Learning Commons:Chapman Learning Commons/openathens

Open Athens Update

We do not currently have the permissions needed in Voyager to complete the new Open Athens process. Please instruct patrons to fill out the request form on one of our computers, then head to the Circulation Desk to complete the registration process.

New Open Athens Access Steps

Logins

UMA: https://getaccess-admin.library.ubc.ca  (use your CWL and Password)

Voyager: use your own account

Types of Open Athens Accounts

Access account (daily access; not paying for access, retired staff faculty)
Personal account (campus community members and folks who are paying for library access)
Enterprise (staff, faculty, students)

Why?

People with Open Athens need to login to access Library materials on computer and into library system

How to Get Access (for Personal and Access Accounts)

Note: Required for sign up Email and Photo ID

Step	What you do	Image
1.	New users can get form from library public workstation [click sign up on webpage] or “how to get library access” webpage. Once patron fills out the form, they complete registration process at desk (with you or MAA). You will do this in UMA and Voyager in the steps below.	Onboarding form can be located from the library homepage – click on Borrowing Services – How to Get Library Access – People Unaffiliated with UBC – Guest Access or https://services.library.ubc.ca/borrowing-services/get-library-access/unaffiliated/#GuestAccess-6 OR Here - https://getaccess.library.ubc.ca/
2.	Search user’s name in the UMA to find the patron’s Voyager ID number. You can do this by using one of the options on the left navigation. Option 1: Look for their name in Submissions (Check All/Pending). Option 2: Search using Find a User. Find their Voyager ID number.	Option 1 Option 2
3.	Search Voyager ID (aka Patron ID) number in Voyager. Select 'Patron', from the drop down menu select 'Edit Patron' Select 'Details' and pick appropriate date Confirm information with their physical ID. If confirmed: Extend expiry date of patron in Voyager appropriately Community – 1 year Alumni – 5 years Deny: if user does not have ID or not current ID
4.	Go back to UMA webpage. Click on patron in list. Click ‘approve’ in UMA, and pick appropriate expiry date in UMA popup Community – 1 year Alumni – 5 years Visiting person – can make it 1 day
5.	If patron wants barcode access (aka they want to check physical items out) let them know that they need to go to Koerner before they can start borrowing materials.

How to Get Access (Enterprise)

They should already have access. If they don’t have a card send them to the UBC Card website to book an appointment to get one. When in doubt check with MAA Circulation and consider sending the patron to Koerner.

Troubleshooting

Issues	Solution
Patron has a card with a barcode already	If a person already has a card with a barcode and pin they only fill out the OA username and password portion of the form. They do not have to come to a circulation desk. As soon as they submit the form they will have OA access. They will have to show ID to renew their OA account to ensure that their personal information hasn’t changed
Error - Email address exists in Voyager	Tell them to use new email address OR we help them reset their password on UMA. To reset password: 1. Search Open Athens account with their username 2. Click “Manage Account 3. Reset Password is at the bottom
Password is not accepted when signing up	The system has a password checker – ask the patron to use a more complex password
Patron has forgotten their username?	Go into Voyager. Find patron. Click Note. Select Note Type: ‘OpenAthens Notes’, their username will be there. Ex: Username
Patron has lost their password?	DO NOT reset for Personal Account OR Enterprise accounts. Other accounts: Can be reset through the UMA access. 1. Open Athens Account 2. Manage account
Student having trouble with access	Student will get access as long as they are registered or eligible to register. NO access if they haven’t registered. Registered but not showing up? Undergrad must go to Enrollment Services. Grad students have to go to their department to get registered.
Affiliated User access (Theology school student)	They have Library access dates. Their access will get cut off immediately if they are not enrolled
Alumni who have questions	Alumni have remote access to specific resources through CWL – no need to go to IT. ----- Considered a graduate on date of convocation: · Current graduates – should try using their CWL to access the computers, it should work for 4 months after their last class ended. ----- Older graduates – can fill out the onboarding form and get the same access as Guests. If they don’t want to borrow materials this would be fine for in library use. If they want to access a limited number of e-resources remotely they would need to get their Acard ------- If they have forgotten their CWL they need to contact UBC IT helpdesk ------- No Acard – if an alumnus does not have an Acard there are 2 options: They fill out the full onboarding form and be labelled as a guest or community borrower Give them a generic ID if they want to apply for their Acard. Once they have their Acard they can use their barcode and PIN and fill out the OA portion of the form ------- Alumni who cannot create a profile because their account has already been registered in the system (from when they were a student) Direct them to Library Circulation, who can help them reset a password, which will give them access to their alumni account
Retired staff and Emeritus Faculty who want access	Retired staff/faculty – have no access, they need to apply for a community card (if they want to borrow materials) or Guest access through the onboarding form ·Emeritus are faculty who have applied to the University for emeritus status. They have the same access as current faculty. They can use their CWL to access the computers, within the library and remotely
Patron does not want to provide email due to privacy	We do not sell information or email or send anything from the Library (no promotional things). Patron data is kept for 7 years. Still has issues? Contact the Senior Program Assistant or the Learning Services Librarian.
Tried using this with docking station- access is limited	Docking stations DO NOT WORK with this! They must login to a computer terminal
Patron does not have a valid ID	Contact the Senior Program Assistant or the Learning Services Librarian
More questions	Library accounts assistance form – Ask us form

