process parameters, you can indicate that you don't want to copy over home addresses or home phone numbers if those fields are designated as confidential. Further, I believe that in order to prevent any of this data from going into Alma, the HR department would have to code all of the employees as having confidential addresses and phone numbers.  *Please let me know if I am wrong about this.*


2.       I would like to know if you make use of this data, eg. Send notices to employees' homes, or look up home phone numbers in case you need to call after hours.

Thanks!

-Sally


Sally Sheedy
Systems Librarian
Whatcom Community College Library
237 West Kellogg Road
Bellingham, WA 98226
360-383-3287  (library 3300, college 3000)
ssheedy at whatcom.edu<mailto:ssheedy at whatcom.edu>
library.whatcom.edu

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