First you must ensure that the user does not already have an ALMA account.

• If they have their ID card, scan this in the Patron Identification screen. If their account comes up, you don’t need to do anything. They have an ALMA account. 

• If it doesn’t:

  • • Ask them for their ITS username and enter that. If their account comes up, then you just have to update their Barcode / BNO number. (See 'Updating Barcode') 

    • If no account comes up, try searching by their person code (6 digits above their name on their Library Card) 

    • If no account comes up then proceed to creating a Scratch record.

Only proceed to creating a Scratch record once you have made sure that they do not already have an account. You will need their Library Card in order to create a scratch record on the LSD. If they do not have a Library card ask them to complete registration, and / or collect their card from the Student Centre. 

Step One:

Find the Fulfilment > Manage Patron Services page

• • • Click on the Register New User button at the top right of the screen.

    • Enter the following information: 

      • • • First name

          • Last name

          • Primary identifier (6 digit Person Code)

          • User Group (UG/PG/Staff)

          • Expiration date (END /Month / Year).

This is all on their ID card

Step Two:

Under User Management Information. 

• • • Patron Has Institutional Record: Select Yes. 

This means that ALMA will connect to the account with the same Person Code on BIS / CMS, and removes the need for any password.  

• Enter their Sussex email (remembering to tick the School option on the left). 

  1. 1. • Click the blue Update user button at the top right off the screen. 

ALMA will now save the account and you will be faced with the standard Patron Services screen. 

Step Three: 

Now click on the ID on the right of the screen - this will open the Identifiers tab, which is where you now have to add the final two pieces of information which make the account work.  

• Click on Add Identifier on the right

  • • Select Barcode from the drop-down menu and type the 8-digit barcode into the value field. 

    • Repeat process but select Username from drop down. Add borrowers ITS username. 

    • Click Save at top right. 

Step Four: 

• Go to Fulfilment > Manage Patron Services > Patron Identification and the scan the ID / Library card. If it brings up the account you have just created then you have successfully scratched the account. 

• Go to the library gates and scan the card. This will create the Sentry / Juno record.  

Juno should automatically pull information from ALMA when a card is scanned on the gates. If a User hasn't had to scan through the gates they may not have a Juno Record. If they need access to the Hive, Family Room or if access to the North Door is not working you will need to scratch the record. 

Step One: Check ALMA 

• Bring up their ALMA account. You will need their barcode number, name, Username and expiry date to scrach a record in Juno

Step Two: Scatch the Record

• Open Juno & open the Membership Enquiries box 

• Select 'Edit'

• Add the Barcode number to 'Card No.' AND 'Member' boxes

• Add Username to 'Secondary ID' Box

• Add 'Name'

• Match the Expiry date to the date on ALMA or their Library Card

• Press the 'Tick' button to save.

Step Three: Test

• Click the 'Query' button and scan the card - it should bring up the record you have just created.

• Check Rights are set to 'Default' (for North Door access) or change the rights to allow access to the Family Room or the Hive. 

Service point staff should create external memberships for Reference Only and School and College accounts. SCONUL accounts can also be created if the user has their email confirmation from SCONUL. 

Alumni accounts can be completed should the user be found on Alma or bring proof of study. If in doubt, create a reference only membership and send a green form to the Membership team. 

External Borrowing memberships should be signposted to the online shop for payment purposes. 

Creating an external membership is very similar to a scratch record, but requires slightly different information.

Always check for the User in Alma before creating a new user. If they have an existing external membership account this needs to be edited instead of creating a duplicate account. 

Do not edit any University accounts (staff/student). 

You will need a blank barcoded Membership Card and a laminated pouch. These can be found in the cupboard at the LSD. 

Step One:

Find the Fulfilment > Manage Patron Services page

• • • Click on the + Register New User button at the top right of the screen

    • Enter the following information: 

      • • • First name

          • Last name

          • Primary Identifier (201039 + 8 digit barcode on the card you are preparing) (remove the system generated number)

          • User Group: [Reference Only] 

          • Expiration date (For annual Reference only accounts it should be to the end of the Month 1 Year from today).

Step Two:

Under User Management Information. 

• • • Create a password for members with borrowing rights: [Surnamelibrary]

    • Enter Contact details:

• Email address and phone number are required for all memberships

• Address is required for borrowing memberships only. 

(Remember to tick the correct option for each)

• 1. 1. • Click the blue Update user button at the top right off the screen. 

ALMA will now save the account and you will see a series of tabs. 

Step Three: 

Click on the User name in the left corner of the screen to bring up the Account Management menu.

Now click on the Identifiers tab, which is where you now have to add the barcode which will make the account work.  

• Click on Add Identifier on the right

  • • Select Barcode from the drop-down menu and type or scan the barcode from the new blank card. 

    • Click Save at top right. 

Step Four:

Click on the Statistics tab.

• Click on Add Statistic on the right

  • • Category type is preselected as User Type. Select the correct membership type in the Statistical Category drop down menu. 

Step Five: 

• Go to Fulfilment > Manage Patron Services > Parton Identification and the scan the ID / Library card. If it brings up the account you have just created then you have successfully created the account. 

• Place the card in a laminate pouch and stick the two sides together. 

We have some External DSA (Disability Support Allowance) Study Skills providers supporting some Sussex Students. 

Please create a new external membership account and set as Reciprocal Reference Only. Please add a note to the account explaining 'External DSA provider'.