Old Open Athens Access Steps

Valid until October 5th, 2022

Community users and alumni can request an OpenAthens account at the CLC Help Desk or MAA Circulation desk. This enables community users to log into the computers in IKBLC, and for alumni and community users to log into the library website and access resources.

Here's how to set them up:

Verify user ID (ask the patron to show a piece of PHOTO ID). This needs to be government issued, with a picture and an address, and must be valid (not expired).
Check Voyager to ensure the patron is not a valid enterprise user. CWLs should be used by all current faculty, staff and students. If they have fines or are suspended that needs to be dealt with. Walk in access is not given to current enterprise users.
Ask patron if they have filled out a Guest ID Registration Form. If not, patron completes the Guest ID Registration Form found in the red binder at the desk. Ensure that their writing is legible, especially their email. Verify spelling with them if you need to. (If we run low on forms, let a staff member know; we can photocopy more.) Ensure that they have signed the form.
Check the type of ID provided, but do not write the ID number on the form.
Ask user if this is a one-time visit or if they will be returning. If they are returning, tell them that a permanent account will be created and emailed to them within two working days, and upon receiving a permanent account they no longer need to check in at our desk as it will be valid for one year.
Write on top of the form: the circulation location (CLC) and the patron type: one time only walk in; returning walk in; alumni; or community borrower (this is needed to determine if a Voyager account needs to be modified/created).
Record user’s name on CLC Tracking Sheet for OA account, in red binder.
Take the OA Index Card from the ‘available’ box. (This box of logins will be kept in the Opening/Closing cabinet, and should be at the desk while we are open.) Write down the login and password using scrap paper, and give this to the patron, OR ask them to take a photo of the login with their phone.
- Note: Use the same login 5 times before putting in ‘used’ box. Check it off on the card using a dry erase marker.
Put the OA Index Card in the ‘used’ box (once used 5 times).
Inform user (say this exactly): “This login is one time use today ONLY. Any subsequent use after your first login will block another user, and we track the usage of this ID.”
Inform the user to check in at Help Desk before leaving so others can use the same ID. (When users check out, mark this on the Temporary Login Tracking Sheet and login card. Don't worry if they don't come back.)

After talking to the patron…

For returning users who want their own OA access account, send a scan (using flatbed scanner) or photo of the Guest ID Registration Form (including patron email address) to [[1]]
Write 'scanned and sent' on the form once done. Put the Guest ID registration form in the red binder (in order of date).
A permanent Open Athens account will be created and information about the login name and password will be sent to the user.

Please keep in mind…

When you open the desk, make sure all cards are in the ‘available’ box and are unchecked✔️!
If you are running low on Guest ID Registration Forms (15 or less), inform a staff member ASAP so more can be printed or photocopied.
File completed Guest ID Registration Forms in the binder in order of date/time. If you have sent it to [[2]] for returning users, put it in the appropriate section of the binder.
Closing shift: Put the guest access card box in the opening/closing cabinet.
Kids under 18 should not fill out a registration form (as they do not have an ID).

For patrons who do not have an email address:

An email address is not needed for an OA account.
If a patron without an email would like their own OA Access Account, write this on the form.
Inform the patron that their OA account name and password will be available in 2 working days at our desk.
Scan and email the registration form to library.cards@ubc.ca
the login name and password will be emailed to clc.assistants@ubc.ca (the address that sent the the registration form to [[3]])
Keep the login name and password in our email inbox until the patron comes. Then, write it down for them. Once the patron has arrived, file it away in the appropriate folder in our email.

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Starting Oct 5th