Local Admin Operational Guidance

This document defines the scope, responsibilities, and limitations of Local Administrator access within SELCO’s Evergreen environment. Local Admin access is intended to support shared systems while recognizing that individual library workflows may fall outside SELCO’s support scope.

Authority

This document implements an expanded Evergreen Local Administrator access model that was anticipated during system migration and is issued by SELCO to define the current scope, responsibilities, and limitations of this role.

Section 2 – Governance and Scope

Scope and Definition of Local Administrator Access

In Evergreen, the term Local Administrator (Local Admin) can refer to:

Local Admin Permission Group – controls what actions a staff account is allowed to perform
Local Admin Menu – a menu in Evergreen that contains many

Important: Being in the Permission Group does not grant full access to all menu items. Some options may appear even if your account cannot use them. Most library consortia, including SELCO, limit Local Admin access to a subset of functions

Common Misunderstandings

Local Admin access does not:

Allow changes to circulation or hold rules
Guarantee permission to use every item in the Local Admin menu
Equate to system administrator access
Local Admins are authorized only for the permissions explicitly listed in this document.

Scope of Authorization

This document defines the only Local Administrator permissions currently authorized in SELCO’s Evergreen system.

Permissions not listed remain SELCO’s responsibility.
No additional permissions are authorized unless approved by the Shared ILS Committee.
Requests for changes must go through the SELCO Help Desk and may be reviewed for system-wide impact before forwarding to the Committee

This access model applies only to the permissions listed and does not change SELCO’s support for other Evergreen services.

Section 3 – Access Model and Responsibilities

Choosing to Have a Local Admin

Each library may decide whether or not to assign a staff member to the Local Admin Permission Group. Libraries are not required to have a Local Administrator.

Libraries choosing to designate a Local Admin must complete the Local Admin Request Form. Access will be granted only after the form is submitted and training requirements are completed.

Required training materials and reference documentation are available here: SELCO Local Admin Training & Reference Guide

Training

Training consists of self-paced reference materials and documentation provided by SELCO. No formal certification is required.

Libraries are responsible for ensuring that staff review and understand the training materials prior to using Local Admin permissions. Training should be completed within 30 days of access being granted.

Benefits of Having a Local Admin (for Libraries)

Having a Local Administrator allows libraries to make certain approved configuration changes directly, without waiting for SELCO staff. This can result in:

Faster turnaround for common operational updates
Reduced reliance on Help Desk scheduling for routine changes
Greater local control over day-to-day system settings

Libraries should consider whether these benefits align with their staffing capacity and technical comfort level.

Responsibilities and Support Boundaries

Libraries are responsible for all changes made by their Local Admins. SELCO may assist with troubleshooting, but cannot guarantee restoration of unintended or incorrect changes made through Local Admin permissions.

When a library has a Local Admin:

SELCO will route eligible requests to that person rather than completing the work directly.

SELCO will no longer perform routine changes covered by Local Admin permissions for that library.

The library is responsible for notifying the SELCO Help Desk when:

A Local Admin leaves the library, or
A staff member no longer serves in that role.

(See “When a Local Administrator Leaves the Library” below.)

Risk and Access Management

To reduce risk and unintended system changes, libraries should limit Local Admin access to the smallest number of staff necessary to perform the role effectively.

One Local Admin per location is strongly recommended.

Excessive or poorly coordinated Local Admin access increases the risk of conflicting changes and system misconfiguration. SELCO is not responsible for resolving issues that result from internal workflow decisions, lack of communication, or multiple Local Admins making uncoordinated changes.

Section 4 – Operational Procedures

Approved Local Admin Permissions

Local Admins may manage only the settings explicitly approved in this document.

Items marked with an asterisk (*) require a Help Desk request if the library does not have a Local Admin. This does not change SELCO’s support for other Evergreen services.

Local Admins may:

Adjust the staff portal / splash / landing screen
Enter closed dates *
Adjust library open hours *
Create, update, or delete patron statistical categories
Create non-cataloged item types *
Create, update, or delete item statistical categories
Create, update, or delete shelving locations *
Create, update, or delete digital bookplates (item tags)

Libraries Without a Local Admin

Libraries without a Local Admin may submit requests through the Help Desk for eligible items. SELCO staff will complete these requests as time and staffing allow.

When a Local Administrator Leaves the Library

When a staff member with Local Admin access leaves the library or no longer serves in that role, the library must notify the SELCO Help Desk promptly.

The library must then indicate whether:

another staff member will assume the Local Admin role, or
The library will operate without a Local Admin.

If a new Local Admin is identified, the library must follow the standard process described in “Choosing to Have a Local Admin”, including submitting the Local Admin Request Form and ensuring training materials are reviewed.

If no replacement is identified, the library will be treated as a library without a Local Admin (see “Libraries Without a Local Admin” above).

Local Admin access does not transfer automatically. Libraries are responsible for ensuring access is current, appropriate, and limited to active staff.

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