This is so they don't get caught up in the block of reference only members during assessment period when they are likely to need access to the Library. 

Completed membership cards can be found in the cupboard at the LSD. 

Users need to have ID to collect new library cards

Please scan the new membership card in Alma to check for any notes/messages that appear. Please action any requests for more information (e.g. email address etc) before handing the card over. 

For School and College Cards: 

• Users must have their school/college photo ID 

• Set the expiry date of the card to to match the expiry on their college ID card. 

Always check for the User in Alma before creating a new user. If they have an existing external membership account this needs to be edited instead of creating a duplicate account. 

Do not edit any University accounts (staff/student).

If you cannot make an external membership account always create a reference only account. Once we have the required evidence / payment Membership will update the existing reference only account you created.

Further checks: 

External - Reference: No further checks required 

External - Borrowing: No further checks required but should be signposted to online shop to take payment.

Alumni: Check on ALMA for staff/student accounts - if you find it create a new account for them. If you cannot find them - signpost to the online shop OR create as reference only and send a green form to membership for more detailed checking

Reciprocal (SCONUL): Check SCONUL acceptance letter 

Schools & Colleges: Check for school / college ID

If a users card is not scanning correctly then the barcode is not being recognised. This could be due to them using a new or replacement card. You must replace the existing barcode in Alma and on Juno to prevent the user's card becoming blocked. 

Please edit the existing barcodes on the systems rather than just adding a new one. 

To update a barcode: 

Step One: Alma 

Find the Fulfilment > Manage Patron Services page on Alma 

• Enter their user ID 

  • • • Click on their name to enter their account

        1. • Click on their ID on the right hand side of the screen

             • Select 'Open for Updates' at the top of the screen and select 'Yes' in the pop window. 

               • Open the Identifiers tab, find the barcode and click on the actions (…) and then edit.

                 • Add the new barcode and press save.  

Step Two: Sentry Juno

You should now be able to scan the card on the gates and this will update the Sentry Record. But if that doesn't work: 

Open the Sentry App (or webpage) and open the membership enquiries window. 

• Click Search and use the 'Secondary ID' box to search using their Sussex user ID. 

  • If multiple accounts appear delete the most recent. 

    • Double click to select the account and then press 'Edit' in the new screen

      • Add their new barcode number to the Card No. and Member boxes

        • Click the little tick to save the changes 

BSMS (Brighton and Sussex Medical School) students sit between the University of Sussex, Brighton University and the NHS. They have full access to our Library and e-resources using their BSMS cards and usernames. They must use their Sussex institutional log-in details to access our online services (this is the same as their BSMS email but with the @sussex.ac.uk suffix).

Due to a quirk in the University database BSMS students are not always automatically given an @sussex.ac.uk email and password which can prevent them from accessing e-resources and other online sussex systems like ILRs. They can use the phone on the LSD to contact IT directly to receive a password, email the helpdesk or visit Shawcross building. 

All University Members and external members with borrowing rights have a Library Account accessible through the library website: https://www.sussex.ac.uk/library/account/ 

External users will need to either use their personal email address OR their User number (primary identifier) and password to access their accounts.

If their account does not work, or does not exist then this can be created / edited on Alma.

Find the Fulfilment > Manage Patron Services page on Alma 

• Scan the user’s card or enter their user ID 

  • • Select their User number from the right hand side of the screen

      • Navigate to 'Contact Information' and make sure their email is up-to-date

        • Navigate to 'General Information' and reset the password as '[Surnamelibrary]' 

Ask the user to try to access their library account again.

Try these steps if a user cannot access their barcode on the CampusM app.

•  Get the user to logout of campusM and login again. (The option is buried away at the bottom of the home screen under a cog icon – not exactly easy to find).

• Get the user to try logging into the web version of campusM and seeing whether the problem persists - https://sussex.ombiel.co.uk/campusm/home#menu

• Get the user to switch between staff/student profiles if they are both a staff member and a student at the University. 

• Check the user’s account on Alma to make sure they have an active account, and that their barcode is included in their ‘identifiers’.

• Uninstall and reinstall campusM.

Students requiring screen readers often have their own preferred software but may need to use Library PCs or be guided to specific software. 

The university subscribes to ClaroRead which is available via the software hub for users to download onto their own devices or onto Library PCs. 

https://www.sussex.ac.uk/its/services/software/list?filter=home_use&id=82

(Claro Read is already be installed on the PCs in the Accessible Study Rooms)

Dolphin Easy Reader is an app which connects users to Library readings in alternative formats. Users can customise their reading experience, with adjustable text, colour schemes and speech. 

For people with visual impairments, EasyReader App is compatible with both screen readers and braille displays.

 https://yourdolphin.com/EasyReader-App

There are 3 accessible study rooms on the ground floor of the Library - 0.1 / 0.2 / 0.3 

These are available to book for 4 hours at a time through the Library website (on a separate page to the other group study rooms). 

https://www.sussex.ac.uk/library/study-rooms/

We encourage students to have registered with the Student Support Office for additional support but these rooms are available to anyone who needs it. 

NB: Room 0.3 currently has a pin pad entry - this doesn't work and users should just push the door open. We will be installing a pushpad as soon as possible. 

Sensus Access allows users to convert files into a format that is more accessible to Them. PDFs, JPEGs and other formats can be converted into audio, braille, text files and more. 

There is an easy to follow, step-by-step guide to converting files on the Library Website: 

https://www.sussex.ac.uk/library/using-the-library/accessibility/reformat