Overview
Roles can be assigned either manually in Student Success & Engagement (SS&E) individually or in bulk, or via the SIS Import using the "role" field of the Person Datafeed. Security permissions in SS&E are Role-based, so it is important to ensure that the correct roles are applied to users.
Role creation, modification and permission management is administered within the SS&E user interface.
A user’s role in SS&E may not align exactly with the corresponding role in the SIS, so it is important to discuss roles/permissions with your team to ensure roles are imported correctly.
Role Related Feeds
Person
- "role" is a field on the person datafeed.
-
Each role is based on a Function, which includes certain inherent permissions
and restrictions.
- See Role Administration - Functions for more information.
-
To assign a role via the SIS Import, the person.role field must
exactly match the Integration ID of a role in SS&E.
- Integration IDs typically look like “ROLE_STUDENT”, “ROLE_FACULTY”, etc.
- They are case sensitive!
- In order to be assigned as the primary advisor or primary success coach for a student, and to see a student in their caseload, the staff member must be assigned a role with the Advisor or Coach Function (respectively).
-
Once a given role has been assigned to a user through the SIS import
process,
it will not be removed if the role is no longer present in the "role"
field
of the person datafeed for that user.
- It must be removed using the SS&E user interface.
-
Once a given role is removed using the user interface it cannot be re-added
via the import.
- It must be re-added manually.
- Multiple roles can be imported for a person using the role field, by separating roles with "::". (For example: "ROLE_STUDENT::ROLE_FACULTY").
-
Permissions are ADDITIVE, so if a user has multiple roles their permissions
will be added together.
- There are some restrictions based on a role's base "Function". (See Role Administration - Functions for more information.)
Assigning Roles in Implementation
Please include the following role Integration IDs in the person feed to assign roles in SS&E. In Design & Build, the System Admin and project team may determine that different or additional roles are needed, and the Data Lead may need to make adjustments throughout implementation and beyond. Here are descriptions and common criteria used to assign roles.
-
ROLE_STUDENT
- Any student (and/or applicant) who has applied/enrolled in a class in the past 3-5 years.
- Allows users to log in to SS&E.
-
ROLE_FACULTY
- Any faculty member who has instructed a class in the past year.
- Allows users to view information on courses they teach.
-
ROLE_ADVISOR
- Anyone assigned as the primary advisor for a student.
- Allows users to be assigned as the primary advisor for a student in SS&E.
-
ROLE_SUCCESS_COACH
Note: This is typically different from an athletic coach.- Anyone assigned as the primary success coach for a student.
- Allows users to be assigned as the primary success coach for a student in SS&E.
IMPORTANT: Data Leads should confirm these definitions with the System Admins prior to including roles in the person datafeed.
Best Practices
- Role management and assignment is one of the most important areas of data fidelity that must come from decisions made in your SSE system by the system administrator. We highly suggest scheduling an internal call between your SSE admin and your SIS data leads to discuss Role decisions in the week following the Data Integration Meeting.
- The project team should review the Roles, Functions and Permissions Companion Course while working through roles.
- Role names, functions, and permissions can be changed at any time. The most important thing is to assign the right role to users.
- The System Admin team may decide to manually assign certain roles. This is typically recommended for smaller teams of Advisors or Success Coaches (~30 people), or when identifying a group in the SIS is not possible.
For more information about Roles in SS&E, please see the following articles: